(1) What information do we collect? We may collect, store and use the following kinds of personal information:
(a) information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation);
(b) any other information that you choose to send to us;
(a) send statements and invoices to you, and collect payments from you;
(b) send you general (non-marketing) commercial communications;
(c) send you email notifications which you have specifically requested; We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings;
(5) Security of your personal information We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
(7) Your rights You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to:
(a) the payment of a fee (currently fixed at £10.00); and
(b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address). We may withhold such personal information to the extent permitted by law. You may instruct us not to process your personal information for marketing purposes by email at any time. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal information for marketing purposes.
(8) Third party websites The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.
(9) Updating information Please let us know if the personal information, which we hold, about you needs to be corrected or updated.
V.E. White & Co., Solicitors understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients data and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
- Information About US
- V.E. White & Co.
- Limited whose registered in England under company number 5675094.
- What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
5. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (Article 4 of the EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identified or an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
6. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11 of this notice.
- The right to access the personal data we hold about you. Part 12 of this notice will tell you how to do this.
- The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 of this notice to find out more.
- The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 of this notice to find out more.
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to data portability. This means that, if you have provided personal data to us directly, we will be using it with your consent or for the performance of a contract.
- Rights relating to automated decision-making and profiling. We not use your personal data in this way.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
7. What Personal Data Do You Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us:
- Date of birth;
- Email address;
- Telephone number;
- Business name;
- Job title;
- Payment information;
- Information about your preferences and interests;
- Financial information;
- Identification documents e.g. passport.
8. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for may be used for one of the following purposes:
- Providing and managing your client account ledger and/or matter.
- Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
- Personalising and tailoring our services for you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time by notifying us.
9. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
- Your file for 6 years but no more than 15 years where we are required to do so, except in special cases such as Wills and Family matters where you will be advised at the closure of the matter;
- General documents handed to us by you which you do not collect within two months of the completion of your matter 6 months;
- Credit card payment slips 1 month.
10. How and Where Do You Store or Transfer My Personal Data?
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
11. Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to one important exception.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
12. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing to our GDPR Officer Mr Steve Vedat Kocak. The requests could be e-mailed to him at email@example.com, or posted for his attention to V E White & Co., 84 High Street, Strood, Kent ME2 4AR.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee will be charged to cover our administrative costs in responding.
We will aim to respond to your subject access request within 21 days of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
13. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email address: firstname.lastname@example.org
Telephone number: 01634 739195.
Postal Address: V.E. White & Co., 84 High Street, Strood, Kent ME2 4AR
14. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available by the placing of the amended Notice on our website www.vewhitesolicitors.co.uk.