Privacy and Data Protection Notice and contractual commitments for the General Data Protection Regulation (GDPR)
1. Who are we?
Pickup & Scott hold information about clients about their cases. We do not pass information on to external organisations for marketing. Sometimes we have to pass files to external auditors such as the Legal Aid Authority or to another solicitor if you ask us to.
As professionals, we have a duty to keep information confidential. There are limits to the duty of confidence where a vulnerable person is at risk or serious harm is likely.
2. What Data shall we collect?
We will only collect information from you that is relevant to the matter that we are dealing with. In particular, we may collect the following information from you which is defined as ‘personal data’:
- Personal Information
- Social Circumstances
3. Special Categories
We may also depend on the work we are doing for you, collect information that is referred to as being in a ‘special category’. This could include:
- Physical or mental health details
- Racial or ethnic origin
- Religious beliefs or other beliefs of a similar nature
- Criminal convictions
- Sexual orientation
- 4. How will we use this data?
We may use your information for the following purposes:
- Provision of legal services including advising and acting on behalf of clients
- Promotion of our goods and services
- Maintaining accounts and records
- Supporting and managing staff
5. Who will we share your information with?
Under our Code of Conduct, there are very strict rules about who we can share your information with and this will normally be limited to other people who will assist with your matter. This may include:
- Medical Experts
- Private investigators
- Healthcare professionals, social and welfare organisations
- Courts and tribunals
- Where you authorise us we may also disclose your information to your family, associates or representatives and we may also disclose your information to debt collection agencies if you do not pay our bills.
6. How long will we keep your information for?
We will normally keep your information throughout the period of time that we do work for you and afterwards for a period of six years as we are required to do by law and also by the regulations that apply to us. In some cases (for example where we have prepared a will for you) we may retain your information for a longer period and we will advise you of this at the time. More information is set out in our data retention policy which is available on request from the data protection officer.
7. Transfers to Third Countries
We may from time to time transfer your personal data to a country outside of the EEA.
Normally this will be necessary for the performance of your contract with us or for the exercise or defence of legal claims on your behalf.
Sometimes we may transfer for other reasons and we will ensure that appropriate safeguards are in place at all times.
8. Security Arrangements
We shall ensure that all the information that you provide to us is kept secure using appropriate technical and organisational measures
In the event of a personal data breach, we have in place procedures to ensure that the effects of such a breach are minimised and shall liaise with the ICO and with you as appropriate. More information is available from the data protection officer
9. What rights do you have?
You have the following rights under the GDPR:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to data portability
- Right to object
- Rights concerning automated decision-making and profiling
10. Rights of Access
You have a right to see the information we hold about you.
To access this you need to provide a request in writing to our data protection officer, together with proof of identity.
We will usually process your request free of charge and within 30 days however we reserve the right to charge a reasonable administration fee and to extend the period of time by a further two months if the request is manifestly unfounded or vexatious and/or is very complex.
Full details are available in our data subject access policy which is available on request from the data protection officer
11. Rights of Erasure
You have a right to ask us to erase your personal data in certain cases (details may be found in Article 17 of the GDPR)
We will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to exercise or defend legal claims. To exercise your right to erasure please contact our data protection officer.
12. Who can you complain to?
If you are unhappy about how we are using your information or how we have responded to your request then initially you should contact the data protection officer, David Pickup. If your complaint remains unresolved then you can contact the Information Commissioner’s Office, details available at www.ico.org.uk
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