At AMD Solicitors your personal data is important to us and we are committed to protecting any personal data which we hold on you.
1. Important information and who we are
In this privacy notice the terms, ‘we’, ‘us’ or ‘our’ is AMD Solicitors Limited.
AMD Solicitors Limited is a private limited company, incorporated and registered in England and Wales with company number 4836244, whose registered office is at 100 Henleaze Road, Henleaze, Bristol, BS9 4JZ.
We are the controller responsible for your personal data.
We have appointed a data privacy manager. If you have any questions about this privacy notice or our data protection practices please contact the data privacy manager using the contact details below:
Data privacy manager: Katie Hughes
Email address: firstname.lastname@example.org
Postal address: 100 Henleaze Road, Henleaze, Bristol, BS9 4JZ
Telephone number: 0117 962 1205
2.The data we collect about you
Personal data, or 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 collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data such as first name, maiden name, last name, marital status, title, date of birth, gender, National Insurance Number, Passport, Driving Licence, utility bills and national identity card.
- Contact Data as such address, email address and telephone numbers.
- Financial Data such as bank accounts and payment card details, your income, mortgage and loan accounts, credit history and records.
- Employment Data such as your employer’s details.
- Family Data such as the names and addresses of your family members.
- Marketing and Communications Data such as your preferences in receiving marketing from us and your communication preferences.
- Sensitive Personal Data such as information about your physical or mental health or condition, sex life, sexual orientation, your race or ethnicity, religious or philosophical beliefs, political opinions, trade union membership, criminal convictions or offences, genetic or biometric data. Please note we do not generally collect sensitive personal data unless you have voluntarily provided it to us, or it is relevant to the legal service we are providing to you, for example, in matrimonial proceedings.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of our retainer with you and you fail to provide that data when requested, we may not be able to perform our retainer. In this case, we may have to cancel the retainer we have with you but we will notify you if this is the case at the time.
3. How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your personal data as part of an initial enquiry about our professional services or once you have become a client of ours by filling in forms or by corresponding with us by post, phone, e-mail, in person or otherwise.
- Third parties. We may receive personal data about you from various third parties, such as estate agents or commercial agents, mortgage brokers, accountants and independent financial advisors. Please note we would usually only expect to receive this personal data where you have given your explicit consent for the third party to provide this information to us. It is not our practice to pay for referrals.
- Publicly available sources such as Companies House and the Land Registry.
4. How we use your personal data
We use and process your information:
- to meet our contractual obligations to you,
- where we have a legitimate interest to do so,
- where we are permitted by law or to comply with applicable laws and regulations such as for the prevention of financial crime and money laundering.
We may also, with your consent, use your personal data to keep you informed
5.How we share your personal data
Our work for you may require us to provide information to third parties such as:-
- other professional advisers acting as processors or joint controllers including Counsel, other lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services
- HM Revenue & Customs, Companies House, Probate Registry, Court of Protection, HM Land Registry, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances
- Search Companies, for example, to identify any issues that might influence your decision to buy or sell a property
- Service providers acting as processors who provide IT and system administraton obligations
Any third party to whom we disclose information about you will be under an obligation to keep your information secure and not to use it for any purpose other than that for which it was disclosed.
We may also be under a duty to disclose your personal data as part of our legal or regulatory obligations.
We may need to disclose data to third parties in order to comply with those requirements or to prevent fraud or money laundering.
We may also need to disclose data to our auditors and external assessment bodies to achieve and maintain any Regulatory or Quality Assurance Standards and accreditations which meet our legal obligations and enable us to provide quality legal services to you. These external organisations are required to maintain confidentiality in relation to your files. If you do not want your file to be part of this process, please contact our Privacy Data Manager as soon as possible.
We may disclose your personal data to third parties from whom we are buying a business/assets or to whom we are selling some or all of our business/assets as part of any due diligence process. Your personal data may subsequently be transferred to such third parties.
Where you authorise us we may also disclose your information to your family, associates or representatives, however, we reserve the right to refuse to do so if we form the view that it is not in your interests to do so.
In certain circumstances your personal data may be transferred outside the European Economic Area (EEA) where data protection legislation may not offer the same protection as within the EEA. If you would prefer that we did not transfer your personal data outside the EEA please write to our data privacy manager.
Where you are acting as an agent or as a trustee, you agree to advise your principal or the beneficiary of the trust that their personal information will be dealt with on these terms. Unless you inform us otherwise, by disclosing any personal information to us about the principal or the beneficiary, we will assume you have obtained consent for the use of such information on these terms.
- How long we will retain your data
Your personal data may be held in paper format and/ or electronic form. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
We will generally retain paper files for a period of 6 years, although for some property transactions, Wills, pre-nuptial and post-nuptial agreements, the retention period will be longer. Specific details will be provided at the end of your matter. We will retain certain electronic records after the destruction of your paper file in order to comply with our legal and regulatory obligations. Further details of retention periods for different aspects of your personal data are available in our retention policy which you can request by contacting our Data Privacy Manager.
7.Your legal rights
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our Data Privacy Manager in writing.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Privacy Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Data Privacy Manager
If you have any questions about this privacy notice or our data protection practices, or if you have concerns regarding the Company’s information rights practices, you should contact our Data Privacy Manager, who is the person responsible for overseeing compliance with this notice.
You also have a right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues, which can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or by telephone 0303 123 1113.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.