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Privacy Policy

PRIVACY NOTICE

The person responsible for this notice is Fred Perrin, Managing and Quality Partner, with the assistance of the Head of Data Protection, Sanjeev Shah. He will ensure that it is subject to an annual documented review for accuracy, appropriateness to the practice’s operations and compliance with the law, the GDPR and SRA regulations as part of the Annual Monitoring Review which takes place after year end (March 31). (See Sections 1.5 and 1.6 of the Compliance Manual for the quality and review process)

The General Data Protection Regulation (the “GDPR”) seeks to protect and enhance the rights of data subjects. Perrin Myddelton is committed to protecting and respecting your privacy. Perrin Myddelton recognises the importance of the correct and lawful treatment of personal information, and will only use personal information as set out in this Privacy Notice.

This Privacy Notice sets out how Perrin Myddelton uses any information that you give us when you become a client or supplier of services to the firm.

We have appointed a Head of Data Protection to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice, how we handle your personal information or you wish to exercise your statutory rights regarding your personal information, please contact s.shah@pmsolicitors.co.ukor by post to: Head of Data Protection, Sanjeev Shah, 10 Waterside, Station Road, Harpenden, Herts, AL5 4US.

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We may change this Privacy Notice at any time so you should therefore check our website from time to time to ensure you are aware of any changes.

It is important that the information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

Who are we?

Perrins Solicitors Ltd, trading as Perrin Myddelton, is a frim of solicitors providing legal services, primarily in the fields of property, litigation, wills and probate.

In what capacity will Perrin Myddelton hold personal information about you?

Perrin Myddelton will hold personal information about you in one of the following capacities:

  1. Providing legal services to you as a client
  2. Retaining you to provide professional advice and services
  3. Engaging you to provide essential services

In doing so, we shall act as both a Data Controller and Processor.

We shall only use information which is either supplied by you or is in the public domain.

What personal information will Perrin Myddelton hold about you?

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 request, use, and store different kinds of personal information about you, as follows:

  • full name and title
  • date of birth
  • contact information including email addresses and postal addresses, telephone numbers and fax numbers
  • financial data, including bank account and payment details
  • transaction data detailing payments to and from you
  • profile data, including testimonials, feedback and survey data
  • marketing and communication data, including your preferences in receiving information from us
  • details of any potential conflicts of interest
  • identification or supporting documents (such as passport, driving licence, birth certificate, utility bill etc.as required for the prevention of financial fraud)
  • your IP address

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).

How will Perrin Myddelton use personal information held about you?

We will only use your personal information when the law allows us to.

We will use your personal data where we need to:

(a) in order to meet our contractual obligations under our agreement with you;

(b) where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; or

(c) where we need to comply with a legal or regulatory obligation.

N.B. GDPR provisions do not apply to personal data where disclosure of the data is necessary for the purpose of, or in connection with, legal proceedings, for the purpose of obtaining legal advice, or is otherwise necessary for the purposes of establishing, exercising or defending legal rights.

We shall not provide your personal details to any third party without your express consent other than for the fulfilment of legal services on your behalf or compliance with the law as specified above.

Most commonly we shall hold your personal information in the following circumstances:

Purpose/Activity

Lawful basis for processing

To register you as a new client

  1. Performance of a contract with you

Internal record keeping

  1. Performance of a contract with you
  2. Necessary to comply with a legal obligation
  3. Necessary for our legitimate interests

Progressing the legal transactions for which you have retained us

  1. Performance of a contract with you

Undertaking checks with third parties

  1. Performance of a contract with you
  2. Necessary to comply with a legal obligation

Confirming your identity

  1. Performance of a contract with you
  2. Necessary to comply with a legal obligation

Contacting any third parties mentioned by you to obtain further information, references or clarification on the data provided

  1. Performance of a contract with you
  2. Necessary to comply with a legal obligation

Prevention and detection of crime (and the prosecution of criminal activities including money-laundering and mortgage fraud checks).

  1. Performance of a contract with you
  2. Necessary to comply with a legal obligation
  3. Necessary for our legitimate interests

Sending materials which you may find informative and interesting (e.g.newsletters on legal topics)

  1. Necessary for our legitimate interests
  2. To enhance our professional interaction with you

Contacting you for market research purposes, feedback and testimonials on our services

  1. Performance of a contract with you
  2. Necessary for our legitimate interests (to study how our clients use our services and enhance them.

Compliance with applicable laws and statutory professional obligations

  1. Necessary to comply with a legal obligation

Processing payment for our professional services

  1. Performance of a contract with you
  2. Necessary for our legitimate interests

Including you on our website Deal Room facility

  1. Performance of a contract with you
  2. Necessary for our and your legitimate interests

Change of purpose

We will only use your personal information for the purposes for which we obtained it, unless we consider that we need to use it for another purpose compatible with the original purpose and is legally required or permissible. In the unlikely event we needed to use your personal information for an unrelated purpose, we would notify you and 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.

NB. If you provide us with information regarding another person, you are thus confirming that they have given you permission to provide their personal information and also that you have advised them that their personal information has been passed to Perrin Myddelton.

Disclosure of information to third parties

Perrin Myddelton may provide access to your personal data to certain third parties in pursuance of its contract with you or to enhance the efficiency of our operations:

  • Service providers, acting as processors, who provide IT and system administration services
  • Professional advisers acting as processors or joint controllers, such as lawyers, accountants, auditors, bankers, insurers, surveyors, assessors of professional standards, market researchers (all based in the UK)
  • HM Revenue and Customs, regulators and other authorities, acting as processors or joint controllers, based in the UK, who require reporting of processing activities in certain circumstances.

In all cases, Perrin Myddelton will ensure that such individuals or bodies will be compliant with GDPR and have rigorous procedures in place to ensure personal data is protected.

Will your personal information be passed to other countries?

In the normal course of its business, Perrin Myddelton will not need to transfer your personal information to any third party outside the UK or the EU. If we did require to do so, we should require any third parties to respect the security of your personal information.

What happens if you choose not to provide us with required personal information or are unable to?

If you fail to provide the personal information we request, we may not be able to carry out the agreement we have entered into with you, or we may be prevented from complying with our legal obligations. This is primarily the case in establishing your identity by means of appropriate documentation or other suitable means. We are required by law to do this for the prevention of criminal offences such as money laundering and mortgage fraud.

If you do not provide this required information, we may have to refuse to act for you. If such were the case, you would of course be informed as soon as this decision were taken.

Security

We have put in place measures to protect the security of your personal information being lost, used or accessed, altered or disclosed in an unauthorised way.

If you require further information on the measures we have taken, please see our Information Management and Data Protection Policy. This is available on the website or by application via mail@pmsolicitors.co.uk.

What are your rights relating to the use of your personal information?

Under the GDPR, you have certain rights regarding the processing of your personal information, which may vary dependent on the legal basis for collection of the information and the uses made of it.

For all uses of personal information, you have the right to be informed about how we use it but further rights may apply in different circumstances as set out here:

  • Right of access : you have a right to access a copy of the personal information held about you (subject to Data Protection Laws)
  • Right of rectification:you have the right to correct personal information held about you if it is inaccurate or incomplet
  • Right to be forgotten:in certain circumstances you can ask for personal information to be erased (noting the retention criteria set out below)
  • Right to restrict processing:where certain conditions apply, you have a right to restrict processing (but note that this may restrict our capacity to act for you. See above).
  • Right to portability:you have the right to have the personal information held about you to be transferred to another organisation. Where applicable, Perrin Myddelton will provide copies of personal information in a form commonly used and in machine readable form
  • Right to object:you have the right to object to certain forms of processing, such as marketing. (Note that we would never use your personal information for marketing/ promotional purposes unless you have given your express consent.)
  • Right to withdraw consent:Where you have provided your personal information for a specific purpose and have consented to its use for that purpose, you have the right to withdraw your consent for that specific processing at any time.

How long will Perrin Myddelton retain your personal information?

We will only retain your personal information for the duration of our agreement with you and for as long as is necessary to fulfil the purposes we collected it for, including for the purposes of meeting any legal or auditing requirements.

Please note that the SRA (Solicitors Regulating Authority) requires us to retain files for a specified number of years, according to the nature of the matter. However, any personal information and documentation which we required to establish your identity will not be stored on the physical, archived file. Similarly financial information is retained for a period of seven years in our accounts system.

Our website

If you participate in the Deal Room facility available to authorised clients on our website, your account will only be available to you, using your individual access codes. If you choose to make these available to another party, you are giving consent to their accessing this facility.

Our website does have links to other websites. If you choose to access these, you must be aware that we have no control over those websites and we cannot be responsible for any information you may provide whilst visiting such sites where this privacy notice does not apply.

Perrin Myddelton July 2018

Authorised and regulated by the Solicitors Regulation Authority.
SRA No : 646401

Perrin Myddelton is the trading name of Perrin Myddelton Limited (“PML”) which is a Limited Company registered in England and Wales, Company Number 10359524. A list of partners' names is open for inspection at our Registered Office 10 Waterside, Station Road, Harpenden AL5 4US.

The word "partner" as used by us can refer to a Director of PML or an employee or consultant who is a lawyer with equivalent standing and qualifications.