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SANDHILL SOLICITORS – PRIVACY POLICY

Privacy Notice

We ask that you please read the following information carefully. For clients of this firm, it should be read in conjunction with our terms and condition of business, which provides further details on client confidentially, data privacy and so forth.
This notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, along with the reasons and how we keep it secure.  It also explains your rights over your own personal data.

Who we are
We are a firm of solicitors, authorised and regulated by the Solicitors Regulation Authority under number 364046and are classed as data controllers of your personal data/information that you provide to us.

Our address is:                                 

Sandhill Solicitors
34-36 Wilmslow Road
Rusholme
Manchester M14 5TQ

Email:                                            law@sandhillsolicitors.co.uk
Telephone Number:                     0161 249 2280

Our Data Protection Officer (DPO) is Javaid M. Yaqub.He can be contacted by email at: javaid@sandhillsolicitors.co.uk

Personal Data that we may collect about you
The exact information we will request from you will depend entirely on the type of matter on which you have asked us to do and what we are contracted to do for you and the information we need off you to progress your matter. The types of personal data can simply be general information that you supply about yourself, such as your name, date of birth, national insurance mumber, contact details, and other relevant information that we gather as part of our retainer.
In almost all cases personal data will be restricted to basic information about yourself that we need to complete ID checks. However, in some cases depending on the type of work we carry out on your behalf, data could include sensitive personal data, such as information about your race or ethnic origin, religious, political beliefs, physical or mental health data, trade union membership, genetic or biometric data, sexual orientation etc. However, we are committed to protecting your personal data and will only process data if we need to for a specific purpose in connection with your instructions and/or to comply with a legal obligation or where there is a legitimate interest to do so.

Sources of Information  
Personal data will be collected mostly through our contact with you, the data is usually provided by you but information about you may be obtained from a number of other sources including:

  • Family and friends on your specific instructions
  • Banks or building societies
  • Organisations that have referred work to us
  • Money laundering check agents
  • Estate agents
  • Accountants
  • Insurance brokers
  • Police
  • Home Office
  • Medical or Financial institutions –who provide your personal information with your consent
  • Reference agencies

Legal basis for collecting and using your personal information
The primary reason we process your personal information is to allow us to fulfil our responsibilities that we have with you. Ordinarily it means to represent you and carry out legal work on your behalf. The following are some examples of what we may use your personal data for:

  • Verifying your ID
  • Verifying source of funds
  • Obtaining insurance policies or liaising with funders/banks etcon your behalf
  • Seeking advice from other legal and no-legal experts
  • Keeping financial records of your transactions and the transactions we make
  • Processing your legal transaction/matter and/or is a requirement of the court and/or under the Court Practice Rules to provide information that we hold about you

Sharing of your personal data
We will not and do not share your informationwith third parties for marketing purposes nor do we sell or rent your personal information to any third parties. We will only use your information within Sandhill Solicitors, but from time to time our IT providers will haveaccess to data on our systems so that they can ensure our systems operate effectively and are secure from third parties.  We, also routinely share information with our external auditors to monitor that we are complying with statutory and/or regulatory requirementsset by our profession body.
However, it may be that in order to carry out your instructions there may be circumstances where we may need to disclose information to third parties but not limited to, such as:

  • Court or Tribunal
  • Solicitors acting for your opponent or in a transaction for the other side
  • Instructing a barrister on your behalf
  • Non-legal experts for expert advice, opinion or assistance, for example, to obtain a medical report or in order to fulfil the requirements of the service we providing for you
  • Banks or Building Societies or Insurance Companies
  • Translation Agencies
  • HMRC – example in connection with Stamp Duty Land Tax Return
  • HM Land Registry to register a property or application
  • Where disclosure is required by law or regulation; such as for the prevention of money laundering crime or terrorism

We will ensure that any information provided to third parties is treated strictly and confidentially and is not to be used other than in accordance with our instructions.

 

How long we keep your data

It largely depends on the type of work that we carry out for you.  Your information will be kept both in computer and paper files. At the conclusion of your matter we will notify you about how long we need to keep data in the event of any claim or litigation; compliance with legal obligations; guidance from our regulator and the nature of the data we keep. More details are set out in our Terms and Conditions of Business which are sent out at the start of your matter.

 

Your rights over the data
                                                               
Under the General Data Protection Regulations, you are entitled to access your personal data free of charge. Should you require access at any time you should in first instance contact the fee earner dealing with your matter. In summary, these rights are to:

  • To be informed about how your data is handled
  • To be able to have access to your personal data
  • To require us to correct any errors or inaccuracies in your data
  • To require us to have your personal data erased (‘right to be forgotten’), but only in limited circumstances. The circumstances are:
  • Where your personal data is no longer required in regards to the purpose for which it was collected
  • Where consent is relied upon as the lawful basis for holding your data and you withdraw your consent
  • Where you object to the processing and there is no overriding legitimate interest for continuing the processing
  • The personal data was unlawfully processed
  • Where you object to the processing for direct marketing purpose
  • To receive a copy of the personal information, in limited circumstances, you have provided to us or have this information to be sent to a third party
  • To object at any time to the processing of your personal data for direct marketing purposes
  • To object in certain other situations to the continued processing of your personal information unless we can show:
  • Compelling legitimate grounds for the processing which override your interest, rights and freedoms; or
  • The processing is for the establishment, exercise or defence of legal claims
  • To restrict or suppress the processing of your personal data, in limited circumstances
  • Rights around how you are affected by any profiling or automated decisions

 

Withdrawingconsent
You have the right to withdraw your consent to process your data at any time in writing in the first instance to the file hander of your matter or in the alternative to our Data Protection Officer

How to make a complaint
Should it become necessary for you to raise a complaint on how we have handled your personal information, please contact our DPO, on 0161 249 2288 or via email at javaid@sandhillsolicitors.co.uk. Our DPO will investigate your complaint and respond within 14 days of your complaint.
Complaints to the Information Commissioner
If you are not satisfied with our response then the General Data Protection Regulations also gives the right to complain to the Information Commissioner’s Office (ICO) about the way in which we process your personal information. The ICO can be contacted the following ways:
Through Web: https://ico.org.uk/concerns/
By Email: casework@ico.org.uk
By Telephone: 0303 123 1113
By Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

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