privacy policy

Privacy notice

Third-party links

Throughout our website we may link to other websites owned and operated by certain trusted third parties. These other third party websites may also gather information about you in accordance with their own separate privacy polices. For privacy information relating to these other third party websites, please consult their privacy policies as appropriate.

 

Cookies and similar technologies

A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use our website. We use cookies on our website. These help us recognise you and your device and store some information about your preferences or past actions.

 

First party Cookies

Strictly necessary Cookies - These cookies are essential for the operation of our website and for instance enable you to navigate the website to use certain services, e.g. to access secure areas.

Name of Cookie

Description

Category

Duration

ASPSESSIONID

 

(The number on the end is your unique identifying code)

A session ID for each user so that it can map the user to session state information on the server.

 

A non-persistent cookie to store the session state.

Strictly necessary

End of browser session

 

Third party Cookies

Performance Cookies - These cookies collect anonymised information about how you use our website, e.g. how often you visit the website and which areas are accessed most frequently. This information enables us to improve the performance of our website and is exclusively used for statistical purposes in order to analyse visits and access to the website itself. The information collected by performance cookies is anonymised and cannot be used to identify a specific person.

_ga

Set by analytics.js. Used to distinguish users

First-party

2 Years

_gat

Used to manage the rate at which page view requests are made

First-party

1 min

_gid

Used to distinguish users

First-party

24 Hours

1P_JAR

Used to gather website statistics, and track conversion rates.

First-party

1 week

NID

Used by Google to store user preferences and information while viewing the pages with Google maps on them.

First-party

Session

 

Our policy

We take your privacy very seriously. Please read this Privacy Policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we use your personal data we are regulated under the General Data Protection Regulation (GDPR). Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.

 

Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our

Alexander & Co Solicitors LLP

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic and biometric data

Data concerning health, sex life or sexual orientation

 

Personal data we collect about you

The table below sets out the personal data we will or may collect in the course of advising and/or acting for you.

 

Personal data we will collect

Personal data we may collect depending on why you have instructed us

Your name, address and telephone number

Information to enable us to check and verify your identity, e.g. your date of birth or passport details

Electronic contact details, e.g. your email address and mobile phone number

Information relating to the matter in which you are seeking our advice or representation

Your financial details so far as relevant to your instructions, e.g. the source of your funds if you are instructing on a purchase transaction

 

Your National Insurance and tax details

Your bank and/or building society details

Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter or a will

Your employment status and details including salary and benefits, e.g. if you instruct us on a matter related to your employment or in which your employment status or income is relevant

Details of your pension arrangements, e.g. if you instruct us in relation to financial arrangements following breakdown of a relationship

Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), e.g. if you instruct us on a matter related to your employment or in which your employment records are relevant

Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, e.g. if you instruct us on a discrimination claim

Your medical records, e.g. if we are acting for you in a personal injury claim

 

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

 

How your personal data is collected

We collect most of this information from you. However, we may also collect information:

  • from publicly accessible sources, e.g. Companies House or HM Land Registry;
  • directly from a third party, e.g.:
    • sanctions screening providers;
    • credit reference agencies;
    • client due diligence providers.
  • from a third party with your consent, e.g.:
    • your bank or building society, another financial institution or advisor;
    • consultants and other professionals we may engage in relation to your matter;
    • your employer, professional body or pension administrators;
    • your doctors, medical and occupational health professionals.
  • via our information technology (IT) systems, e.g.:
    • case management, document management and time recording system.

 

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:

  • to comply with our legal and regulatory obligations;
  • for the performance of our contract with you or to take steps at your request before entering into a contract;
  • for our legitimate interests or those of a third party; or
  • where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal data for and our reasons for doing so:

What we use your personal data for

Our reasons

To provide legal services to you

For the performance of our contract with you or to take steps at your request before entering into a contract

Conducting checks to identify our clients and verify their identity

Screening for financial and other sanctions or embargoes

Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under rules issued by our professional regulator

To comply with our legal and regulatory obligations

Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies

To comply with our legal and regulatory obligations

Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price

Statistical analysis to help us manage our practice, e.g. in relation to our financial performance, client base, work type or other efficiency measures

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price

Updating and enhancing client records

For the performance of our contract with you or to take steps at your request before entering into a contract

To comply with our legal and regulatory obligations

For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our clients about existing and new services

Statutory returns

To comply with our legal and regulatory obligations

Ensuring safe working practices, staff administration and assessments

To comply with our legal and regulatory obligations

For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you

Marketing our services to existing and former clients

For our legitimate interests, i.e. to promote our business to existing and former clients

External audits and quality checks, e.g. for Lexcel, CQS and WIQS accreditation and the audit of our accounts

For our legitimate interests or a those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards

To comply with our legal and regulatory obligations

 

Promotional communications

We may use your personal data to send you updates (by email, telephone or post) about legal developments that might be of interest to you and/or information about our services.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

 

Who we share your personal data with

We routinely share personal data with:

  • professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts;
  • other third parties where necessary to carry out your instructions e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
  • our insurers and brokers;
  • external auditors, e.g. in relation to Lexcel accreditation and the audit of our accounts;
  • our banks;
  • external service suppliers, representatives and agents that we use to make our business more efficient.

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

 

Where your personal data is held

Information may be held at our offices and those of our service providers as described above (see 'Who we share your personal data with').

 

How long your personal data will be kept

We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:

  • to respond to any questions, complaints or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law.

We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.

 

Transferring your personal data out of the EEA

To deliver services to you, it may occasionally be necessary for us to share your personal data outside the European Economic Area (EEA), e.g.:

  • with your and our service providers located outside the EEA;
  • if you are based outside the EEA;
  • where there is an international dimension to the matter in which we are advising you.

Some countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal data will be secure.

If you would like further information please contact us (see 'How to contact us' below).

 

Your rights

You have the following rights, which you can exercise free of charge:

Access

The right to be provided with a copy of your personal data

Rectification

The right to require us to correct any mistakes in your personal data

To be forgotten

The right to require us to delete your personal data—in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data—in certain circumstances, e.g. if you contest the accuracy of the data

Data portability

The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object

The right to object:

—at any time to your personal data being processed for direct marketing;

—in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.

 

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner's Office (ICO) on individuals' rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email, call or write to us—see below: 'How to contact us'; and
  • let us have enough information to identify you e.g. your full name, address and client/ matter reference number;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know what right you want to exercise and the information to which your request relates.

 

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at ico.org.uk/concerns or telephone: 0303 123 1113.

 

Changes to this Privacy Policy

We may change this Privacy Policy from time to time, when we do we will inform you via email of post.

 

How to contact us

Please contact us by post, email or telephone if you have any questions about this Privacy Policy or the information we hold about you.

Our contact details are shown below:

Our contact details

Post: Alexander & Co Solicitors LLP, 56 Friar Gate, Derby DE1 1DF

Email: enquiries@AandCo.co.uk

Telephone: 01332 600005

This version of our privacy policy was published on 17 May 2018.