This Policy explains how we use, keep and protect your personal data. You should also read our Terms of Business which can be found on our website.
What data we need
This will depend upon the type of matter we are dealing with. It will include personal data, eg name, address, date of birth, gender, contact details, financial information and information required to complete ID checks. This information may be obtained from various sources if needed to undertake your legal work, eg provided by yourself, relating to someone else if you have authority to do so, or passed to us by third parties such as banks, building societies, GP. This list is not exhaustive.
We may need to request sensitive personal data eg health, age, gender, marital status, race, religion or belief, sexual orientation. However, in most cases, personal data will be restricted to basic information.
Our use of that information is subject to your instructions, data protection law and our duty of confidentiality.
Why we need it
We may receive personal data from you for the purposes of money laundering checks, eg copy passport. These will be processed only for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.
How we use your personal data
We use the information you provide primarily for the provision of legal services and for related purposes including
Updating and enhancing client records
Analysis to help us manage our practice
Legal and regulatory compliance.
This enables us to verify your identity, check sources of funds, write to you and progress your matter by advising you, preparing documents, carrying out litigation etc.
How long we keep your data
Your data will be retained only for as long as necessary to fulfill the purpose for which it was obtained, or as required by law eg
Conveyancing - 6 years
Matrimonial - 6 years
Child - until the child’s 21st birthday
Wills - indefinitely
Deeds - indefinitely
You consent to us retaining such data for longer than the 5 years statutory period, unless you tell us otherwise. We sometimes need to retain data for longer to comply with requirements of a third party, such as mortgage lenders.
Where your data is processed and stored
Your data is usually retained in computer and/or manual files
How we protect your data and keep it secure
We take all reasonable steps to protect your data whilst in our care. We have high standards of technology to prevent loss, misuse or destruction. We have high standards of confidentiality to ensure your data is handled in line with our Data Protection Policies.
What we do with your data
We may need to pass on such information to third parties such as expert witnesses and other professional advisers, including advisers appointed by another party to your matter. We may also give such information to others who perform services for us, such as typing or photocopying.
Our practice may be audited or checked by our accountants or our regulator, or by other organisations. We do not normally copy such information to anyone outside the European Economic Area, however we may do so however when the particular circumstances of your matter so require. All such third parties are required to maintain confidentiality in relation to your files.
We will not sell or rent your information to third parties or share your information for marketing purposes.
Children’s privacy protection
Our services are not aimed specifically at children because in legal work children are generally represented by their parents or guardians.
It is not our normal practice to send out marketing information but from time to time we may do so where we believe the information may be of assistance and of relevance to you. If you do not wish to receive such information, please notify us, preferably in writing.
We like to send present and past clients information that we think might be of interest to them. That can include information about legal developments or publicity information about us and our services.
How we collect this data
We may submit an enquiry
You may fill in a questionnaire or survey on our website
You may ask us a question via email or social media channels
You can indicate if you are happy to receive such information. You can change your mind at any time, so if you later want to opt out, just let us know.
CHANGES TO THIS POLICY
The date of this policy is shown at the end of the document. We may change this policy from time to time. Any changes to this policy will apply to you and your data immediately. If these changes affect how your personal data is processed, we will take reasonable steps to let you know.
You have the right to request :
the right to be informed what we hold and to request access
prevent the processing of data for direct marketing purposes.
the right to have errors corrected
the right to have data deleted if we have no justification for holding it.
If you have any of these requests, you must contact our Data Protection Officer.
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You can at any time change or withdraw your consent from the Cookie Declaration on our website. Your consent applies to the domain on www.caswelljones.com.
DATA PROTECTION OFFICER
Our Data Protection Officer is Mr Stephen Jones who can be contacted by telephone on 02920 864888 or email firstname.lastname@example.org
If you wish to make a complaint on how we handle your personal data, you can contact our Data Protection Officer.
You can also make a complaint to the Information Commissioner, who is an independent regulator at:
Information Commissioner’s Office