When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
WHO WE ARE
Rooks Rider Solicitors LLP (“we”, “us”) operates the website www.rooksrider.co.uk. We collect, use and are responsible for certain information about you. The person responsible for how we handle personal information is our Data Compliance Officer who can be contacted as follows:
By email to firstname.lastname@example.org
By telephone on +44 (0) 20 7689 7000
By post at: CentralPoint, 45 Beech Street, London EC2Y 8AD
THE PERSONAL INFORMATION WE COLLECT AND USE
Personal information provided by you
We collect personal information when you provide it to us, such as your name, postal address, email address, phone numbers, date of birth, payment/financial details and information to enable us to check youridentity. If you become a client, we will collect additional information from you in relation to the matter you instruct us on and we will provide further details of this at the time when we enter into an agreement with you to provide specific advice.
We also collect personal information from you if you apply for a job with us or work for us for any period of time. In this context, personal information we gather may include: contact details, financial and payment details, details of education, qualifications and skills, marital status, nationality, NI number, job title, and CV.
Personal information provided by third parties
We may receive information about you from other sources (such as credit reference agencies or other professional or consultants engaged by you or us in relation to legal matters). We will add this to the information we already hold about you in order to help us provide services to you and to improve and personalise our service to you. If you apply for a job with us, we may receive information from the people who provide references.
Personal information about other individuals
If you give us information on behalf of someone else as an alternate contact, referee or next of kin, you confirm that the other person has agreed that you can:
- give consent on his/her behalf to the processing of his/her personal data;
- receive on his/her behalf any data protection notices; and
- if relevant, give consent to the transfer of his/her personal data abroad.
Sensitive personal information
We will not usually ask you to provide sensitive personal information. We will only ask you to provide sensitive personal information if we need to for a specific reason, for example, if it is necessary in connection with a legal matter we are handling for you or as part of our recruitment or staff administration processes. If we request such information, we will explain why we are requesting it and how we intend to use it. Sensitive personal information includes information relating to your ethnic origin, political opinions, religious beliefs, whether you belong to a trade union, your physical or mental health or condition, sexual life, and whether you have committed a criminal offence. We will only collect your sensitive personal information with your explicit consent.
We do not collect personal data relating to children under the age of 16 unless it is relevant to a legal matter which we are handling for you, in which case we will only collect such information with the specific consent of the parent or guardian. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child which has not been collected with your consent, please contact us. We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal data.
HOW AND WHEN DO WE COLLECT INFORMATION FROM YOU?
We may monitor and record communications with you (such as telephone conversations and emails). We may do this for a number of reasons, such as to check the quality of our customer service, for training purposes, to prevent fraud or to make sure we are complying with legal requirements.
If you visit our offices, some personal data may be collected from monitoring devices and systems such as closed circuit TV (CCTV) and door entry systems at the site.
profile of you. If we do collect personally identifiable information, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
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REASONS WE CAN COLLECT AND USE YOUR PERSONAL INFORMATION
We rely on a different lawful basis for collecting and using personal data in different situations.
Where you make enquiries about taking legal advice from us before you become a client, we need to collect personal information about you so that we can take steps to enter into a contract with you. Once you have
become a client, we need to collect and use personal information to provide legal services to you and toclaim our right to be paid in return for our services under our standard terms of business/contract with you.
This includes collecting and using your personal information to:
- enable us to follow up on enquiries made by you in relation to our services
- to give you our quote for legal services;
- do a credit check—see ‘Credit checking’ section below;
- to prepare a retainer letter which, together with our terms of business, forms our agreement with you;
- provide legal services to you;
- contact you for reasons related to the services you have signed up for or to provide information you have requested;
- deal with payment for our services;
- notify you of any changes to our website or to our services that may affect you; and
- resolve disputes or collect overdue payments.
If you apply for a job with us, we will collect and use personal information to process your application and check references. If you take a job with us, we will collect and use your personal information to enter into an employment contract with you and to administer the employment relationship, including making payments to you, accounting for tax, ensuring safe working practices, monitoring and managing staff access to systems and facilities, monitoring absences and performance and conducting assessments.
We collect and use personal information from our clients and staff to comply with our legal obligations. For example, we will take copies of documents that identify you so that we can comply with anti-money laundering and counter-terrorist financing requirements.
Legitimate business interests
Our priority is to make sure we give a high quality and secure service to customers and to follow up effectively on enquiries even though we accept that not all enquiries will lead to a business relationship or contract. We collect personal information to:
- conduct research and analyse website visitor behaviour patterns;
- customise our website and its content to your particular preferences;
- improve our services;
- detect and prevent fraud;
- prevent offensive, inappropriate or objectionable content being sent to or posted on our website or to stop any other form of disruptive behaviour.
We will also communicate with you to, follow up on enquiries and provide updates on legal matters that may be of interest to you as an existing or former client, or as a person who has expressed an interest in our services or with whom we have exchanged contact details for business reasons. If you would like to stop receiving these communications, you can tell us that you wish to “unsubscribe” at any time by contacting us. See ‘What rights do you have?’ and ‘How to contact us’ below for further information. It may take a few days for us to process your request. If you ask us to stop contacting you in this way, you can also ask us to start again at any time.
If we propose to use your information for any other uses we will ensure that we notify you first. If we need your consent to use your information for these other purposes, we will give you the opportunity to opt in or to refuse. If you opt in, you will be able to opt out at any time.