PRIVACY POLICY

 

About this Privacy Policy

 

We take our obligations under privacy and data protection law very seriously. This Privacy Policy is designed to help you understand what Personal Information we collect, why, how we use it and who we share it with. It also explains the rights you have in connection with your Personal Information, including how to contact us or to make a complaint.

Who we are;

Just Law Solicitors of 41A, Bury new Road, Prestwich, Manchester, M25 9JY who we also refer to throughout as “we”, “us” or “our”.  (“we”, “our”, and “us”).

We are registered with the UK Information Commissioner’s Office (“ICO.)

As a data controller we are responsible for ensuring that when we process Personal Information we comply with EU and UK data protection law and use it in accordance with our client’s instructions and our professional duty of confidentiality. 

This Privacy Policy may change from time to time and in response to guidance and best practice advice issued by the Information Commissioner’s Office in particular in response to the change in data protection law in the UK on 25 May 2018. We will inform you of changes via our website and if you are a client, we will inform you of any key changes in writing.

Contacting us;

if you have any questions about this Privacy Policy or your information, or to exercise any of your rights as described in this Privacy Policy or under applicable data protection laws, you can contact our Privacy Officer, Mr. Nadeem Sadiq, Just Law Solicitors 41A, Bury New Road, Prestwich, Manchester, M25 9JY. By email: nadeem@justlawsolicitors.co.uk.  By telephone: 004416179866111.

Data protection principles;

Just Law Solicitors adheres to the following principles when processing your personal information as data controller:

Lawfulness, fairness and transparency – data must be processed lawfully, fairly and in a transparent manner.

Purpose limitation – data must be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Data minimisation – data must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Accuracy – data must be accurate and, where necessary, kept up to date.

Storage limitation – data must be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal information is processed.

Integrity and confidentiality – data must be processed in a manner that ensures appropriate security of the personal information, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage by using appropriate technical or organisational measures.

Personal Information we may collect depending on our relationship with you; 

Clients – where we are advising and/or acting for you;

We will require certain Personal Information to be able to provide our service to you. If you do not provide Personal Information we ask for, it may delay or prevent us from providing services to you.

If you are an individual;

Your name, address, telephone number, your National Insurance, your nationality, immigration status and information from related documents, such as your passport or other identification, immigration information employment status, details including salary and benefits, tax details, pension arrangements, details of your spouse/partner and dependants or other family members, your trade union membership, your medical records. Your bank and/or building society details and/ or your bank statements.

Information to enable us to check and verify your identity, e.g.  your date of birth or passport details.

Electronic contact details, e. g.  your email address and mobile phone number.

Your financial details so far as relevant to your case if we will need to transfer money to you.

Information about your use of our IT, communication and other systems, and other monitoring information, e. g. if you use our secure online client portals or leave a voicemail message.
 

Your employment records including, where relevant, records relating to sickness and attendance.

Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, e. g. if you instruct us on a discrimination claim or if you provide medical or dietary information to us in connection with your attendance at a meeting or event.

If you instruct us to incorporate a company for you, personal identifying information such as your hair or eye colour or your parents’ names, to answer security questions required by Companies House.

If you are a business client;

Information provided by you about other individuals in connection with the advice we are providing to your business, e. g.  information relating to your employees.

Information we collect from third parties;

We collect most of this information from you directly. However, we also collect information about you:

from publicly accessible sources, e.g. Companies House

from third party sources of information;

which you have made public on websites associated with you or your company or on social media platforms such as LinkedIn;

from a third party, e.g. a person who has introduced you to us or other professionals (such as solicitors, barristers, accountants or other businesses or individual) you may engage.

Information we collect online;

 We collect, store, and use information about your visits to our website and about your computer, tablet, mobile or other device through which you access the website. This includes the following information:

technical information, including the Internet protocol (IP) address, browser type, internet service provider, device identifier, your login information, time zone setting, browser plug-in types and versions, operating system and platform, and geographical location; and information about your visits and use of the Site, including the full Uniform Resource Locators (URL), clickstream to, through and from our Site, pages you viewed and searched for, page response times, length of visits to certain pages, referral source/exit pages, page interaction information (such as scrolling, clicks and mouse-overs), and website navigation and search terms used.

Details of your name, occupation, interest, professional information such as job title, professional experience, previous position, email address professional online presence, e. g LinkedIn profile. Information you provide to us about our services, for example by completing client surveys. We will collect your age if you are applying to us for work experience so that we can ensure the appropriate risk assessments are in place.

Sensitive categories of (“Sensitive”) personal data;

We do not generally seek to collect sensitive personal information through our website. Sensitive personal information is information relating to racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership; health or sex life, sexual orientation; genetic or biometric information. If we do collect sensitive personal information, we will ask for your explicit consent to our proposed use of that information at the time of collection.

Children;

Our website is not intended for or directed at children under the age of 16 years and we do not knowingly collect data relating to children under this age. If your Matter involves children, these children must be represented by their parents or guardians. In these circumstances we will explain to the parent or guardian why we need any Personal Information relating to the children and how it will be used, both when we first collect the data and as the particular Matter progresses. Our Website is not intended for children and, other than in connection with work experience applicants.

Visitors to our website;

We use Google Analytics to collect statistical information about the number of visitors to our Website. This information includes, pages visited and content searched. Further information can be obtained from the Google Privacy Policy. We use this information to maintain and improve our Website and the services we provide and to analyse and understand what is of interest to our Website visitors so we can improve and tailor the content and this data will not directly or indirectly reveal your identity. 

We use technology to track the patterns of behaviour of visitors to our Website. This can include using a “cookie” which would be stored on your browser or the hard drive of your computing device. Please read our Cookies Policy for more information about how we use cookies and similar technologies.

How and why we use your personal information;

Under data protection law, we can only use your Personal Information if we have a proper reason for doing so, for example:

to comply with our legal and regulatory obligations

for our legitimate interests (see below) or those of a third party

for the performance of our contract with you or to take steps at your request before entering into a contract

you have given consent.

A legitimate interest is when we have a business or commercial reason to use your Personal Information, so long as this is not overridden by your own rights and interests. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your Personal Information for our legitimate interests. We do not use your Personal Information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). 

The table below explains what we use your Personal Information for and our reasons for doing so. In general terms we will collect Personal Information to:

to provide legal and professional services to you, to manage our relationship and comply with our legal obligations arising from it

provide you with information about our business and the services we offer including relevant communications

help us improve our business and the services we offer.

What we use your Personal Information for;

To provide legal services to you.

Conducting checks to identify our clients and verify their identity.

Screening for financial and other sanctions or embargoes to help detect and prevent financial crime.

Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator, the Solicitors Regulation Authority.

Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies.

Ensuring our business policies (and client requirements) are adhered to, e.g. policies covering security and internet use.

Operational reasons, such as improving our business and services by undertaking analysis and research and assessing your satisfaction with our services, efficiency, insurance purposes, training and quality control.

Ensuring the confidentiality of commercially sensitive information.

To respond to any complaint or allegation of negligence made against us.

Statistical analysis to help us manage our business or to provide information required by our clients, e.g. in relation to our financial performance, client base, work type or other efficiency measures or key performance indicators.

Preventing unauthorised access and modifications to systems.

Updating and maintaining client records.

Statutory returns.

Ensuring safe working practices, staff administration and assessments and to enforce or protect any of our rights, property or safety (or those of our members, employees or clients).

To contact you about our services and events which we think may be of interest to you, and to provide you with legal updates and briefings.

External audits for our Investors in People certification and the audit of our accounts.

With your consent, external audits and quality checks for our ISO certifications.

Our reasons for using your personal information;

For the performance of our contract with you or to take steps at your request before entering into a contract.

To comply with our legal and regulatory obligations and for our legitimate interests or those of a third party.

Any Personal Information we receive from you for the purpose of preventing money laundering and/or terrorist financing will be used only for that purpose or with your express consent, or as permitted by or under another enactment. 

The information above does not apply to any Special Category Personal Information which you may have provided to us or authorised us to obtain from a third party, and which we will usually only process with your explicit consent. However, in some circumstances in connection with a Matter we may receive Special Category Personal Information from third parties and we can lawfully process it without your consent where it is necessary to establish, exercise or defend a legal claim or claims or whenever courts are acting in their judicial capacity.

Change of purpose;

We will only use your Personal Information 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 we need to use your Personal Information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

We may process your Personal Information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

To enforce the terms and conditions and any contracts entered into with you;

It is in our legitimate interests to enforce our terms and conditions of service. We consider this use to be necessary for our legitimate interests and proportionate.

Marketing communications;

We may use your Personal Information to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including new services.

We have a legitimate interest in processing your Personal Information for our business development purposes. However, where consent is needed (for example to send you electronic communications), we will ask for this consent separately and clearly. 

We will always treat your Personal Information with the utmost respect and, other than with the Just Law Solicitors, we will never sell or share it with other organisations for marketing purposes.

You have the right to opt out of receiving marketing communications at any time by:

contacting us by via the email: nadeem@justlawsolicitors.co.uk or by telephone +44 161798 6611

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your Personal Information with;

We share Personal Information with:

professional advisers who we instruct on your behalf or refer you to, e. g. solicitors, barrister, vehicle engineers, mediators, arbitrators, credit hire providers, vehicle storage providers, medical professionals, medical agencies, insurance companies, accountants, tax advisors or other experts other third parties where necessary to carry out your instructions, e. g. Public Bodies, Home Office, organisations working in partnership with the Home Office, HM Land Registry in the case of a property transaction, Companies House or your mortgage provider.

  • Conduct conflict searches
  • our insurers and brokers
  • the audit of our accounts
  • our bank/s

external service suppliers, representatives and agents that we use to make our business more efficient, e.g. typing services, marketing agencies, document collation or analysis suppliers

where we have your consent to do so, with our external auditors in relation to our ISO certifications.

Our IT support and service providers may also access your Personal Information as a consequence of them providing support to us.

We only allow our service providers to handle your Personal Information if we are satisfied, they take appropriate measures to protect your Personal Information. We also impose contractual obligations on service providers to ensure they can only use your Personal Information to provide services to us and to you. 

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. 

We may also need to share some Personal Information with other parties. For example, if we, in the course of our own business operations, sell or buy any business or assets we may disclose Personal Information held by us to the prospective seller or buyer of those businesses or assets.

Where possible, information will be anonymised but the recipient of the information will be bound by confidentiality obligations. If we are acquired, or substantially all of our assets are acquired, by a third party (or are subject to a reorganisation), Personal Information held by us will be one of the assets which is transferred. 

International transfers;

Your personal data may be transferred, stored, and processed, outside of the European Economic Area. Regardless of where your personal data is transferred, we shall ensure that your personal data is safe and shall take all steps reasonably necessary to put in place appropriate safeguards to ensure that your personal data is treated securely and in accordance with this Policy and applicable law. Details regarding these safeguards can be obtained by contacting us or our Privacy Officer (see details above).

Security of your information we have collected;

We are committed to ensuring that your information is secure. We use industry standard physical and procedural security measures to protect information from the point of collection to the point of destruction. This includes encryption, firewalls, access controls, policies and other procedures to protect information from unauthorized access. Where data processing is carried out on our behalf by a third party, we take steps to ensure that appropriate security measures are in place to prevent unauthorised disclosure of personal information. Despite these precautions, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your data transmitted over the internet or that unauthorised persons will not obtain access to personal information. In the event of a data breach, Just Law Solicitors have put in place procedures to deal with any suspected breach and will notify you and any applicable regulator of a breach where required to do so. If you have any questions about security on our website, you can contact us as our Privacy Officer using the contact details set out above.

How long we keep your personal data;

Your personal information will not be kept for longer than is necessary for the purposes for which it was collected and processed. We will retain your personal information for as long as your account is active or as needed to provide you with services or products you have requested.

 

The criteria we use for retaining different types of personal information, includes the following:

General queries – when you make an enquiry or contact us by email or telephone, we will retain your information for as long as necessary to respond to your queries. After this period, we will not hold your personal information for longer than two years if we have not had any active subsequent contact with you.

Direct marketing – where we hold your personal information on our database for direct marketing purposes, we will retain your information for no longer than two years if we have not had any active subsequent contact with you.

Clients;

We only keep your Personal Information about your Matter for as long as is necessary to:

carry out our services for your Matter

respond to any questions, complaints or claims made by you or on your behalf

show that we treated you fairly

keep records required by law to comply with our legal obligations and our duties to our regulator. Anti-money laundering legislation requires us to retain records, documents and information relating to a Matter, including a copy of your identity documentation, for five years from conclusion of your Matter or when our business relationship with you ends.

For most types of Matters we retain your matter file, which will include your Personal Information, for up to six years from the date of your final bill although this may vary depending on the nature of your Matter. Further information about the likely retention period will be provided to you when your Matter concludes.

How we protect your Personal Information;

Keeping information secure is a key part of data protection compliance. We have put in place appropriate security measures to prevent your Personal Information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Information to those employees, agents, contractors and other third parties who have a business need to know 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 or where we have otherwise agreed with you that we will.

If we have given you a username and password which allows you to access certain parts of your Matter via our systems, you are responsible for keeping it confidential.

Your right to object in respect of your personal information;

You have the right to object at any time to our processing of your personal information for direct marketing purposes. Where we process your information based on our legitimate interests

You also have the right to object, on grounds relating to your particular situation, at any time to processing of your personal information which is based on our legitimate interests. Where you object on this ground, we shall no longer process your personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.

You also have the following rights under data protection laws to request that we rectify your personal information which is inaccurate or incomplete. In certain circumstances, you have the right to:

request the erasure of your personal information erasure (“right to be forgotten”); restrict the processing of your personal information to processing in certain circumstances

Please note that the above rights are not absolute and we may be entitled to refuse requests, wholly or partly, where exceptions under the applicable law apply.

Our website may, from time to time, contain links to and from third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and Just Law Solicitors does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites

For example, we may refuse a request for erasure of personal information where the processing is necessary to comply with a legal obligation or necessary for the establishment, exercise or defence of legal claims. We may refuse to comply with a request for restriction if the request is manifestly unfounded or excessive.

How to complain;

We hope that we can resolve any query or concern you may raise about our use of your information. If you want to complain about how we have handled your Personal Information, please contact Mr. Nadeem Sadiq who will investigate your complaint but if you are not satisfied with our response or believe we are processing your Personal Information unfairly and unlawfully, you can complain to the UK Information Commissioner’s Office. Further information is available on the ICO website www.ico.org.uk/concerns or telephone 0303 123 1113.

The EU General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or EEA) State where you work, normally live or where any alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner. 

Use of cookies;

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to our clients’ needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

What cookies are used on this website?;

In order to improve the Sites, we may use small files commonly known as “cookies”. A cookie is a small amount of data which often includes a unique identifier that is sent to your computer or mobile phone (your “device”) from the Sites and is stored on your device’s browser or hard drive.

The cookies we use on the Sites won’t collect personally identifiable information about you and we won’t disclose information stored in cookies that we place on your device to third parties

By continuing to browse the Sites, you are agreeing to our use of cookies;

If you don’t want us to use cookies when you use the Sites, you can set your internet browser not to accept cookies. However, if you block cookies some of the features on the Sites may not function as a result.

You can find more information about how to do manage cookies for all the commonly used internet browsers by visiting www.allaboutcookies.org. This website will also explain how you can delete cookies which are already stored on your device.

We only use “Google Analytics” on the Sites. This cookie provides us with a visitor count and an understanding of how visitors move around and use the Sites. We can then use this information to improve navigability and the Sites generally. The cookies we use on the Sites won’t collect personally identifiable information about you and we won’t disclose information stored in cookies that we place on your device to third parties.

We are obliged by Google Analytics to state the following;

The Sites use Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the Sites analyse how users use the Sites. The information generated by the cookie about your use of the Sites (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the Sites, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of the Sites. By using the Sites, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Links to other websites;

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question

Email monitoring;

Emails which you send to us or which we send to you may be monitored by us to ensure compliance with professional standards and our internal compliance policies. Monitoring is not continuous or routine but may be undertaken by the Principal Solicitor or on the instruction of the Principal Solicitors at Just Law Solicitors where there are reasonable grounds for doing so.

How to complain;

We hope that we can resolve any query or concern you may raise about our use of your information. We will investigate your complaint but if you are not satisfied with our response or believe we are processing your Personal Information unlawfully, please follow the procedure in our Compliant Policy. However, if you are not satisfied with our compliant handling procedure you can complain to the UK Information Commissioner’s Office to the Information Commissioner’s Office (https://ico.org.uk/) about our data processing activities in relation to your personal information if you think they infringe applicable data protection laws (ICO helpline on 0303 123 1113).

 

The EU General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or EEA) State where you work, normally live or where any alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner. 

Contact Information;

Please contact our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information, we hold about you.

Mr. Nadeem Sadiq

Just Law Solicitors

41A, Bury New Road

Prestwich

Manchester

M25 9Jy

Tel. No: 0161798 6611

Fax: 0161798 6699

Email: nadeem @justlawsolicitors.co.uk

 

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