Hopkins Solicitors LLP (“We”) are committed to protecting and respecting your privacy.
For the purpose of the General Data Protection Regulations 2018, the data controller is Martyn Knox of Eden Court, Crow Hill Drive, Mansfield, Nottinghamshire NG19 7AE.
Q: What is this notice about?
A: It sets out:
- what personal data we gather in relation to our clients and other individuals whose data we hold;
- why we do this;
- what we do with this data when we have got it;
- how long we keep it; and
- what you can do if you have any issues with regard to this.
This notice applies to:
- our clients, and
- other people’s personal data which we handle in the course of our business, for example opponents or witnesses in litigation cases; individuals who are on the other side of transactions such as the person who may be selling a house to you; beneficiaries of an estate we are processing; or children or grandparents in matrimonial proceedings.
Q: Who collects my personal data?
A: The organisation with responsibility for dealing with your personal data (the Data Controller) is Hopkins Solicitors LLP, Company Number OC326488 whose registered address is Eden Court, Crow Hill Drive, Mansfield, Nottinghamshire NG19 7AE.
If you need to contact us in relation to your personal data, you can do this by emailing email@example.com, or by calling 01623 468468 or by writing to us at the address above. Mark your correspondence “For the attention of the Data Protection Officer”.
The individual at Hopkins Solicitors LLP who is responsible for Data Protection is Martyn Knox. He is Hopkins Solicitors LLP Data Protection Officer.
Q: What personal information do we gather about our clients and what do you use it for?
A: In order to provide you with the services we offer, we will need to gather certain information from you.
Some of the information which we gather will be information which is personal to you and is called “Personal Data” under the Data Protection Act and the General Data Protection Regulations (known as GDPR). We will need this information to provide you with a service. Obvious examples of this are your name and contact details but, depending on the nature of the work we are doing for you, it may be much more extensive than this.
Some of the Personal Data which we may need to deal with your matter may be particularly sensitive, know under GDPR as ‘Special Category Personal Data’, such as your health or medical information, your racial or ethnic origin, or whether you are a trade union member.
The type of information which we need will vary depending on what work we are doing for you. In all cases we will need name, date of birth and contact details. We have set out below some examples of the further types of information we may need in relation to the different types of work we do. Please note that this list is not a complete list of information and is designed to illustrate the huge variety of personal information we need to deal with our clients properly.
Conveyancing Department: we will need information about your finances, where your money is coming from and your bank details. We may also need the name and ages of anyone else who may be living in your property.
Wills and Probate Department: we will need information about your finances, details of personal and family relationships; and personal information about your beneficiaries.
Personal Injury Department: we will need information about your medical condition and we would need to review your medical notes to progress your claim.
Family Department: we may need information about your children and their needs in a divorce or care case; perhaps details about your finances; or information about others with whom you have very personal relationships with.
Employment Department: we might need information about your ethnic origin in a racial discrimination case.
Commercial Department: we might get information about your tax status from your accountant.
In all cases: we need to gather information for compliance purposes. This is part of our duty to “know our clients” and identify where money is being sourced from. This will require us to copy and retain identification documents such as passports or driving licences; official documents placing you at your home address; and bank account details including in some cases how much money is in your account.
Q: Will you send my data to anyone else?
A: We may need to send your personal information to other people who are involved in your matter. These include those who are working with us on your case as well as your opponent or other relevant third parties. Some examples of this are:
Conveyancing Department: we will need to send some of your details to HMRC when we pay Stamp Duty Land Tax; to your bank or building society in relation to the finances; to HM Land Registry when registering your new home; and to the solicitors acting on the other side of the transaction.
Wills and Probate Department: we will need to communicate with organisations which hold assets; HMRC; and beneficiaries under a will.
Personal Injury and Litigation Department: we would need to send information about your case to the Courts; to any barrister or expert helping in your case; and some information to your opponent or their solicitors.
Family Department: we might need to send information about you or your children to the court; your opponent or their solicitors; or to the Local Authority or guardians.
Employment Department: we might need information to send to ACAS; the Employment Tribunal; or to your employer or their solicitors.
Commercial Department: we might send information about you to Companies House; to your accountant, banks or other professionals working on your case; or to HMRC;
In all cases: we may need to send your information to law enforcement agencies if it is required as part of our legal and regulatory obligations in relation to such issues.
IN ALL CASES WE WILL COMPLY WITH OUR PROFESSIONAL DUTIES OF CONFIDENTIALITY TO YOU AND THE FIRM HAS STRICT RULES IN RELATION TO THIS.
Transfers outside the European Union: We will NOT send your personal data outside the European Union without your express consent
Q: Who do we get this information from?
A: Most of this information will come from you directly but we will also get information about you from other sources depending on the nature of work we are doing for you.
So, for example we may get medical records from your GP; address details from an estate agent; tax details from your accountant.
We will also get information about you from solicitors acting for other parties in your case or transaction.
Q: Why do we gather this information and how long do we keep it for?
A: We can only do our job if we have this information. We only gather information about you which is necessary to deal with your matter.
When your case or transaction is finished we retain most (but not all) of this information for a limited period of time (usually 7 years) in case there are any problems with your matter. This is in accordance with guidelines from our regulator the Solicitors Regulatory Authority.
Your information is kept securely in paper format in a safe and secure file storage unit or electronically in accordance with our usual data security protocols.
We will also need to gather information about you in order to comply with our duties under the Money Laundering Regulations. We are under a duty to find out enough about you to comply with these regulations; to ensure that we know who we are dealing with and that any money which we process through our account has been obtained lawfully.
We will send you important information about storage of your file after your case comes to an end.
Q: Do you use my personal data for marketing?
A: Some of this information may be of a marketing nature if it is relevant to your matter.
- if you have made a Will, we will communicate with you every few years (unless you ask us not to) asking you whether it is appropriate for you to update your Will;
- if you have just bought a house, we might contact you to ask you whether you want to make or update your Will or create a Lasting Power of Attorney.
These are all important issues which relate to your particular matter.
We will not send you marketing information of a general nature unless we have got your consent to do so. We will ask for this consent when you sign your terms of business with us.
Q: Do you use personal data Automated Decision Making?
A: We do not process any of your information or data, to make any decisions about you on an automated basis.
Q: Can I see what data you hold which relates to me and what other rights do I have in relation to it?
A: Access: You are entitled to make a request (a “Subject Access Request”) asking us to provide you with all information which we may hold in relation to you. If you would like to do this, then please contact us and we will send you further information.
Deletion: Subject to our rights to hold relevant information for compliance purposes, you are entitled to have all personal data which we have for you deleted from our file. If you would like this to happen, please contact us and we will send you more information.
Rectification: If information is inaccurate you have a right to have it made accurate.
Restrictions on Processing: you can ask for processing to be restricted in certain circumstances – please contact us in relation to this.
Q: What about CCTV?
A: Some of our offices have CCTV in place for security measures. We have a CCTV Policy which can be seen on our website or can be sent to you on request.
Q: What about recorded telephone calls?
A: All telephone calls to and from our offices are recorded. This is for quality control and compliance. We routinely delete these recordings after 6 months.
Q: What do I do if I want more information or if I have a complaint about the way my data has been processed?
A: Contact the Data Protection Officer, Martyn Knox. His contact details are set out above.