Lound Mulrenan Jefferies – Privacy Policy

 We are registered with the UK Information Commissioner’s Office (ICO) as a data controller (reg ZA149585)

This policy explains the types of personal data we may collect about you.  It also explains how we will store and handle that data and keep it safe.

Conditions for Processing Data

We are only entitled to hold and process your data where the law allows us to.  The current law on data protection sets out a number of different reasons for which we may collect and process your personal data.  These include:

a) Contractual obligations

The main purpose for our holding your data is to provide you with legal services under the agreement we have with you.  This agreement is a contract between us and the law allows us to process your data for the purposes of performing a contract (or for the steps necessary to enter in to a contract).  We may also need to process your data to meet our contractual obligations to the Legal Aid Agency (LAA) where you receive Legal Aid to fund your case or advice.

b) Legitimate Interests

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our practiceand which does not materially impact your rights, freedom or interests.  This may include to satisfy our external quality auditors or our Regulators.

c) Legal compliance

If the law requires us to, we may need to collect and process your data. This of course is subject to our overriding duty to you of confidentiality in all our dealings as your lawyers

d) Consent

In some situations, we can collect and process your data with your consent.

When do we collect your data?

We normally collect your data when you provide it to us or when it is provided to us by others.  You may give us your data by email; over the telephone; face-to-face; or by post.

What sort of data do we collect?

We collect your name and contact details.  This may include asking for and keeping a copy of your passport/driving licence, proof of address and/or a recent utility bill.

We may gather details of your age, ethnicity, gender etc., in particular ifrequired to do so by the Legal Aid Agency where you are in receipt of Legal Aid.  Where you have Legal Aid, we may also gather financial information from you.

We also collect and hold information about your case.

How do we use your data?

We only use your data for the purposes of providing you with legal advice, assistance and representation, and for reasons directly associated with those services (i.e. providing information to quality auditors; the Legal Aid Agency etc.).

How do we protect your data?

The data you give us may be subject to Legal Professional Privilege and is often extremely sensitive and confidential.

With this in mind, we will treat your data with care and take all appropriate steps to protect it.   We have clear data protection and information security policies and procedures in place (along with Regulatory and other legal obligations to keep your data safe), and these are regularly assessed as part of our Quality Standards and compliance processes.

We protect our IT system from cyber-attack.  Access to your personal data is password-protected and data is encrypted.

How long will we keep your data?

We only keep your data for as long as is necessary for the purpose(s) for which it was provided.   Normally this is for 6 years after your case or matter ends.  This is because we are required to keep client files for that period by our Regulator and/or by the LAA.  This also protects you should you be unhappy with our services and want to complain or even sue us after your case ends.

Who do we share your personal data with?

We sometimes share your personal data with trusted third parties.  We only do this where it is necessary for providing you our legal services or for the effective operation of our legal practice.

For example, we may share your data with barristers, experts, translators, costs draftsmen, secure file storage and destruction companies, auditors, and any company that manages and maintains our computers and computer software.

Where is your data processed?

Your data is stored and processed within the European Economic Area (‘EEA’).  If we ever have to share your personal data with third parties and suppliers outside the EEA, we will seek your specific consent to do so.

The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway.

What are your rights

You have the right to request:

• Access to the personal data we hold about you, free of charge in most cases.
• The correction of your personal data when incorrect, out-of-date or incomplete.
• That we stop any consent-based processing of your personal data after you withdraw that consent.  For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
• Portability of your personal data, in the event you wish to move to another provider and we have the ability to do this quickly and easily

You have the right to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact Anthony Mulrenan of our offices. If we choose not to action your request, we will explain to you the reasons for our refusal.

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

Where we rely on our legitimate interest

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.  We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

The Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling: 0303 123 1113.

Or go online to: www.ico.org.uk/concerns (this link may open in a new window: please note that we cannot be responsible for the content of external websites)