Privacy Notice
1. Introduction
1.1. Welcome to the Taylors Legal Services Limited (“Taylors”) privacy notice.
Taylors respects your privacy and is committed to protecting the privacy and security your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.
2. Scope
2.1. This privacy notice applies to all the persons set out in Schedule 1 whose personal data we collect save as set out below. We collect personal information on the categories of individuals (or individuals who work for or otherwise represent any of them)
3. Important information and who we are
3.1. Controller
Taylors is the controller and responsible for your personal data (referred to as “Taylors”, “we”, “us” or “our” in this privacy notice. We are registered as a data controller with the Information Commissioner’s Office with registration number [ ] .
Our Compliance Officer for Legal Practice is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Compliance Officer using the details set out below.
3.2. Contact details
Our full details are:
Full name of legal entity: Taylors Legal Services Limited
Compliance Officer: Elaine Hurn
Email address: contact@taylors.co.uk
Postal address: Rawlings House, Exchange Street, Blackburn BB1 7JN
Telephone number: 01254 297900
3.3. Changes to the privacy notice
We may updated this privacy notice from time to time and any changes will be made to this page of our website or notified in writing to you.
4. The data we collect about you
4.1. What is personal data?
• Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
• We may collect, use, store and transfer different kinds of personal data about you, depending on the nature of our relationship with you, and which we have grouped together follows:
• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender and this may be in the form of copy identity documentation such as passports or photo id driving licence.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes home address, bank account and payment card details.
• Matter Data includes information collected by us as part of our provision of services. Matter Data will depend on the nature of the services we are providing.
• Transaction Data includes details about payments to and from you and other details of matters you have instructed us on or services purchased.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
4.2. If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel or terminate a service you have with us but we will notify you if this is the case at the time.
4.3. Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. If you are a longstanding client we may have to request that you provide updated information or confirm the data we hold has not changed.
5. How is your personal data collected?
We use different methods to collect data from and about you including through:
5.1. Direct interactions
We may collect personal information from our direct interactions with you. This may include through correspondence, attendance at meetings with you, or other direct interactions.
5.2. Data received from third parties
The personal data that we collect and process may be collected from a number of third party sources including (but not limited to) those listed in Schedule 2:
5.3. Online
5.3.1. Visitors to our website
You may decide to submit personal information to us through the contact page of our website. When we collect personal data in this way this policy sets out what we intend to do with it.
We do not collet any data via our website that you have not chosen to supply to us.
6. How is your personal data used?
As a law firm, we use your information for a variety of purposes in order to provide services to our clients. We may process your personal data where:
• You have provided us with your consent to do so
• It is necessary for the performance of a contract with you
• It is necessary in connection with our compliance with a legal or regulatory obligation or as otherwise required or authorised by law and/or
• It is necessary to fulfil a legitimate interest of our clients, third parties and/or Taylors and we have considered that on balance such use is not detrimental to you, is within your reasonable expectations and will have a minimal impact on your privacy rights and freedoms.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
You will not be subject to decisions based solely on automated data processing without your prior consent.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
The main purposes for which we may process your data are set out below:
6.1. Provision of legal services
Your data may be processed by us in respect of the provision of legal services which may include:
• Advising on and managing court or legal proceedings (actual or contemplated) which may include legal claims, tribunals, arbitrations, mediations and/or regulatory actions
• Advising on business transactions which may include commercial contracts, share and business sales and purchasing, land transactions, securing business funding
• Advising on governance and regulatory issues
• Giving personal legal advice to our clients including, shareholder and employment issues conveyancing services
• Providing legal training through workshops, seminars and webinars, other events and
• Managing and maintaining our internal database of clients, former clients, potential clients, experts, referrers, introducers, intermediaries and other service providers which relate to the provision of legal services
6.2. Internal Administration
We may process your personal data as part of our own internal business administration which may include:
• Compliance with regulators and governing bodies
• Quality control and training purposes
• Dealing with certification bodies and
• Optimising and improving our service delivery across our business
6.3. Marketing
We would like to keep you informed about our services and provide relevant updates on legal issues that we feel may be of interest to you and will do this where we are lawfully able to do so. This may include:
• Sending newsletters and legal updates and
• Inviting you to attend seminars, training or other events that we consider relevant to you
6.4. You will receive marketing communications from us if you are a client, if you have requested information from us, have requested attendance at a seminar or have given us express consent to send such marketing material to you, and in each case, you have not opted out of receiving that marketing.
You can ask us to stop sending you marketing messages at any time by:
• Emailing us at contact@taylors.co.uk or
• Following the ‘unsubscribe’ link in the footer of a marketing email
We will not share your personal information data with third parties for their marketing purposes.
7. How long do we keep your data?
We will only keep your personal data for so long as is required to fulfil the purpose(s) for which it was collected unless there are other legal requirements or it is necessary for us to keep it for satisfying any legal, accounting or reporting requirements our own business continuity.
If you want more details about our specific retention periods, please contact our Compliance Officer.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. However, we may be legally required to keep certain information (including contact, identity, financial and transaction data) for up to six years.
We may also anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes. We can use anonymised information indefinitely without further notice to you.
8. Disclosures of your personal data
We may share your personal data with the parties set out in Schedule 3 where it is necessary to do so for the purposes set out above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
8.1. International transfers
It may be necessary to transfer your personal data outside of the European Economic Area as part of our processing. Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe and/or
• Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US
9. Data security
The protection and security of your personal data is of the utmost importance to Taylors. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
10. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These are summarised below in Schedule 4:
schedule 1 – Persons whose data we collect
• Our clients and potential clients
• Visitors to our premises
• Referrers, introducers and intermediaries
• Claimants
• Defendants
• Experts
• Witnesses
• Counsel
• Third Party Solicitors
• Insurers and/or their insured
• Individuals involved in matters we have been instructed to work on
• Our business contacts
• People who attend seminars, training or attend events organised by us, or at which we are involved
• Our service providers and suppliers (for example recruitment agencies, general office services, IT service providers)
• Our regulators and certification bodies
• Our accountants and other professional advisors
• Our insurers
• Governmental bodies
• Trade Association eg ACID, Chamber of Commerce, IOD
• This privacy notice does not apply to:
• Job applicants, as the way we handle their personal data is governed by our Job Applicants Privacy Notice or
• Employees and workers, as the way we collect and use their personal data is governed by our Employee Privacy Notice
schedule 2 – Data received from third parties
• Our clients and potential clients
• Referrers, introducers and intermediaries
• Claimants
• Defendants
• Experts
• Witnesses
• Counsel
• Third Party Solicitors
• Courts
• Insurers and/or their insured
• Search agents
• Individuals involved in matters we have been instructed to work on
• Credit reference agencies
• Our business contacts
• Organisers of events, seminars or training that we are involved in
• Property Checks
• Regulators and certification bodies
• Auditors and other professional advisors
• Governmental bodies such as Companies House
• Trade Associates eg ACID, Chamber of Commerce, IOD
schedule 3 – Third parties we may share your data with
• Our clients
• Referrers, introducers and intermediaries
• Courts
• Claimants
• Defendants
• Experts
• Witnesses
• Counsel
• Third Party Solicitors
• Insurers and/or their insured
• Individuals involved in matters we have been instructed to work on
• Incorporation Agents
• Our business contact
• Organisers of events, seminars or training that we are involved in
• Regulators and certification bodies
• Auditors and other professional advisors
• Our service providers (for example IT service providers)
• Governmental bodies (such as HMRC, Companies House and the Land Registry)
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets
schedule 4 – your legal rights
You have the following legal rights in relation to your personal data:-
1. Request access to your personal data (commonly known as a “data subject access request”)
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Please note that there are grounds on which we can refuse or limit your request including, but not limited to, legal professional privilege, data relating to third parties or where disclosure would prejudice the rights or interests of third parties.
2. Request correction of the personal data that we hold about you
This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
3. Request erasure of your personal data
This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure where there is a lawful reason for continued processing which will be notified to you, if applicable, at the time of your request which includes but is not linked “for the establishment, exercise or defence of legal claims”.
4. Object to processing of your personal data
Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms you may object to our processing of your personal data. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.
5. Request restriction of processing of your personal data
This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
6. Data Portability Request the transfer of your personal data to you or to a third party
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
7. Withdraw consent at any time
Where we are relying on consent to process your personal data you may withdraw this consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide or continue to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.
8. How to exercise your rights
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests without undue delay and no later than within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated, but may take up to three months to respond.
9. Your right to complain to the Information Commissioner’s Office.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. |
