Dixon Alderton Law will ensure that any data received will be processed in accordance with the principles of the Data Protection Act 2018 and this Policy
This Policy sets out how we will use the personal information that we obtain, generate and process. Your personal information will be held and used in accordance with this Policy.
Information That We Collect
We may collect information in the course of providing legal services to you or as a result of our day to day dealings with you or any of our clients, for example:
- Name, address, telephone, email address
- Occupation and professional history
- Contact preferences
- Information contained in any documentation which you send to us either in paper or electronic form or information that we collect, use and process in the course of our business
- Information that you provide to us by completing surveys or entering prize draws
How We Use Your Personal Information
We use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes:
- To provide information to you that you request from us relating to our products or services or services.
- To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information
- To inform you of any changes to our website, services and products or services.
- If you have previously purchased goods or services from us we may provide to you details of similar goods or services, or other goods and services, that you may be interested in.
- To manage our business to prevent money laundering and/or terrorist financing
- For any other legitimate use in the course of our business
- To enforce or protect our rights
We never give your details to third parties unless required for the provision of our services or required by the law or in the event that we sell any or all of our business to the buyer. Sometimes we may need to give information to our agents and subcontractors for the purpose of providing legal services. In these instances, we always ensure that the information is safe and secure.
We have systems that protect our clients and ourselves against fraud and other crime. We may use your personal information to prevent crime and trace those responsible. We may check your details with fraud prevention agencies. If you give us false or misleading information and we suspect fraud, we will record this. We and other organisations may use and search these records to help us trace and prevent fraud and manage your accounts or check your identity to prevent money laundering. With regards to money laundering checks we obtain documentation from you but also use a third party who carry out a variety of electronic checks.
In running and maintaining our website we may collect and process the following data about you:
- Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data
- Information provided voluntarily by you. For example, when you register for information.
- Information that you provide when you communicate with us by any means.
Such information will not identify you personally; it is statistical data which does not identify any
Storing Your Personal Data
We do our utmost to ensure that all reasonable steps are taken to make sure that your data is stored securely. Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically, sending such information is entirely at your own risk.
All information which you provide to us in an electronic form will be stored securely on servers in the UK
Any paper documentation which we hold will be held securely at our office or at a secure storage facility.
Both paper and electronic files will in the normal course of business be kept for periods set out below:
- Will Files: 75 years
- Estate administration files: 15 years
- Continuing trusts: 50 years
- Any other matters: 6 years
- Initial enquiries made: 1 year
- Anti-money laundering: 6 years
- Client surveys: 6 years
On an annual basis, we compile a list of all files where the storage period has expired. We then destroy all paper and electronic files (including anti-money laundering information). We do not retain any identifiable data after this point without your consent.
Access to Information
In accordance with the Data Protection Act 1998, you have the right to access any information that
we hold relating to you. We are obliged to provide this to you in an easily accessible form within 28 days of receiving your written request. Under the Data Protection Act 2018, we are entitled not to respond or to charge a reasonable administrative fee if a request is manifestly unfounded or excessive. If we decide not to respond we will clearly explain the reasons for this and provide you with details of the relevant supervisory authority. Evidence or proof of your identity will be required.
You have the right to complain to the Information Commissioner’s Office if you are concerned about the way in which we are collecting and using your data. The ICO is the UK’s independent authority set up to uphold information rights. See www.ico.org.uk
Please do not hesitate to contact us regarding any matter relating to this Privacy and Cookies Policy.
We may update this Policy from time to time to comply with guidance and regulation so please do review this Policy regularly. This policy was last reviewed in October 2018.