How will we use your personal information?

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How we will use your personal information and the legal bases we will rely upon, will depend upon the nature of our relationship with you and our reasons for obtaining or collecting your personal information in the first place.

This section provides you with specific privacy information relating to the different categories of individuals that this privacy notice applies to.

Our Clients

What personal information will we use?

  • Your name and contact details (e.g. postal address, email address and telephone number(s));

  • Proof of identity;

  • Your bank or credit card details (if you make payment by card);

  • Your financial details (so far as relevant to your instructions);

  • Personal information relevant to the legal matter(s) you have instructed us to advise upon. The type of personal information we will need you to provide to us will depend upon the nature of the legal matter we are handling. Such personal information may include special category personal information;

  • Personal information relating to any complaint you may make.

How will we obtain it?

  • The majority of the personal information listed above will be provided by you to us when you instruct us or during the course of a matter;

  • Sometimes we may need to obtain information about you from a third party, for example:

    - from publicly accessible sources (such as Companies House or HM Land Registry); or

    - from third parties with your consent (such as your bank, other professional advisers, your employer or medical professionals).

What purposes will we use it for and what legal bases will we rely upon to do so?

  • We will use the personal information listed above to provide legal services to you, to contact you about those legal services and to take payment. Our legal basis for doing so will be that our use of your personal information is necessary for the performance of the contract between you and us (or to take steps at your request before entering into that contract);

  • We will use personal information that you provide to us to verify your identity, for the purposes of credit control, to prevent fraud and to carry out checks prescribed by law. Our legal bases for doing so will either be (i) compliance with our legal and regulatory obligations or (ii) our legitimate interests in protecting our business;

  • In the event that you make a complaint, we will use your personal information to the extent necessary to deal with your complaint (in accordance with our contractual and regulatory duties). Our legal bases for doing so will either be (i) that such use is necessary to enable us to perform the contract between you and us or (ii) to enable us to comply with our regulatory obligations;

  • We will also use your personal information to comply with other professional, legal and regulatory obligations that apply to our business (e.g. rules issued by the SRA);

  • In addition, we will use your personal information to send you marketing material. Further details of when and how we will do this, our legal basis for doing so and the marketing material we will send to you are set out here.

  • We will also use your personal information for a variety of internal purposes (such as those listed below). Our legal basis for doing so will be our legitimate interests in ensuring that our business is run effectively and efficiently and to the highest standards so that we can deliver the best service possible to you:

    - To operate and maintain our internal IT systems, such as our document management system;

    - For the purposes of internal record keeping;

    - For the purposes of complying with our internal policies and procedures;

    - For the purposes of external audits and quality checks;

    - For the purposes of training and quality control;

    - To ensure confidentiality and the security of personal data;

    - To create and update client records; and

    - To carrying out statistical analysis.

The conditions we will generally rely upon to use any special category personal data

  • If we need to obtain or collect any special category personal data about you, the legal bases we will rely upon to use such personal data will generally either be:

    - that the processing is necessary for the purpose of establishing, exercising or defending a legal claim on your behalf; or

    - your explicit consent.

Important consequences if you do not provide or permit us to obtain the personal information we require

  • If you do not permit us to collect or provide us with the personal information we require, this may delay or prevent the provision of legal services to you.

 

Other individuals who contact us

What personal information will we use?

  • Your name;

  • Your contact details (such as your telephone number or email address);

  • Details of your enquiry/communication.

How will we obtain it?

  • Provided by you (or someone acting on your behalf) when you (or they) contact us (e.g. by making a phone call or emailing us or enquiring at our premises).

What purposes will we use it for and what legal bases will we rely upon to do so?

  • We will use the personal information listed above to deal with your enquiry/communication. The legal bases we will rely upon when doing so will either be (i) your consent or (ii) our legitimate interests in ensuring that all enquiries/communications received by us are satisfactorily dealt with;

  • We may also make a record of your enquiry/communication for internal administrative purposes. The legal bases that we will rely upon when doing so will either be (i) compliance with our legal and regulatory obligations or (ii) our legitimate interest in being able to refer back to your enquiry/communication if you have further dealings with us.

  • In addition, we may use your personal information to send you marketing materials. Further details of when and how we will do this, our legal basis for doing so and the type of marketing materials we will send to you are set out here.

 

Individuals (other than clients) whose personal information we obtain in relation to a legal matter

What personal information will we use?

  • Your name;

  • Your contact details (e.g. postal address, email address and telephone number(s));

  • Personal information about you relevant to the legal matter we are handling on our client’s behalf. The nature of such information will vary depending on the nature of our instructions and may include special category personal data (including medical information).

How will we obtain it?

  • The personal information listed above may be provided by you or by a third party.

What purposes will we use it for and what legal bases will we rely upon to do so?

  • We will use such personal information in relation to the legal matter we are handling on behalf of our client;

  • The legal bases we will rely upon to obtain, store and use your personal information will either be: (i) that such use of your personal information is necessary for the purposes of a legitimate interest pursued by our client (namely, to obtain legal advice) or (ii) in the case of any special category personal data, that such use is necessary for the establishment, exercise or defence of a legal claim.

 

Individuals who use our website

What personal information will we use?

  • Technical information about the devices you use to access our website, including your internet protocol address, browser type and version, time zone setting and location, browser plug in type and version, operating system and platform;

  • Usage data about how you use our website, including the full Uniform Resource Locators (“URL”), clickstream to, through and from our website (including date and time, services you viewed or searched for, page response times, download errors, length of visit to certain pages, page interaction information (such as scrolling clicks and mouse-overs), form submissions, accessing other content (e.g. video content) and methods used to navigate away from the page.

How will we obtain it?

  • The above information will be obtained by us automatically using cookies, server logs and other similar technologies whenever you use our website;

  • Further information about the cookies we use and the purposes for which we use them can be found in our Cookie Policy.

What purposes will we use it for and what legal bases will we rely upon to do so?

  • The above information will be used by us to:
    - enable us to run our website;
    - help us to improve our website;
    - track usage of our website;
    - ensure that our website meets our customers’ needs
    and in the other ways described in our Cookie Policy.

  • The legal basis we rely upon to collect and use your personal information in this way is our legitimate interest in (i) ensuring that our website functions effectively and (ii) in relation to certain cookies used by us or third parties, promoting our business services or similar services.

  • Information relating to your ability to accept or reject/disable certain cookies is set out in our Cookie Policy.

Important consequences if you do not permit us to obtain such personal information

  • If you reject/disable any of our cookies, you may be unable to use certain parts of/functions on our website;
  • Further information about this can be found in our Cookie Policy.

 

Individuals who subscribe to our updates

This section deals with how we will use personal information collected from individuals who subscribe to our legal updates, client bulletins, client newsletters, Geldards’ news and events communications (“Updates”).

What personal information will we use?

  • Your name and contact details;
  • Details of the organisation you work for and your position in it; and
  • Your delivery preferences.

How we will obtain it?

  • Provided by you when you subscribe to Updates.

What purposes will we use it for and what legal bases will we rely upon to do so?

  • To provide you with Updates;
  • Our legal basis for doing so will be your consent.

Important consequences if you do not provide the personal information we ask for

  • Unless we have your contact details, we will not be able to provide you with Updates;

  • You can opt-out of receiving Updates at any time. Information about how to do this is set out here.

 

Individuals who engage with us on social media

What personal information will we use?

  • Your name/user name;
  • Your location data;
  • Personal information contained in your posts.

How we will obtain it?

  • From the relevant social media site/your posts.

What purposes will we use it for and what legal bases will we rely upon to do so?

  • To interact with you on the relevant social media site;

  • We won’t use the above information for any other purpose.

  • The legal basis that we will rely upon to do so will be the consent provided by you when you agreed to the terms and conditions of use relating to the relevant social media site.

 

Individuals captured on our CCTV system

What personal information will we use?

  • Your image;

  • The dates and times you accessed our premises.

How we will obtain it?

  • Automated CCTV recordings.

What purposes we will use it for and what legal bases will we rely upon to do so?

  • We will use the personal information referred to above for security purposes;

  • Our legal basis for doing so is our legitimate interest in ensuring that our premises are secure.

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