The business of Newbys Solicitors has offices at 10 Finkle Street, Stockton on Tees, TS18 1AS, 100 Borough Road, Middlesbrough, TS1 2HJ, 407 Linthorpe Road, Middlesbrough, TS5 6JN and 64 Westgate, Guisborough, TS14 6AY and is registered with the Information Commissioner’s Office (ICO) under registration number Z7429884.
1. What personal information do we collect about you?
- Basic information such as your name (including title), national insurance number, occupation and date of birth.
- Contact information such as address, telephone numbers and email address
- Financial information
- Employment information, business information and education information
- Medical information, physical or mental health details
- Racial or ethnic origin
- Political opinions
- Religious or other beliefs
- Sexual life
- Trade union membership
- Offences and alleged offences
- Criminal proceedings, outcomes and sentences
- Legal information specific to matters we are dealing with for you
2. How do we use your personal data?
- To enable us to provide legal services including advising and acting on behalf of our clients
- To maintain our own accounts and records
- To promote our services
- To support and manage our employees
- To fulfil our legal, regulatory and risk management obligations
- For establishing, exercising or defending legal claims
3. How do we protect your personal data?
We limit access to personal data to employees, agents and external agencies (including but not limited to other solicitors, financial institutions, courts and tribunals, healthcare professionals, social and welfare organisations, ombudsman and regulatory authorities, debt collection and tracing agencies, employment and recruitment agencies, private investigators, government agencies and third party agencies) only where there is a necessity to do us to enable us to provide legal services or legitimate business need to do so. They will only process your personal data on our instructions and are subject to a duty of confidentiality.
4. How may we collect your personal data?
- Client interactions
- Employee interactions
- Telephone calls and emails
- Other solicitors
- External agencies such as financial institutions, courts and tribunals, healthcare professionals, social and welfare organisations, ombudsman and regulatory authorities, debt collection and tracing agencies, employment and recruitment agencies, private investigators, government agencies and third party agencies
5. How will we use sensitive personal data?
We may process special or sensitive personal data and criminal offences information where there is a necessity to do us to enable us to provide legal services, where there is a legitimate business need to do so, to protect your interests or where it is in the public interest to do so such as equal opportunities reporting or the prevention or detection of fraud.
6. If you chose not to provide or update personal data
If you do not provide certain information we request we may not be able to act for you or comply with our legal obligations such as verifying your identity and complying with anti-money laundering rules.
It is important that the personal data we hold is up to date and accurate, please keep us informed of any changes to your personal data.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
7. Sharing your personal data
We share your personal data with those outlined at 3 above and only where there is a necessity to do us to enable us to provide legal services or legitimate business need to do so. Your data will only be processed on our instructions and are subject to a duty of confidentiality.
8. Retention of personal data
Your data is retained in line with our storage and retention policy and is kept for up to 10 years to allow us to comply with legal requirements for any claims that could arise against us for work carried out.
9. Your rights in relation to personal data
Under the General Data Protection Regulation you have certain rights in relation to your personal data. You have the right to be informed how we use your personal data and this notice discharges that right. Also, under certain circumstances you have the following rights:
- Right of access – you have the right to access a copy of the personal data held about you (subject to data protection laws)
- Right of rectification – you have the right to correct any incomplete or inaccurate information held about you
- Right to be forgotten – you have the right to ask for personal data held about you to be erased however this is subject to our retention period above to allow us to comply with our legal and regulatory obligations.
- Right to restrict processing – you have the right to ask us to restrict the processing of personal data however we will not comply if there is lawful reason for not doing so such as a legal obligation to continue processing personal data in a certain way.
- Right to data portability – you have the right to have your personal data transferred to another organisation in a structured, commonly used and machine readable form.
- Right to object – you have the right to object to us processing your data and we will comply with such a request unless there is a legitimate reason not to do so for example for the establishment, exercise or defence of legal claims or other lawful reason to refuse such a request.
- Right to withdraw consent – you have the right to withdraw your consent for processing of personal data however once we receive notification of this we will no longer process your data for the purposes you originally agreed to unless we have a legitimate basis in law for doing so.
- If you wish to exercise your rights please contact our partner, Martin Harbron by email at firstname.lastname@example.org or in writing to Newbys, 10 Finkle Street, Stockton on Tees, TS18 1AS.
10. Transferring data outside European Economic Area (EAA)
Newbys does not typically transfer data outside of the EAA.
11. Changes to Data Protection Notice
We reserve the right to update this Data Protection Notice at any time.
12. Right to Complain
You have the right at any time to make a complaint to the ICO which is the UK supervisory authority for data protection. They can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, telephone 0303 123 1113 or at https://ico.org.uk/