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 follows:
If You Fail to Provide Personal Data
How Is Your Personal Data Collected?
Why We Keep Your Data
If you are a client of THP Solicitors we will hold your details on our system because:
- you have currently entered into a Contract as a Client of The Head Partnership Solicitors LLP for the supply of our legal services;
- you have established a relationship with The Head Partnership Solicitors LLP by expressing and pursuing an interest of our legal services; or
- you have previously entered into a Contract as a Client of the Head Partnership Solicitors LLP for the supply of our legal services.
We will continue to hold your details on our system in order to progress and implement the Contract for our services or to respond to your interest with services or events that we offer.
The information we may hold about you includes, but is not limited to, your name, location, e-mail address and telephone number. We hold this information because of the current or previous Contract in place or because of your interest in our services and that relationship and our interaction establishes a legitimate business interest under the new GDPR Regulations.
How We Use Your Personal Data
Purposes for Which We Will Use Your Personal Data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose / Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To register you as a new client||(a) Identity|
|Performance of a contract with you|
|To process and deliver the services including:|
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(e) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary for our legitimate interests (to recover debts due to us)
|To manage our relationship with you which will include:|
(b) Asking you to leave a review or take a survey
(d) Marketing and Communications
|(a) Performance of a contract with you|
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
|To make suggestions and recommendations to you about services that may be of interest to you||(a) Identity|
|Necessary for our legitimate interests (to develop our products/services and grow our business)|
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
We may use your Identity, Contact and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.
You can ask us or third parties to stop sending you marketing messages at any time by Contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of Purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of Your Personal Data
We may have to share your personal data with third parties for the purposes set out in the table in paragraph 4 above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Where We Store Your Personal Data
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Please Contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How Long Will You Use My Personal Data For?
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.
Deletion of Client Data
If you are a client of THP Solicitors in some circumstances you can ask us to delete your data. Our ability to delete your data may be limited by obligations which we have to third parties including but not limited to our insurers, our regulators and HMRC.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
If your circumstance change and you no longer want The Head Partnership Solicitors LLP to hold your details and wish for your details to be removed from our system, then please contact Julia Drury at The Head Partnership Solicitors LLP, Unit 9 Chalfont Court, Lower Earley, Reading, RG6 5SY and we will remove your data.
Please note that we may be required to retain certain data as a consequence of our obligations to our regulators, insurers, lenders, HMRC and the Courts and our ability to delete your personal data may be limited by these. if you have queries about the extent to which you will be able to request deletion then please let us know as this stage.
Your Legal Rights
Subject Access Requests
You have the right to find out if we are using or storing your personal data. This is called the right of access. You can exercise this right by asking us for a copy of the personal data we hold for you and this is commonly known as a subject access request.
You can make this request either verbally or in writing and if you wish to make a subject access request please contact our data protection officer Julia Drury on 0118 920 9491 or Julia@thpsolicitors.co.uk
When making your request please provide your full name and contact details and also any reference which you may have for your matters which will assist us in checking our records.
It will assist us in responding to your request if you are clear about what data you wish to access. For example you may not want everything and may just want us to check a particular matter or time period.
We will respond to your request within one month of receiving the request unless we consider that further time if required; we will notify you within the month should we believe this to be the case. If we require further information from you in order to deal with your request we will request this further information from you within 2 weeks of receiving your request.
We will provide any copy data to you by hard copy. If you require this in electronic format please let us know.
We will not charge a fee for dealing with your subject access request unless we consider it to be “manifestly unfounded or excessive”.
If you are not happy with the way in which we deal with your request then please let us know and hopefully we will be able to resolve the position between us. If you remain dissatisfied you can also complain to the ICO.