At ROSIE BRACHER SOLICITORS we are committed to protecting your privacy. This policy has been written in accordance with the Data Protection Act 1998. If you have any questions regarding our management of your personal data please contact:
Data Protection Contact: Rosie Bracher
Rosie Bracher Solicitors
90/91 Boutport Street
Barnstaple, Devon, EX31 1SX
How do we collect information?
We collect personal information from you when you submit a form on the website, make a payment to us by phone (although we do not retain your card details and the payment process is not linked to our server), or otherwise provide us with personal information in the normal course of the solicitor and client relationship. We may also receive information about you from third parties, for example, we may during the course of our retainer collect information from you or your bank about your financial information, bank and building society account details., information about your employment and PAYE and TAX data, National Insurance number, date of birth (for you and your children and other relevant family and friends) and addresses of you and other significant people involved in your case and we may obtain and retain copies of your medical, drug, alcohol, psychological or mental health records from GPs, doctors, hospital and treating professionals or agencies involved with you.
What information do we collect?
The types of information collected might include: names (including former names), date of birth (for you, your children and other significant people), date of marriages, date of any prior divorce, e-mail address, postal address for you and other significant people, telephone numbers and fax number, bank and building society account numbers and data about your savings, pensions and investments and trusts including any certificates, memberships and account information, information about your employment or business, wages and PAYE and TAX data, National Insurance number, medical, psychological or other health records and testing results, identification documents such as passport, birth certificate and driving licence copies (and may even you’re your original passport if so directed by the Court) and photographs of you and other significant people to your case.
How do we use this information?
We will use your personal information to provide you with the legal services including advice, representation and advocacy you have requested, for administration purposes and in accordance with our obligation to the Law Society and our insurers to maintain a copy of such data for 7 years post completion of your matter and archiving of the same.
We may need to share your information with our service providers and their agents (for example our accountant who audits our work and prepares an annual compliance report for our Regulators, the SRA, and who prepare our annual accounts, and our outsourced bureau accounts department, Quill Pinpoint, who host our accounts data on their secure server, the Legal Aid Agency (who require full financial disclosure from you for any application for legal aid and other sensitive data), the Court, and disclosure to the Authorities in accordance with Money Laundering Regulations where appropriate to do so. We may also share information with the solicitors instructed for other parties in your matter where appropriate or directed to do so by you or the Court. Where directed by the Court to disclose information to others we will have a duty to comply with such directions. At the end of your case we may pass data to a contracted data company to scan and securely destroy paper copies of your file and during your case we ensure that paper copies of information we do not require are securely destroyed using an appropriate data destroyer and certificates of secure destruction are obtained for such disposals. Where we post sensitive data to others we may use Royal Mail or other trusted couriers. When we email sensitive data, where possible, we endeavour to use a secure method of email such as Egress or an encrypted App. Where we send emails, which are not encrypted or secure all employees are aware of their enhanced duty of care in transmitting such data and their personal responsibility for ensuring that errors in such transmissions are not made.
We currently do not mail shot or direct market to our clients but sometimes we may have news to impart to clients about the firms development or change in services and we may wish to mail shot all or a portion of clients about this.
We will only use your personal information for direct marketing purposes if we are allowed to do this by law or if we have your consent
Sometimes we contact clients to ask them if they will give feedback about our services.
By signing this statement you confirm you are content for us, or if we are using a publicity agent, our agent, to contact you in these limited ways.
We do not pass on your details to other companies to contact you about their services unless we have your express permission to do so.
To enable us to communicate with you effectively, we may sometimes use your data for analysis purposes, based on information that you have provided to Rosie Bracher Solicitors.
We only ever share your data for these purposes with trusted and contracted suppliers by which we mean our contracted Website developer, any contracted marketing agency and our IT provider.
We may also use your data to obtain additional, publicly available information about you, such as your telephone number or change of address or employment.
If you do not want your personal information used in this way, please let us know by emailing firstname.lastname@example.org.
How do we protect personal information?
We use a secure server; when you make a payment to us via Worldpay we have taken appropriate measures to ensure that the information disclosed to us is not kept by us and is used only for the purposes of the payment transaction. Moreover, we have a dedicated machine for Worldpay transactions not linked to our server which is only used for Worldpay transactions ensuring the transaction is secure, accurate and up to date and the information taken kept only for so long as is necessary for the purposes for which it is used eg the transaction being undertaken.
Will we disclose the information we collect to outside parties?
We will never pass on your information to third party organisations without your express permission other than for the purposes as described above.
We may have to disclose your information if required to do so by a Court order or by the general law.
As solicitors we have a very high duty of confidentiality to all our clients. Further details about our duties of confidentiality are contained in our terms and conditions letter.
By providing us with your personal data, including sensitive personal data such as on your health, you consent to the collection and use of any information you provide in accordance with the above purposes and this privacy statement.
You also consent to our transferring your information to countries or jurisdictions which do not provide the same level of data protection as the UK, if necessary for the above purposes. If we do make such a transfer, we will, if appropriate, put a contract in place to ensure your information is protected.
You can change or withdraw your consent for us hold or to use your personal data for the purposes set out above by contacting the Data Protection contact. We can however retain information about you if it is reasonable for us to do so. For example: if it is a requirement of our contract with the Legal Aid Agency or the Solicitors Regulatory Authority or our insurers, to ensure we can be paid for our work or for conflict checking purposes.
Right of access
You have the right to ask for a copy of the information we hold about you (for which we may charge a small fee) and to have any inaccuracies in your information corrected.
Changes to personal details
If your personal details change (particularly your contact details), please help us to keep your information up to date by notifying us.
You can do this by:
Emailing email@example.com (but this will be subject to further verification by other means).
changing your details in your profile if you are registered with our website
posting your changes to our firm’s Data Protection contact.
We reserve the right to amend this privacy statement. If we do so, we will post notice of the change on our website and inform you of the changes.
If you have not provided consent to our using your information as set out in this privacy statement before interview we may ask you to do so before you can see an advisor and if you refuse we may decline to act for you.
You can email us to provide consent to confirm that you have read this privacy statement and consent to us holding personal data about you for the purposes set out.
Amended this 22nd day of November 2018 – Version 3
When going through a difficult time, you need to know that the person who’s going to be giving you advice will do so sensitively and that they know what they’re talking about.