Client Privacy Policy

 

BACKGROUND:

 

Quinn Melville Barrow LLP trading as Quinn Barrow Solicitors understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information About Us

Quinn Melville Barrow LLP (trading as Quinn Barrow)

Registered in England under company number: OC312790

Registered address: Vincent House, 17 Stanley Street, Liverpool L1 6AA

VAT number: 867160605

Data Protection Officer: Paul Beck

Email address: pbeck@quinn-barrow.co.uk

Telephone number: 0151 231 6620

Postal Address: Vincent House, 17 Stanley Street, Liverpool, L1 6AA.

We are authorised and regulated by the Solicitors Regulation Authority under number  424938 www.sra.org.uk

What Does This Notice Cover?

This privacy information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out below.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

The right to access the personal data we hold about you.

The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.

The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.

The right to restrict (i.e. prevent) the processing of your personal data.

The right to object to us using your personal data for a particular purpose or purposes.

The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

 

For more information about our use of your personal data or exercising your rights as outlined above, please contact us.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

  • Contact Information: including your name, home address, email address, telephone and fax numbers and gender
  • Employer Information: including job title, profession and employer details,
  • Documents for ID Purposes: including date of birth and photographic identification documents
  • Financial Data: including bank account details and payment card details
  • Details of your Visits to our Offices
  • Special Categories of Personal Data (Sensitive Personal Data): where necessary and legally permitted, we may also collect data such as diversity and health data. We will only use this type of personal data where:
  • we have your explicit consent;
  • it is necessary for us to use this personal data in order to protect your vital interests or that of another person where it is not possible to obtain consent;
  • it is necessary for us to do so in connection with the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity; or
  • In exceptional circumstances, or another of the grounds for processing special categories of personal data are met.

Where you have provided us with explicit consent to use the special categories of personal data about you, you may withdraw your consent for us to use this information at any time. Please note that if you choose to withdraw your consent for us to use special categories of personal data about you, this may impact our ability to provide legal or support services to you.

Personal Data Obtained from Other Sources

Third Parties – we may receive personal data from third parties. This can include identity data, contact data, financial data, professional information and Special Categories of Personal Data such as medical reports when:-

  • We provide our client services or other parties send us your personal data to enable the provision of those services;
  • We conduct our “know your client” and other background checks;
  • You provide your personal data to a third party for the purpose of sharing it with us;
  • We interact with Government or regulatory bodies or other authorities (for instance HM Revenue & Customs/HM Land Registry) in relation to you or on your behalf.

 

Publicly Available Sources – we may collect identity data, contact data, financial data, professional information, professional history from publicly available sources including from:

  • Public registers of sanctioned persons and entities (such as HM Treasury);
  • Other public sources including services accessible on the internet.

How Do You Use My Personal Data?

We will only process (use) your personal data when the law allows us to, that is, when we have a legal basis for processing. We set out below the information about legal bases that we rely on to process your personal data. Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for or may be used for one of the following purposes:

  • “performance of a contract”: where we need to perform a contract which we are about to enter into or have entered into with you as a party or to take steps at your request before entering into such a contract;
  • “legal or regulatory obligation”: where we need to comply with a legal or regulatory obligations that we are subject to;
  • “legitimate interests”: where necessary for our interests (or those of a third party), provided that your fundamental rights are not overridden by such interests. We make sure that we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests; and
  • “consent and explicit consent”: where you have provided your consent and explicit consent to us processing your personal data.

We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email and/or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out or unsubscribe or by contacting us at pbeck@quinn-barrow.co.uk

Purpose and Legal Basis for which we will use Your Personal Data

It is necessary for us to use your personal data:

  • In order to perform our obligations in accordance with any contract that we may have with you;
  • It is in our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure that we provide our services to you in the best way we can;
  • It is our legal obligation to use your personal data to comply with any legal obligations imposed upon us

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for 6 years following the closure of your matter.

If personal data is only useful for a short period of time e.g. for specific marketing campaigns, then we may delete it.

How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.

We are committed to keeping your personal data secure and we have implemented appropriate information security management policies, rules and technical measure to protect personal data that we hold under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.

All of our Partners, employees, Consultants, workers and data processors (i.e. those who process your personal information on our behalf for the purposes listed above) who have access to, and are associated with the processing of your personal data, are obliged to respect the confidentiality of such personal information.

Do You Share My Personal Data?

We may have to share your personal data with the entities and persons set out below for the purpose for which we collected the personal data, as detailed above.

Where required we will (subject to our professional obligations and any terms of business we may enter into with you) disclose your personal data to:-

  1. Any person or entity to whom we are required or requested to make such disclosure by any court of competent jurisdiction or by any governmental, taxation or regulatory authority, law enforcement agency or similar body (e.g. the Solicitors Regulation Authority or Law Society);
  2. Our professional advisers or Consultants, including lawyers, bankers, auditors, accountants and insurers;
  • Third parties to whom we outsource certain services such as, without limitation, document processing and translation services, confidential waste disposal, IT systems or software providers, IT support service providers, document and information storage providers.
  1. Third parties engaged in the course of the service/s we provide to you including, but not limited to, counsel, arbitrators, mediators, medical experts, clerks, witnesses, cost draftsmen, court, opposing parties and their lawyers and advisers and other experts;
  2. Third party service providers.
  3. Third party postal providers or couriers who assist us in delivering documents related to your legal matter.

Please note this is not an exhaustive list and there may be other examples where we need to share your personal data with other parties in order to provide our services as effectively as we can.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

Credit/debit Card Payments – all payment information is handled using encrypted technology and we are compliant with the Payment Card Industry Data Security Standards (PCI-DSS), where you make a payment to us by credit or debit card, we will use the payment card information only for the purpose of processing that specific transaction. No credit or debit card details are stored once your payment has been processed and the transaction is completed

How Can I Access My Personal Data?

If you want to know what personal data we hold about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses above. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

Other Rights

Your Right to Rectification: if the personal data we hold about you is inaccurate or incomplete, you are entitled to request to have it rectified. If you are entitled to rectification and we have shared your personal data with others, we will let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we will tell you who we have shared your personal data with so that you can contact them directly.

Your Right to Erasure: You can ask us to delete or remove personal data in some circumstances such as when we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we have shared your personal data with others, we will let them know about the erasure, where possible. If you ask us, where possible and lawful to do so, we will tell you who we have shared your personal data with so that you can contact them directly.

Your Right to Restrict Processing: You can ask us to ‘block’ or suppress the processing of your personal data in certain circumstances, such as where you contest the accuracy of that personal data. If you are entitled to erasure and if we have shared your personal data with others, we will let them know about the erasure, where possible. If you ask us, where possible and lawful to do so, we will tell you who we have shared your personal data with so that you can contact them directly.

Your Right to Data Portability: You have the right, in certain circumstances, to obtain the personal data you have provided to us (in a structured, commonly used and machine- readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.

Your Right to Withdraw Consent: If we rely on your consent (or explicit consent) as our legal basis for processing your personal data, you have the right to withdraw consent at any time.

Your Right to lodge a Complaint with the Supervisory Body: You have the right to complain to the Information Commissioner’s Office (“ICO”) if you are concerned about the way we have processed your personal data. Please visit the ICO’s website for further details www.ico.org.uk.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the details contained above.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available to you.

Next Steps

If you have a question or are interested in our services please feel free to get in touch:

Contact us now Or call us on: 0151 231 6620