Privacy and Transparency Notice
25th May 2018
We are required to comply with the General Data Protection Regulation (“GDPR”) and as such hereby set out details below as to how we process your data and your rights. We need your data to comply with regulatory obligations. Storage of data will be in accordance with good industry practice and our systems and procedures, which will be regularly reviewed, to maintain the security of data. We will only use your personal information and data to administer the services we have agreed to provide you with. We undertake to review the data we hold on you on a regular basis to ensure compliance with data protection law.
Data Controller – Hamilton Davies LLP is based at 28 High Street Stevenage Hertfordshire SG1 3HF, who is the data controller. Further contact details are available from www.hamiltondavies.co.uk
Purposes of Processing – Your data will be processed to:
- market services to you (only of course that is relevant to you);
- provide services under contract to you;
- provide services to others (in so far as this does not breach client confidentiality);
- comply with regulatory and other legal obligations; and
- protect Hamilton Davies LLP against potential claims.
Legal Basis – Your data will be processed on the basis that Hamilton Davies LLP has a legitimate interest in being able to achieve the aims of processing set out above.
Personal Data Held – As a minimum, Hamilton Davies LLP is required to positively identify its clients. This also includes positively identifying a director in the case of a corporate client. In addition, Hamilton Davies LLP holds whatever information is provided to it by its clients and others. This will rarely include special category data.
Failure to Provide Data – If you fail to provide Hamilton Davies LLP with the data required, the firm will not be able to provide services and you will not receive any marketing of the services from the firm.
Data Sources – Hamilton Davies LLPobtains most personal data from its clients and those who have indicated that they have an interest in Hamilton Davies LLP services. Hamilton Davies LLP also obtains some personal data from other correspondents. Hamilton Davies LLP may alsocollect some data from publicly available sources (e.g. Companies House) if required.
Recipients – Any data provided by a client is treated as confidential to that client and will only be shared with others in so far as this is necessary in order to provide the services contracted for by the client, to comply with regulatory and other legal obligations and to protect Hamilton Davies LLP against a potential claim. In order to provide its services, Hamilton Davies LLP relies on the services of certain data processors. These currently include secure emails and cloud storage for files in future. In each case, Hamilton Davies LLP ensures that data is processed in compliance with this policy.
Third Countries and Safeguards – Other than where required in order to provide services as required in individual client matters, data is rarely sent to third countries. We will take utmost precautions in complying with the data protection rules.
Retention Period – Data is held for six years from the end of the relevant matter or for six years where not associated with a particular matter. This will be longer for example it will be 12 years for property purchases, 21 years for matters involving a minor, 80 years in matter of trusts and during the life time of the client in case of a Will.
Data Subject’s Rights – Where relevant, you have the right (subject to client confidentiality) to:
obtain a copy of the data held on you and to correction of any errors in that data.
withdraw consent to the processing of your data;
complain to a supervisory authority regarding the processing of your data (https://ico.org.uk/); and