When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
Key terms used in this policy:
- We, us, our – Martin Shepherd Solicitors LLP
- Data Protection Officer – Antoinette Doyle email@example.com 020 8367 3230
Personal data – Any information relating to an identified or identifiable individual. Personal data revealing:
- Racial or ethnic origin,
- Political opinions,
- Religious beliefs,
- Philosophical beliefs,
- Genetic and biometric data,
- Data concerning health, sex life or sexual orientation,
- Trade union membership.
3. Personal data we collect about you
The paragraphs below set out the personal data we will or may collect in the course of advising and/or acting for you.
Personal data we will collect
Your name, address and telephone number. Information to enable us to check and verify your identity, eg your date of birth, passport details, driving licence details or other officially sanctioned proof of identification. Electronic contact details, eg your email address and mobile phone number. Information relating to the matter in which you are seeking our advice or representation. Your financial details so far as relevant to your instructions, eg the source of your funds if you are instructing on a purchase transaction. Information about your use of our IT, communication and other systems, and other monitoring information.
Personal data we may collect depending on why you have instructed us
Your National Insurance and tax details Your bank and/or building society details Details of your professional online presence, eg LinkedIn profile Details of your spouse/partner and dependants or other family members, eg if you instruct us on a family matter or a will. Your employment status and details including salary and benefits, eg if you instruct us on matter related to your employment or in which your employment status or income is relevant. Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information. Details of your pension arrangements, eg if you instruct us on a pension matter or in relation to financial arrangements following breakdown of a relationship. Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), eg if you instruct us on matter related to your employment or in which your employment records are relevant. Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, eg if you instruct us on discrimination claim. Your trade union membership, eg if you instruct us on discrimination claim or your matter is funded by a trade union. Personal identifying information, such as your eye colour or your parents’ names, eg if you instruct us to incorporate a company for you. Your medical records, eg if we are acting for you in a personal injury claim.
This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
4. How your personal data is collected
We collect most of this information from you. However, we may also collect information:
- from publicly accessible sources, eg Companies House or HM Land Registry;
- directly from a third party, eg:
- sanctions screening providers;
- credit reference agencies;
- client due diligence providers;
- from a third party with your consent, eg:
- your bank or building society, another financial institution or advisor;
- consultants and other professionals we may engage in relation to your matter;
- your employer and/or trade union, professional body or pension administrators;
- your doctors, medical and occupational health professionals;
- via our information technology (IT) systems, eg:
- case management, document management and time recording systems;
- door entry systems and reception logs;
- automated monitoring of our websites and other technical systems, such as our computer networks and connections, and access control systems, communications systems, email and instant messaging systems;5. How and why we use your personal data Under data protection law, we can only use your personal data if we have a proper reason for doing so, eg:
- to comply with our legal and regulatory obligations;
- for the performance of our contract with you or to take steps at your request before entering into a contract;
- for our legitimate interests or those of a third party; or
- where you have given consent.
- contacting our offices by email at firstname.lastname@example.org
- using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.
- professional advisers who we instruct on your behalf or refer you to, eg barristers, medical professionals, accountants, tax advisors or other experts;
- other third parties where necessary to carry out your instructions, eg your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
- credit reference agencies;
- our insurers and brokers;
- external auditors, eg in relation to ISO or Lexcel, or CQS accreditation and the audit of our accounts;
- our bank;
- external service suppliers, representatives and agents that we use to make our business more efficient, eg typing services, marketing agencies or document archiving or collation;
- to respond to any questions, complaints or claims made by you or on your behalf;
- to show that we treated you fairly;
- to keep records required by law.
- complete a data subject request form – available on request; or
- email, call or write to us; and
- let us have enough information to identify you (eg your full name, address and client or matter reference number);
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
- let us know what right you want to exercise and the information to which your request relates.
Martin Shepherd Solicitors LLP is a limited liability partnership registered in England & Wales, registration number OC356132, at Maple House High Street Potters Bar Hertfordshire EN6 5BS where a list of the members is kept. Martin Shepherd Solicitors LLP is authorised and regulated by the Solicitors Regulation Authority numbers: 560729 (Potters Bar office); 562353 (Finchley office); 615079 (Hertford office). VAT Registration Number 116 9785 78