Introduction

 

This privacy policy explains how we use any personal information we collect about you when you use this website and our wider services.

Our Details

 

The date controller in respect of our website is Whitehead and Low Solicitors LLP, a limited liability partnership registered in England and Wales (registration number OC353703) the registered office of which is 3 Market Place, Bedlington, Northumberland, NE22 5TN.

You can contact the data controller in writing by writing to the registered address above or sending an email to katie@whiteheadandlow.com.

Glossary of Terms

What is personal data?

Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to):

  • Names and contact information i.e. emails and telephone numbers

  • National Insurance Numbers

  • Employment history

  • Employee numbers

  • Credit History

  • Personal tax

  • Payroll and accounting data

 

What is sensitive personal data?

Sensitive personal data refers to the above but includes genetic data and biometric data.  For example:

  • Medical conditions

  • Religious or philosophical beliefs and political opinions

  • Racial or ethnic origin

  • Convictions

  • Biometric data (e.g. photo in an electronic passport)

 

What is a Data Controller?

 

For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.

 

What is a Data Processor?

 

A “data processor” is a person or organisation which processes personal data for the controller.

What is Data Processing?

 

Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

What do we mean by Business to Business?

 

PLC, LTD, LLP incorporated partnerships, trusts and foundations, local authorities and government institutions.

 

What do we mean by Business to Consumer?

 

Private clients, sole traders, unincorporated partnerships, trusts and foundations.

The Website

 

We use a third-party server to host our website Our server is located in the United Kingdom. We collect and use information from website visitors in accordance with this section.

 

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

 

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the Services for which we are instructed and for other related purposes including;

  • Updating and enhancing client records

  • Analysis for marketing Purposes

  • Legal and Regulatory Compliance

  • Crime Prevention

 

We collect information about you when you fill in any of the forms on our website i.e. sending an enquiry, signing up for an event, filling in a survey, giving feedback etc. Website usage information is collected using cookies.

When submitting forms on our website we use a third-party software provider for automated data collection and processing purposes, they will not use your data for any purposes.

 

Use of cookies

 

What are cookies?

 

Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

What do we use cookies for?

 

We may use cookies to remember personal settings you have chosen at our website. In no other context do we use cookies to collect information that identifies you personally. Most of the cookies we set are automatically deleted from your computer when you leave our website or shortly afterwards.

We use anonymous session cookies (short-term cookies that disappear when you close your browser) to help you navigate the website and make the most of the features.

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendors.

 

Personal information

How we will use your information and why?

Whilst using our website or services, you may be required to provide personal information (name, address, email, account details, etc.). We will use this information to administer our website, applications, client databases and marketing material. We will ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone, fax and email details, you consent to Whitehead and Low Solicitors LLP contacting you using that method.

At Whitehead and Low Solicitors LLP we take your privacy seriously and will only use your personal information to provide the services you have requested from us. We will only use this information subject to your instructions, data protection law and our duty of confidentiality.

For Business to Business Clients and Contacts our lawful reason for processing your personal information will be “legitimate interests”.  Under “legitimate interests” we can process your personal information if: we have a genuine and legitimate reason and we are not harming any of your rights and interests.

For Business to Consumer Clients and Contacts our lawful reason for processing your personal information will be “legitimate interests”.  Under “legitimate interests” we can process your personal information if: we have a genuine and legitimate reason and we are not harming any of your rights and interests.

We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport.  This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

Our work for you may require us to pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing the services to you on our behalf.  However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services and we will require them to keep your information secure and not to use it for their own direct marketing purposes.

We will not share your information for marketing purposes with companies so that they may offer you their products and services

You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at katie@whiteheadandlow.com.

 

Information collection and use

 

How do we collect information?

 

Information about you may be obtained from a number of sources; including:

  • You may volunteer the information about yourself.

  • You may provide information relating to someone else – if you have the authority to do so.

  • Information may be passed to us by third parties in order that we can undertake your legal work on your behalf. Typically, these organisations can be:

    • Banks or building societies.

    • Panel providers who allocate legal work to law firms.

    • Organisations that have referred work to us.

    • Medical or financial institutions – who provide your personal records / information.

 

Why we need it 

 

The primary reason for asking you to provide us with your personal data, is to allow us to carry out your requests – which will ordinarily be to represent you and carry out your legal work.

The following are some examples, although not exhaustive, of what we may use your information for:

  • Verifying your identity.

  • Verifying source of funds.

  • Communicating with you.

  • To establish funding of your matter or transaction.

  • Obtaining insurance policies on your behalf.

  • Processing your legal transaction including:

    • Providing you with advice; carrying out litigation on your behalf; attending hearings on your behalf; preparing documents or to complete transactions

  • Keeping financial records of your transactions and the transactions we make on your behalf.

  • Seeking advice from third parties; such as legal and non-legal experts

  • Responding to any complaint or allegation of negligence against us.

 

Client Information Forms

 

Whitehead and Low Solicitors LLP will not sell or rent your personally identifiable information, gathered, to anyone.

 

Choosing how we use your data

 

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

  • You can verify the details you have submitted by contacting Katie Harwood on katie@whiteheadandlow.com. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.

 

  • You can also contact us by the same method to change, correct, or delete your personal information controlled by Whitehead and Low Solicitors LLP regarding your profile at any time.  Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.

 

  • You can always feel free to update us on your details at any point by contacting us.

 

 

  • You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us by email at katie@whiteheadandlow.com.

Who has access to it

 

We have a data protection regime in place to oversee the effective and secure processing of your personal data. We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

Generally, we will only use your information within Whitehead and Low Solicitors LLP. However, there may be circumstances, in carrying out your legal work, where we may need to disclose some information to third parties; for example:

  • HM Land Registry to register a property

  • HM Revenue & Customs; e.g. for Stamp Duty Liability

  • Court or Tribunal

  • Solicitors acting on the other side

  • Asking an independent Barrister or Counsel for advice; or to represent you

  • Non-legal experts to obtain advice or assistance

  • Translation Agencies

  • Contracted Suppliers

  • External auditors or our Regulator; e.g. Lexcel, SRA, ICO etc.

  • Bank or Building Society; or other financial institutions

  • Insurance Companies

  • Providers of identity verification

  • Any disclosure required by law or regulation; such as the prevention of financial crime and terrorism.

  • If there is an emergency and we think you or others are at risk

In the event any of your information is shared with the aforementioned third parties, we ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.

There may be some uses of personal data that may require your specific consent. If this is the case we will contact you separately to ask for your consent which you are free to withdraw at any time.

Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.

How we Secure your Information

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Whitehead and Low Solicitors LLP take appropriate technical and organisational measures to secure your information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

  • Using secure servers to store your information.

  • Using encryption technologies.

  • Only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions, where appropriate, and using an anonymised basis wherever possible.

  • Verifying the identity of any individual who requests access to information prior to granting them access.

 

How long do we retain your information for?

Your personal information will be retained, usually in computer or manual files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. For example:

  • As long as necessary to carry out your legal work

  • For a minimum of 7 years from the conclusion or closure of your legal work; in case you, or we, need to re-open your case for the purpose of defending complaints or claims against us

  • For the duration of a trust

  • Some information or matters may be kept for 16 years – such as commercial transactions, sales of leasehold purchases, matrimonial matters (financial orders or maintenance agreements etc.)

  • Probate matters where there is a surviving spouse or civil partner may be retained until the survivor has died in order to deal with the transferable Inheritance Tax allowance

  • Wills and related documents may be kept indefinitely

  • Deeds related to unregistered property may be kept indefinitely as they evidence ownership.

  • Personal injury matters which involve lifetime awards or PI Trusts may be kept indefinitely.

 

Access to your information

What is a Subject Access Request?

This is your right to request a copy of the information that we hold about you.  If you would like a copy of some or all your personal information, please email us at the following address: katie@whiteheadandlow.com. We will respond to your request within one month of receipt of the request.

We want to make sure your personal information is accurate and up to date.  You may ask us to correct or remove information you think is inaccurate by emailing katie@whiteheadandlow.com.

Objections to processing of personal data

It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply.  The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claims.

 

Your Right to be Forgotten

Should you wish for us to delete all information we hold about you please contact Katie Harwood on katie@whitehadandlow.com

 

Complaints

If you feel that your data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then tell you the process and the outcome of your complaint.

 

The Supervisory authority in the UK is the Information Commissioners Office.

 

Changes to our Privacy Policy

We keep out privacy policy under review. This privacy policy was lasted updated on 22 May 2018 and the version number is 1.1 in line with the GDPR guidelines.

3 Market Place, Bedlington  NE22 5TN

 

Tel: 01670 536 270

Fax: 01670 457 415

 

DX 62706 Bedlington

© 2016 Whitehead & Low Solictors LLP All Rights Reserves. Whitehead and Low Solicitors LLP are regulated by the Solicitors Regulation Authority. Using or accessing Whitehead and Low Solicitors LLP website indicates your acceptance of the Privacy Policy and the Terms and Conditions as they apply from time to time: if you do not accept them, please do not continue to use the website.