As I sit in my new ‘office’, I realise we are entering the third week of our ‘lockdown’. It’s remarkable how the world has changed in such a short space...
Buckles Solicitors LLP is a Limited Liability Partnership registered in England and Wales under number OC311739, and is authorised and regulated by the Solicitors Regulation Authority number 419965. The registered office is located at Grant House, 101 Bourges Boulevard, Peterborough PE1 1NG.
The Data Controller is Buckles Solicitors LLP, see section 11 for methods of contact.
Our Data Protection Officer is Colleen Gostick. You can contact her at firstname.lastname@example.org or via our postal address. Please mark any correspondence ‘The Data Protection Officer’.
1. Personal Data You Provide
Your privacy is important to us. By providing personal information such as your name and e-mail address via the forms on this website, you agree to us contacting you with regard to the information provided.
Some forms on our website also include a check box asking you for permission to add you to our marketing mailing list. This is an opt-in mailing list and your personal information will be used solely by us (and all such emails include a link for opt-out).
The information we collect may include your personal information, such as your name, contact information, IP addresses, telephone conversations, product and service selections and orders or other things that identify you individually. Generally, we may collect information about you in the following manner:
- You may provide your personal information to us via email or other written correspondence, telephone calls, web-based forms, or other means;
- We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information for internal purposes only. This is statistical data about our users’ browsing actions and patterns and does not identify any individual;
- Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.
2. How we use your personal data
We use the data you provide via this website to:
- communicate with you, for example: we use contact details such as your email address or phone number when responding to enquiries made via online forms to allow us to provide information about the services requested. The relevant information is then further used by us to satisfy the performance of a contract on any matter you may instruct us on;
- send you marketing information, we may also contact you about other products and services we think may be of interest to you. See table 1 below for further details of the lawful basis used for each communication;
- monitor website trends, for example: we use Google Analytics to help us aggregate traffic so we can monitor how the website is being used;
- operate our business more effectively, for example: we seek feedback from our clients and use this to help improve our service.
3. Our lawful reasons for processing your data
The “General Data Protection Regulation” (GDPR) is the primary piece of legislation defining your rights over our processing of your personal information. The GDPR requires us to declare which of six “lawful reasons” we are relying on when we are processing your personal data: please refer to the table below for the lawful basis for contact which is dependent on a number of factors, such as the nature of your relationship with us.
Table 1: Lawful reasons we rely on for processing your data
|Situation||Additional notes||Lawful Reason|
|Responding to your enquiry||Legitimate interest|
|You become a client – communication about your matter||Sensitive personal data may be held||Contractual|
|Previous client – updates regarding the law which may impact on your circumstances (Topical Updates)||Contractual, or|
|Marketing: general marketing communications||You may opt-in here: https://www.buckles-law.co.uk/newsletter-signup||Explicit Consent (you can remove consent at any time)|
|Marketing: event invitations||Legitimate interest|
4. How long we keep personal data
Website browsers/enquiries: Personal data may be stored by the website for a period of up to 90 days after which time it is removed automatically.
Clients: we will not retain your personal information longer than necessary. We will hold onto the information you provide either while your matter is in existence, or as needed to be able to provide the services to you, or (in the case of any contact you may have with our Client Care team) for as long as is necessary to provide support-related reporting and trend analysis only. If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account, or until it is no longer needed to provide the services to you. The retention period for client data is 5 years for Anti-Money Laundering purposes and 7 years for files. In some circumstances we may hold your data for longer periods of time, for example property transfers up to 15 years. We hold children’s data until they reach age 21.
5. Information we monitor about visitors
For more information on which cookies we use and how we use them, see our Cookies policy.
6. How we protect your information
We have put in place the following security procedures and technical and organisational measures to safeguard your personal information:
- Personal data will only be processed for the specific purposes notified to the data subject when the data was first collected or for any other purposes specifically permitted by the Data Protection Act;
- We ensure that appropriate security measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data;
- Procedures and technologies are used to maintain the security of all personal data from the point of collection to the point of destruction. This includes entry controls, secure lockable desks and cupboards, appropriate methods of destroying data such as shredding paper documents and disks. Our computer systems are secure using Firewalls and complex password authentication;
- Personal data will only be transferred to a third-party data processor if they agree to comply with our procedures and policies and are GDPR compliant.
- We will use all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the Internet.
7. Transfer of personal data
From time to time we may pass personal data such as your name and email address to other services that we use to send out newsletters and other communications (both electronic and print). However, your personal data will never be sold or transferred to an organisation outside the UK or the EU.
8. Your Rights
You have the right to request a copy of the information that we hold about you. You will not have to pay a fee to access your personal data, however we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. Our security procedures mean that we may request proof of identity before we reveal information.
If you would like a copy of some or all of your personal information, please send an email to email@example.com or send a letter to: The Data Protection Officer, Buckles Solicitors LLP, Grant House, 101 Bourges Boulevard, PETERBOROUGH PE1 1NG.
We want to ensure that your personal information is accurate and up to date. You have the right to rectification. If any of the information that you have provided to us changes, for example if you change your email address or name, please let us know the correct details by sending an email to firstname.lastname@example.org or send a letter to: Marketing Department, Buckles Solicitors LLP, Grant House, 101 Bourges Boulevard, PETERBOROUGH PE1 1NG. You may ask us, or we may ask you, to correct information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate.
Please note that if you have shared any information with others through media channels, it may remain visible, even if your account is deleted. You can verify or update the details you have submitted to Buckles by contacting our marketing team at email@example.com. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
You also have the right to request erasure of your personal data where there is no good reason for us to continue processing it. We may not always be able to comply with your request for erasure for specific legal reasons; in such circumstances these will be notified to you at the time of your request.
You have the right to object to or restrict the processing of your personal information where we are relying on a legitimate interest and you feel it impacts on your fundamental rights and freedoms. In some cases we may have compelling legitimate grounds to process your information that overrides your rights and freedoms. You may also object to or restrict the processing of your data for direct marketing purposes. Where we are relying on explicit consent to process our data for marketing purposes you have the right to withdraw consent at any time. All marketing emails include a link to ‘unsusbcribe’ or you may email firstname.lastname@example.org
You have the right to data portability. This applies to personal data you have provided to us which is processed by automated means under the lawful basis of either consent or performance of a contract. You may request the transfer of such data to a third party data controller by contacting the Data Protection Officer whose details are outlined in section 11.
9. Your consent
By submitting your personal information, you consent to the use of that information as set out in this policy.
11. How to contact Buckles Solicitors LLP
The Data Protection Officer may be contacted at the Peterborough address or by emailing email@example.com
12. Questions & Complaints
In the first instance we hope you will contact us directly with any questions or complaints (contact details are displayed prominently on this website). However, legal rights regarding privacy are the remit of the Information Commissioners Office (ICO) and you will find more information about how to complain here: https://ico.org.uk/concerns/
Our ICO registration reference is Z6922927.
13. Our Use of Google Analytics
We use Google Analytics to monitor how our website is being used so we can make improvements. Our use of Google Analytics requires us to pass to Google your IP address (but no other information) – Google uses this information to prepare site usage reports for us, but Google may also share this information with other Google services. In particular, Google may use the data collected to contextualize and personalize the ads of its own advertising network. Related information:
14. Links to other websites