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The General Data Protection Regulation (‘GDPR’) 2018 requires website users to be told about cookies used on the site and to opt into accepting cookies, or to be able to opt out of certain cookies that are not essential to the basic functioning of the website.
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This Cookie Statement was last updated in May 2018.
The GDPR are important European regulations that apply to all EU Member States from 25 May 2018.
We are committed to protecting and keeping confidential all of the information you provide to us, subject to certain legal duties that are explained in our terms and conditions of business above.
This privacy notice contains important information about how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint.
We will collect, use and are responsible for certain personal information about you. When we do, we are regulated under the GDPR by the Information Commissioner and are responsible as a ‘controller’ of that personal information.
The personal information we collect, use and share
We will collect the following personal information when you provide it to us:
We use your personal information primarily to enable us to provide you with a legal service in accordance with your instructions. We also use your personal information for related purposes including identity verification, administration of files, updating existing records if you have instructed us previously, analysis to help improve our management, for statutory returns and legal and regulatory compliance. The information will be held in hard copy and/or electronic format.
You are responsible for ensuring the accuracy of all the personal data you supply to us, and we will not be held liable for any errors unless you have advised us previously of any changes in your personal data.
We will only take instructions from you or someone you authorise in writing.
Where you are acting as an agent or trustee, you agree to advise your principal or the beneficiary of the trust that their personal information will be dealt with on these terms.
If we are working on your matter in conjunction with other professionals who are advising you, including experts, barristers, banks, building societies, mortgage lenders, estate agents etc., we will assume, unless you notify us otherwise, that we may share and disclose relevant personal data and information about your matter to them, if we feel it is appropriate and necessary.
On occasions we may ask other trusted companies to provide services to support work on our files to ensure that this work can be done promptly. We will always obtain a confidentiality agreement from outsourced providers to ensure that they keep information sent to them securely and confidentially. All routine work is undertaken by us.
We use a private, secure, cloud computing service to assist us in processing and protecting your information and keeping it secure from the risks of cybercrime and fraud. All IT providers we use are subject to strict confidentiality agreements and we will ensure that they meet GDPR obligations in relation to the service they provide to us. All of the personal information you provide to us is kept in the UK; we will not transfer any of your personal data to another country outside the UK unless you specifically instruct us to do so.
There may be occasions when we are under a legal duty to share personal information with law enforcement or other authorities, including the Solicitors Regulation Authority or the Information Commissioner. If we are required to disclose information to the National Crime Agency, we may not be able to tell you that a disclosure has been made. We may have to stop working for you for a period of time and may not be able to tell you why. We cannot be held liable for any loss you suffer due to delay or our failure to provide information in these circumstances.
Occasionally some of our client files may be audited strictly confidentially by external auditors or examiners to ensure we meet our legal, quality and financial management standards. Some information may be disclosed to our professional indemnity insurers and to our financial auditors if required. We may also provide basic details of your case to Legal 500 or Chambers and Partners legal directories but this information is provided on a strictly confidential basis where this concerns individuals. Unless you tell us otherwise we will assume you have no objection. You may object at any time and refusing your consent will not affect our work for you. We will not submit files for external audit or disclose personal information to directories where there is particularly sensitive material.
We will not share your personal information with any other third party and will not issue any publicity material or information to the media about our relationship and the work we are doing for you without your consent, or where required to do so under the terms of any legal expenses insurance policy you are using to fund your matter with us.
How long your personal data will be kept
We will hold your personal data including your name, address and contact details and your file of papers for a period of time, depending on the nature of your matter. We will confirm this to you at the end of your matter. After this period of time, your file of papers, including the electronic file, will be destroyed confidentially without further reference to you, unless we contact you to confirm other arrangements or you contact us to request your file of papers at an earlier date.
In order to meet our regulatory requirements, we may be required to retain basic information about you to include your name, address and date of birth on our electronic database for a longer period of time.
Reasons we can collect and use your personal information
We intend to rely on (i) Your consent, (ii) Contractual obligations, (iii) Legal Obligations; (iv) Legitimate interests to collect and use your personal or sensitive personal data:
Information about us and up to date articles which may be of interest to you are available on our website www.theacademe.co.uk.
In relation to future marketing, we would like to keep in touch with you and let you know periodically about information that we think may be of specific interest to you or to tell you about events or our developments. We ask you to provide your email address and give specific confirmation that you want to “opt in” to us sending you such information in the future. If you provide your consent, you may withdraw it at any time by contacting us to confirm that you no longer want us to contact you. If you provide your consent, we may use third party software and services to assist us in relation to the processing of our marketing communications, but we will ensure we have confidentiality agreements in place and will never disclose your information to third parties for them to use for their own marketing purposes.
Under GDPR you have a number of important rights, free of charge. Further information about these rights can be found on the Information Commissioners Website www.ico.org.uk/for-the-public/.
If you would like to exercise any of these rights, please:
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.
The GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at www.ico.org.uk/concerns/ or telephone 0303 1231113.
Changes to this privacy notice
We may change this privacy notice from time to time. When we do we will inform you via our website or by a direct communication with you.
How to contact us
If you have any questions about this privacy notice or the information we hold about you or wish to contact our Data Protection Officer, please send a letter marked FAO Data Protection Officer, Equinox Business Ltd, 112 Alexandra Road, Illogan, Redruth, England, TR16 4EN.