Privacy Notice Summary
This leaflet will outline our, Bucksford Law Ltd, Privacy Notice and will explain how we use and store your personal information.
It would be sensible to point out that this should not be relied upon in its brief form and you are encouraged to read the full Privacy Notice in conjunction with this summary, to help answer any questions you may have. A copy of the Privacy Notice is available on our website www.bucksfordlaw.co.uk or on request; we can arrange to send you a copy in the post.
⦁ Data Controller – Bucksford Law Ltd
⦁ How we collect information about you:
⦁ When third parties supply us with the information
⦁ Through our website
⦁ Or directly from you by contacting us or becoming our client.
⦁ Information we collect about you:
⦁ Any names of the potential clients
⦁ Contact details
⦁ Company name or business name
⦁ Payment information
⦁ And information relating to any service we have provided to you.
⦁ How we use your information:
⦁ Will be for administrative purposes and business purposes only.
⦁ It will allow us to contact you and complete all matters you have instructed us to deal with on your behalf.
⦁ Third Parties:
⦁ We will share your personal information with third parties to enable us to carry out the necessary work you have instructed us to do.
⦁ How long your personal information is retained by us:
⦁ For a minimum of 6 year but can be a maximum of 15 years (depending on the type of work you require us to take out on your behalf).
⦁ We retain the information for a long as the legal obligations require us to do so. Please note this can be subject to change.
⦁ How we secure your personal information:
⦁ On secure serves
⦁ Only those with authority can access the same
⦁ Placing obligations on those third parties who we supply your information to.
⦁ Your rights in relation to your information:
⦁ To access your information
⦁ To correct your information
⦁ To restrict your information
⦁ Your objection to processing your information
⦁ Sensitive personal information
⦁ We will only collect such information for a particular matters
⦁ Such information must be treated with the highest level of protection.
How to contact us
The Data Controller has a designated person at Bucksford Law Ltd of The Bull Yard, High Street, Ashford TN24 8SF. You can contact the Data Controller by writing to the above address.
We suggest that you contact the Data Controller if you have any questions about our Summary leaflet or you can send us an email [email address].
In order to make sure that we are only contacting you with information you are interested in please tick the below box to suggest if you wish to opt in or opt out of our marketing list.
I wish to opt in to Bucksford Law Ltd Marketing communication.
I wish to opt out of Bucksford Law Ltd Marketing communication.
If you wish to change your option at any time please contact our offices so we can update any services on your behalf.
Bucksford Law Ltd is committed to protecting your personal information at all times. In order for us to carry out the requested work on your behalf and give you the right advice, we are legally obliged to use your information and in line with all applicable laws concerning the protection of personal information, including the Data Protection Act 2018 (DPA) and The General Data Protection Regulation (GDPR). Bucksford Law Ltd is the “Data Controller” in relation to any personal data you supply.
This Privacy Notice sets out how we, Bucksford Law Ltd, collect, store and use information about you when you engage in a working relationship with us, use our website and where we otherwise collect personal information on you.
⦁ The type of information we collect when you become our client
⦁ Information collected or obtained from third parties
⦁ Disclosure and additional use of your information
⦁ How we secure your information
⦁ How long we retain your information
⦁ Why we need your personal information
⦁ Your rights in relation to your information
⦁ Sensitive personal information
⦁ How to complain about the use of your information
⦁ Changes to our Privacy Notice
Bucksford Law has a “legitimate interest” as defined in the GDPR in carrying out the responsibilities in this Privacy Notice.
⦁ The Type of Information We Collect When You Become Our Client
When you contact us, whether that be via email, telephone, website or post we will collect the details you use to contact us with i.e. email address, telephone number and also your personal information that you include in any form of communication.
After the initial contact, if you decide you wish to become our client then we will ask you to provide us with more details of your personal information. We will request such information in the form of our “Instruction Form”. If you do not provide all of the applicable information requested then we may not be able to enter into a contract with you or provide you with our services.
Bucksford Law Ltd hold a legal requirement to provide you with an invoice for the services received (even in cases when you are not VAT registered) and also to keep accounting records and any record of any one transaction.
At the beginning of any one transaction we will give you the opportunity to opt in or opt out of our marketing communications. The marketing will vary from general information, to event invitations, firm’s news and we will assume you are happy to receive such information unless we hear from you with your opt out option.
⦁ Information Collected or Obtained or Given to Third Parties
Bucksford Law Ltd will receive information about you from a third party. This includes estate agents, mortgage advisors, mortgage lenders/banks, insurance companies and other solicitors firms. There are occasions where we have to share your personal details with third parties such as, search providers, HM Stamp Duty Revenue, HM Land Registry, Insurance providers and Anti-money Laundering checking agencies.
The information we tend to receive and provide will generally be your name and contact details, but will include any additional information about you that they provide to us.
If we were to receive information about you in error, we have no legal basis for holding such information and it will be destroyed immediately.
⦁ Disclosure and Additional Use of Your Information
This sections sets out circumstances where we will disclose information about you to third parties and any additional purposes for which your information is used.
Bucksford Law Ltd use a number of third parties to provide us with services to be able to successfully carry out the dealings of your matters.
All our third party service providers are located in the United Kingdom.
There may be an occasion where we have to disclose your personal information for legal reasons. This could be if you are suspected to be involved in criminal proceedings and in these circumstances we would contact the appropriate authority, such as the police. For example, in a case of fraud or cyber-crime has been committed or if we were to ever receive threats or malicious communications towards us or one of our third parties.
⦁ How We Secure Your Information
We are committed to supplying technical and organisational measures to ensure the security of your information is at the highest level. This includes making sure that no unauthorised person within the company will be able to access your details, without the relevant authority from either you or your case handler for an appropriate reason.
At Bucksford Law Ltd we use all the relevant secure serves to store your information on.
The transmission of information via email is not entirely secure and if you did submit any information to us over the internet you will be doing so entirely at your own risk.
We will not be held responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss of damages, as a result of your decision to transmit information to us by such means.
⦁ How Long We Retain Your Information
In the case of residential clients, we will keep your data for a minimum of 6 years after our working relationship has ceased. After such time your file and any personal data will be securely destroyed. However, we may need to retain your file for a period of 15 years in accordance with the relevant law and regulations. This is subject to change and it is important that you are aware of this fact. Our working relationship can be assumed ‘ceased’ once we have sent you our file closing letter.
When you contact us before instructing us, any correspondence will be retained for a period of 6 months and this will include contact forms received over our website or via email.
As for marketing, we will retain your information until such time that you opt out or unsubscribed.
⦁ Why We Need Your Personal Information
The following situations listed below are some examples of when we made need to process your personal information.
⦁ To allow us to handle client dealings and manage them to ensure we deal with your requirements
⦁ To disclose any information to any third parties relevant to any one matter we may be handling on your behalf i.e. lenders, estate agents and other solicitors
⦁ In order to verify your circumstances to third parties .e. lenders, estate agents and other solicitors
⦁ For handling compliance matters you data may be shares with our regulators, Council for Licenced Conveyancers (CLC) or Financial Conduct Authority (FCA)
⦁ To allow us to use your personal information for the prevention of crime and fraud, handling compliance matters and to contact you for the purpose of ensuring you have received adequate advice.
If you do not agree to provide us with your personal information, this will impair our ability to be able to provide you the necessary service. If you provide an email contact address you will be consenting to us that you are happy to receive communications via email. Whilst we will always ensure reasonable steps have been taken to ensure security of information sent via email, you accept the risks involved with this type of communication.
All client personal data will be held by us and processed as required by our employees at Bucksford Law Ltd, and any third parties (as mentioned above). It is important you are aware that your personal information may be held on a ‘cloud based systems’, whose severs are located within the United Kingdom.
⦁ Your Rights in Relation to Your Information
Under Data Protection legislation you have serval rights in relation to the use of your personal information. These are as follows:
⦁ Request access to your personal information (subject access request).
⦁ Request correction of your personal information.
⦁ Request that we restrict our use of your personal information.
⦁ Object to processing of your personal information where we are relying on a legitimate interest and there is something about your situation which makes you want to object to processing the data on this ground.
⦁ Request information which you have provided to us in a structured format of your personal information.
⦁ Sensitive Personal Information
This is different than your general personal information as it is more personal to your race, ethnic origin, political opinion, religious belief, genetic information and information concerning your health or sexual orientation.
This type of information will not be collected automatically, it is something we will ask you to provide specifically and we will need to prove the necessary need for such information. We suggest that you do not release such sensitive information to us for any other reason.
If you provide us with sensitive personal information it will be considered that you have explicitly consented to us processing such information under the GDPR rules.
⦁ How to Complain About The Use of Your Information
If for any reason you wish to raise a complaint about how we have handled your personal data, including in relation to any of the rights outlined above, you can contact us at Bucksford Law Ltd and we will then investigate your concerns.
If you are not satisfied with our response or believe we are processing your personal information unfairly or unlawfully, you can complain to the Information Commissioner’s Office (ICO). You can find further information about the ICO and their complaints procedure at http://ico.org.uk/concerns.
⦁ Changes to our Privacy Notice
There may come a time where we need to update our Privacy Notice, due to improvements being necessary or changes in the law.
Where we make minor changes to our Privacy Notice we will update the same, stating a new effective date at the beginning of the document. If we make any major changes to the Privacy Notice then we will provide you with information that change on our website.
Prepared by: Ms Kacy Ford – Business & Compliance Manager
Approved by: Martin Wilkins
Next Review Date: 01/04/2020