IntroductionWe, Roberts Solicitors Limited, are the ‘controllers’ of the information that we collect about you (‘personal data’). Being controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data, including collecting, storing, using and destroying that data. This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it and to object to the way it is processed. Please see the section on ‘Your rights as a data subject’ for more information.
We are a firm of Solicitors and our contact details are:
Address: Roberts Solicitors Limited, 42 Jordangate, Macclesfield, Cheshire, SK10 1EW
Telephone number: 01625 43 11 11
Personal data‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you. It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collection and use of these types of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed. We are committed to protecting your personal data, whether it is ‘special categories’ or not, and we only process data if we need to for a specific purpose, as explained below. We collect your personal data mostly through our contact with you, and the data is usually provided by you, but in some instances we may receive data about you from other people/organisations. We will explain when this might happen in this Notice. This statement contains information about:
1. Contacting you
2. Our grounds for processing your data when we work with you
3. Who we share your data with
4. How we store your data and how long we keep it for.
5. Your rights as a data subject
Contacting you about events or areas of interestAs an individual we will only send general invitations or updates to you if you have provided your consent for us to do so. If you represent an organisation we may write to you from time to time unless you have told us that you do not wish to receive further mailings. Our marketing and briefing emails will provide you with the option to opt out of future mailings. You can also use this option to manage the type of mailings that you receive from us. If you do not 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 do not provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may stop providing that service but we will notify you if this is the case at the time.
Personal data received from third partiesInformation from our clients, the courts and other legal professionals may include personal data about individuals that is relevant to a legal matter that we are working on. We are committed to protecting all personal data that we hold and will treat this data with the same care that we treat data held about our clients. Where personal information about another person is shared with us by a client, we require that they have considered the bases under which they have supplied that information and that they have sought permission to do so where required. Processing your data to provide you with our services In general terms we process your data to fulfil our responsibilities in the relationship that we have with you. You can find a list of specific purposes for processing your data and the legal basis for each type of processing here. At times, we may further process data which we have already collected. We will only do this if the new purpose for processing it further is compatible with the original purpose that the data was collected for. We will tell you about any further processing before carrying it out.
Who we share your data withFor some processing purposes we share your data with third parties. This is a list of the information we may share with external recipients, and for what purpose:
Our IT system providers have access to data so that we can ensure that our systems operate effectively and that we are running current versions of software.
Financial and quality auditors view data to monitor that we are complying with statutory and regulatory requirements and to confirm that we are complying with the requirements of the Lexcel practice quality mark.
We will share you data with other legal professionals, costs drafting and other technical experts when that is appropriate to fulfil the requirements of the service we are providing for you.
Emerge Limited manages controlled destruction of the records when they reach the end of their retention period.
How we store your dataYour personal data is held in both hard copy and electronic formats. Electronic data, including emails, is stored in our servers, which are located in the UK. Our cloud based email security service provider stores all incoming and outgoing emails in servers located within the European Union. Our data sharing portal provider stores documents in servers located within the European Union. All providers of cloud services that we use are accredited to the ISO27001 standard. We rarely transfer personal data to other jurisdictions. If we need to do this with your data we will tell you about the transfer and the safeguards in place to protect your data, before the transfer takes place. How long we keep your data If we are providing legal services to you we will notify you about how long we will keep your data for when we close your matter with us. We maintain a schedule which dictates how long we keep documents for. Our document retention schedule applies dates that meet a statutory requirement, reflect limitation periods for action following completion of a legal transaction or reflect good business practice. Once the applicable retention period expires, unless we are legally required to keep the data longer, or there are important and justifiable reasons why we should keep it, we will securely delete/destroy the data.
Your rights as a data subjectAs a data subject, you have the following rights in relation to your personal data processed by us:
• To be informed about how your data is handled;
• To gain access to your personal data;
• To have errors or inaccuracies in your data changed;
• To have your personal data erased, in limited circumstances;
• To object to the processing of your personal data for marketing purposes or when the processing is based on the public interest or other legitimate interests;
• To restrict the processing of your personal data, in limited circumstances;
• To obtain a copy of some of your data in a commonly used electronic form, in limited circumstances;
• Rights around how you are affected by any profiling or automated decisions.