Version 1 | Dated: 7 May 2018
Glossary of Terms
What is personal data?
Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to):
What is sensitive personal data?
Sensitive personal data refers to the above but includes genetic data and biometric data. For example:
What is a Data Controller?
For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.
The data controller is Pinder Reaux Solicitors & Notary Public of Sopers House, Sopers Road, Cuffley, EN6 4RY.
The data protection officer is Rupinder Bains, Managing Director who can be contacted at the above address or on firstname.lastname@example.org by calling 020 8252 7373.
What is a Data Processor?
A “data processor” isa person or organisation which processes personal data for the controller.
What is Data Processing?
Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.
What information do we collect about you and how?
Pinder Reaux, as a Data Controller, is bound by the requirements of the General Data Protection Regulations (GDPR).
You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the Services (as defined in our Letter of Engagement and supporting Schedules) and for other related purposes including;
We collect information about you when you fill in any of the forms on our website ie sending an enquiry, signing up for an event, filling in a survey, giving feedback etc. Website usage information is collected using cookies.
When submitting forms on our website we use a third-party software provider for automated data collection and processing purposes, they will not use your data for any purposes and will only hold the data in line with our policy on data retention.
Cookiesare text files put on your computer to collect standard internet log information and visitor behaviour information. This information is then used to track visitor use of the website and to create statistical reports on website activity. For more information visitwww.aboutcookies.orgorwww.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please note in a few cases some of our website features may not function because of this.
Analytics– eg how visitors use our website
We use Google Analytics to store information about how visitors use our website so that we may make improvements and give visitors a better user experience.
An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. Pinder Reaux do not have access to any personal identifiable information and we would never seek this information. Your IP address is logged when visiting our site, but our analytic software only uses this information to track how many visitors we have from particular regions.
Internet Based Advertising
We use Linkedin, Google, Facebook and Twitter advertising services and as such there are tracking codes installed on our website so that we can manage the effectiveness of these campaigns. We do not store any personal data within this type of tracking.
How will we use the information about you and why?
At Pinder Reaux we take your privacy seriously and will only use your personal information to provide the Services you have requested from us, detailed in your Letter of Engagement and supporting Schedules and as we have identified above. We will only use this information subject to your instructions, data protection law, regulatory and legal compliance, and our duty of confidentiality.
As a law firm, for all our Clients, both individual consumer clients and business clients, our lawful reason for processing your personal information will be “A contract with the individual” eg processing your personal information is necessary in order to supply the services that you have requested. In our duty in representing you, processing your personal information may also be necessary for our compliance with our “legal obligation” to you and to third parties, such as information that is remitted to the Courts if the matter is contentious and also in respect of third parties that may be instructed on your matter, such as barristers, process servers and couriers.
We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport. This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.
Our work for you may require us to pass your information to our third-party service providers, agents, and other associated organisations for the purposes of completing tasks and providing the Services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services and we have contracts in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
We collect information on our website to process your enquiry, deal with your event registration, give advice based on survey data and improve our services. If you agree, we will also use this information to share updates with you about our services which we believe may be of interest to you.
We will not share your information for marketing purposes with companies so that they may offer you their products and services.
Transferring your information outside of Europe
As part of the services offered, there may be aspects of your particular matter which may require the information which you give to be transferred to countries outside the European Union (“EU”). For example, some of our third-party experts may be located outside of the EU. Where this is the case we will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy. By submitting your personal data, you’re agreeing to this transfer, storing or processing.
If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services.
Security precautions in place about data collected
When you give us personal information, we take steps to make sure that it’s treated securely. Any sensitive information (such as credit or debit card details) is only taken over the telephone and immediately destroyed.
Non-sensitive details (your email address etc.) are sent normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of extra information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and cut fraud and credit risk.
We would like to send you information about our services which may be of interest to you. If you have consented to receive marketing, you may opt out at any point as set out below.
You have a right at any time to stop us from contacting you for marketing purposes. To opt out please email Notary@pinderreaux.com
How long will we hold your data for?
Access to your information, correction, portability and deletion
What is a Subject Access Request?
This is your right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please email or write to us at the following address: Rupinder Bains, Managing Director and Data Protection Officer, Pinder Reaux & Associates Limited, Sopers House, Sopers Road, Cuffley, EN6 4RY. We will respond to your request within 40 days of receipt of the request.
Please note that a Subject Access Request would oblige us to provide you with the personal information that we hold about you. It will not necessarily extend to all the documents and information that we are holding in relation to the matter that we are or were representing you for. A copy of the entire file can only be provided to you on your written request and where there are no fees outstanding on your matter. In circumstances where there are fees outstanding on your matter, we can exercise a lien over your file and a Subject Access Request will be limited to your personal information and a list of further documents and information that we are holding, but which may be subject to a lien.
We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by emailing Notary@pinderreaux.comor writing to the above address.
Objections to processing of personal data
It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply. The only reasons we will be able to deny your request is if 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 a legal claim. Please note that an objection to us processing your personal data may give rise to us considering if we can continue to provide the services for you.
It is also your right to receive the personal data which you have given to us, in a structured, commonly used and machine-readable format and have the right (subject to the information above concerning liens) to transmit that data to another controller without delay from the current controller if:
(a) The processing is based on consent or on a contract, and
(b) The processing is carried out by automated means.
Your Right to be Forgotten
Should you wish for us to completely delete all information that we hold about you this will be possible if a request is received before we commence acting for you. If we commence acting for you, we will only be able to delete such personal information which is not subject to our regulatory requirements of retention, as stated above. Please make any such requests by:
If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then tell you of the progress and outcome of your complaint. The supervisory authority in the UK is theInformation Commissioner’s Office, who can be contacted on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliff House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England. Our registration number with the ICO is Z3619919.
How to contact us