This privacy notice sets out the standards that you can expect from Forest Edge and Meesons solicitors when we process personal information (‘personal data’) about you when we deal with your matter; how you can get access to a copy of your personal data; and what you can do if you think the standards are not being met.
Matthew Parker is the data controller for the personal information held.
This privacy notice does not apply to the processing of personal data which is collected and controlled by third parties during legal proceedings.
About Personal Data
Personal data is information that relates to a living individual who can be identified from the data.
It does not include information relating to dead people, groups or communities of people, organisations or businesses. It can be your name, address or telephone number. It can also include information about your gender, financial circumstances, your cultural background or your social status.
Forest Edge and Meesons know how important it is to protect the privacy of all individuals that we act for and to comply with data protection laws. We will safeguard your personal data and will only disclose it where it is lawful to do so, or with your consent.
Types of Personal Data We Process
We only process personal data that is relevant for meeting our legal obligations. The types of data collected may include: your name, address, contact details, your economic circumstances, ethnicity, religious beliefs and the details of any other persons, including children, to whom matters may relate, or those who may have an interest.
The personal data will usually be obtained directly from you or from another person who has provided your information. Your personal data may also be obtained from other sources throughout the course of the matter, for example from professional organisations or another party to the matter.
Purpose of Processing and the Legal Basis for Processing
We necessarily process personal data for the purposes of providing you with a service.
Personal data required for this purpose is collected and held in our files and on our databases.
When We Ask You for Personal Data We:
- promise to inform you why we need your personal data;
- will ask only for the personal data we need and not collect information that is irrelevant or excessive;
- will protect it and make sure no unauthorised person has access to it;
- may share it with other organisations but only where necessary and permitted by the law
- will make sure we don’t keep it longer than necessary.
- request access to your personal data or ask for it to be corrected;
- object to our processing of your personal data or ask for the processing to be restricted;
- lodge a complaint with the Information Commissioner
Who The Information May Be Shared With
The information you provide us will typically be shared with the other parties involved in the case, including their legal representatives.
The information you give us will not usually be shared with anyone who is not a party to the matter unless this is specifically ordered by a Court or permitted by the Rules. There are strict rules about when information may be disclosed.
Where we are required to share personal data we will comply with all aspects of the rules, including data protection laws.
Retention Period for Information Collected
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. Typically, this is 7 years. However, as part of our legal services to you we may retain records for a longer period, for example if you have asked us to store your deeds or will on your behalf.
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.
When your data is no longer required we will delete it. 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.
Access to Personal Information
You can find out what personal data we hold for you by requesting the same from one of our Directors, Matthew Parker or Edward Holmes.
COMPLAINTS OR CONCERNS
If you have any queries or concerns about the way we process your personal data then please contact Edward Holmes or Matthew Parker on the contact details at the beginning of this notice. We hope that we can resolve any concerns for you, but if you wish to take your complaint further you can contact the Information Commissioners Office (ICO) www.ico.org.uk