This Privacy Notice aims to give you information on how we collect and process your personal data.
It is important that you read this Privacy Notice together with any other privacy notice or fair processing notice we may provide on specific occasions, when we are collecting or processing personal data about you so that you are fully aware of how and why we are use your data. This Privacy Notice supplements the other notices and is not intended to override them.
Your personal information will be held by Duncan Lewis Solicitors of Spencer House, 29 Grove Hill Road, Harrow-on-the-Hill, Middlesex HA1 3BN. If you have any questions in relation to this Privacy Notice or if you would like to contact us to exercise your rights as stated in this Privacy Notice, you may contact us at https://www.duncanlewis.co.uk/Home/Contact or by email at email@example.com or by telephone on 0333 772 0409.
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.
It is important that the personal data that we hold about you is accurate and current. Please keep us informed if your personal data changes.
Duncan Lewis Solicitors have nominated a suitable senior person within its designated Risk and Compliance Department, with the necessary resources to oversee our data protection compliance, David Head - Director of Risk and Compliance. He will be assisted with data protection on a day to day basis by designated members of the Risk and Compliance Department. You can contact the above by email at firstname.lastname@example.org or by telephone on 0333 772 0409.
Your Personal Data will be:
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 different kinds of personal data including:
We will collect personal data from you in a number of situations:
We will only use your personal data when the law allows us to do so.
Most commonly, we will use your personal information in the following circumstances:-
We may also use your personal information in the following situations, which are likely to be rare:
Situations where we will use your personal information are set out below. We have stated the legal reason for processing the information by identifying the paragraph number above.
You are entitled to opt-out from receipt of marketing communication at any time and free of charge by using the contact details provided in this Privacy Notice or by using the “unsubscribe” option included in any marketing e-mail or other marketing material received from us. – 3
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you or we may be prevented from complying with our legal or regulatory obligation.
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.
Please note that 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.
Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards, which we are required by law to maintain, when processing such data. We may process special categories of personal information in the following circumstances:
In most instances we envisage that we will not hold information about criminal convictions
We will only collect information about criminal convictions, if it is appropriate given the nature of our contact with you and where we are legally able to do so. Where it is appropriate, we will collect information about any criminal convictions as part of a worker/ contractor recruitment process, instruction of contractors or as part of a legal case. We will use information about criminal convictions and offences in the following ways:
We are allowed to use your personal information in this way to carry out our obligations to the Law Society and the Solicitor Regulatory Authority. We have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.
Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.
We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
”Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group. The following activities are carried out by third-party service providers: payroll, pension administration, benefits provision, administration, IT services.
All our third-party service providers and other entities in our group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may share your personal information with other entities in our group as part of our regular reporting activities on company performance, in the context of a business reorganisation or group restructuring exercise, for system maintenance support, for providing on line services and hosting of data.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We will transfer the personal information, we collect about you to our office India (i.e. outside the EU) in order to perform our contract with you. There is not an adequacy decision by the European Commission in respect of India. This means that India is not deemed to provide an adequate level of protection for your personal information. However, to ensure that your personal information does receive an adequate level of protection we have put in place total control over the servers so as to ensure that your personal information is treated in a way that is consistent with and which respects the EU and UK laws on data protection:
We have put in place measures to protect the security of your Personal information. Details of these measures are available on the intranet.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those workers, employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality with us.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 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. In some instances we a Regulatory Authority may require us to keep data for a minimum period of time.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Under certain circumstances, by law you have the right to:
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact The Risk and Compliance Department by email at Where we have notified you of the decision and given you 21 days to request reconsideration. or telephone us on 0333 772 0409.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights).
However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that processing at any time. To withdraw your consent, please contact the Risk and Compliance Department by email at Where we have notified you of the decision and given you 21 days to request reconsideration. or telephone us on 0333 772 0409. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so by law or we are required to do so by a regulatory body.
Duncan Lewis Solicitors have nominated a suitable senior person within its designated Risk and Compliance Department with the necessary resources to oversee our data protection compliance, David Head - Director of Risk and Compliance. We have not appointed a designated Data Protection Officer.
You can make any requests relating to your personal data, to the Risk and Compliance Department by email to email@example.com. Where we have notified you of the decision and given you 21 days to request reconsideration. Further, you can raise any complaints using the Grievance Procedure and to the Information Commissions Office at https://ico.org.uk.
We may update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact the Risk and Compliance Department by email to firstname.lastname@example.org