The firm is registered with the Information Commissioners Office registration number ZA131178Z.
We recognise you trust us to safeguard the personal information you provide to us. We take this trust seriously and are committed to protecting and respecting your privacy.
Please read this Privacy Notice carefully to understand why data is being collected and what we do with that data once in our possession.
We may change the privacy notice from time to time by amending this page.
How we collect your information
Information may be collected in various forms.
- When potential new clients enquire or require our services, this may be via email, phone or post.
- Through our website or Facebook
- When the information is required for anti-money laundering (AML) compliance
- We may receive information about you from third parties
The information you give us may include your contact details, identification documents, financial and employment information.
We are required by law to comply with anti money laundering regulations to verify your identity and may require sight of original documents. We may also conduct online electronic AML searches to verify your identity.
Any information we receive about you will only be used for the purposes of the legal transaction we are conducting for you.
Your duty to inform us of changes
It is important the personal data we hold is accurate and current. Please keep us informed if your details change during your relationship with us.
Personal information we process about you
As a law firm we may process a range of information about you in the course of the legal services we supply to you.
Some examples of the type of information we may process are as follows:
Your name and address, email address and telephone numbers
Account information used to send/receive funds. Details on any bills you may provide to us
Your debit card details – sort code, account number and security code
Identity documentation provided by you such as a passport or driving licence
Any information to support an insurance claim which may include medical records
Details of current and previous employment and earnings information
We retain notes of any conversations we have with you either in the office or over the telephone pertaining to your case for our records
How we use your personal information
We use your information for the purpose of providing the legal service you have requested from us or where you have discussed with us an issue where you are considering taking legal advice.
Disclosure of your information
We do not share your information with any other persons or organisations unless you have given prior written/verbal consent or unless we are under a duty to disclose or share your personal data in order to comply with our legal and regulatory obligations.
We may share your information with our employees, contractors, and agents who may be given access to information which we collect. Such persons are required and are under obligations of confidentiality and only have access to the information they require in order to perform their duties.
How long we keep your data for
We will only retain your information for as long as is necessary to:
- Carry out the legal work
- Establish or defend legal claims (for example negligence claims) that could be made against us.
- Comply with legal obligations under EU/UK law (anti-money laundering regulations say your identification and source of funds information must be kept for a minimum period from conclusion of the matter).
Typically we will store the information for fifteen years from the date of your final bill. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients and non-clients.
Where we store your personal data
The data we collect from you is held on a secure server located in the UK and the European Economic Area. By submitting your personal data, you agree to this storing and processing of data.
To find out more about cookies including how to manage your cookie settings, please visit www.allaboutcookies.org
This link is provided for convenience only and we do not have any control over its content. We therefore make no warranties or representations as to the accuracy or completeness of any of the information appearing on that site nor as to the suitability or quality of any of their products or services.
Links to other websites
Our website may include links to the websites of other organisations. Clicking on those links or enabling those connections may allow them to collect or share data about you. We do not control these websites and are not responsible for their privacy statements.
How you can access and update your information
You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. Removal may be restricted where we are requested to retain the information to establish/defend legal claims or comply with our professional or legal obligations
These requests are free of charge and can be sent to email@example.com
We will respond to a subject access request no later than 30 days from receipt of the request. There may be occasions when it may take us longer than 30 days if your request is particularly complex or you have made a number of requests. If this is the case we will notify you and keep you updated.
How you can object to us using your data
You can ask us to limit the way in which we are using your information or object to certain types of processing. We will do our best to comply with your request unless we have to use the information for legitimate business or legal purposes.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue acting for you and be forced to immediately cease acting. In these situations you would remain liable for the fees and disbursements incurred to date.
Any queries or concerns about the way in which your data is being used can be sent to firstname.lastname@example.org
Complaints about the use of your personal data
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by, writing to Keith Ryan, Ryan & Frost Solicitors, Regent House, 61/62 Oxford Street, Wellingborough, Northamptonshire NN8 4JJ, or by email to email@example.com.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office. Further details can be found at www.ico.org.uk or 0303 123 1113.