Privacy Policy - Swansea Legal Solutions

1. Important notice

This is the Privacy Notice for Swansea Legal Solutions Ltd. It describes who we are, how we obtain and use the personal data of representatives of our business customers, why we are allowed to do so by law, who has access to your personal data and what your rights are. Please review it carefully. You have the right to object to us processing your personal data for our legitimate business interests or for direct marketing purposes (including any related profiling). For more information about your rights and how you can exercise them, please see the section ‘your rights’

2. Who We Are

Swansea Legal Solutions Ltd (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data. Swansea Legal Solutions Ltd’s registered office is at first floor, 86 Gower Road, Sketty, Swansea SA2 9BZ and we are a company registered in England and Wales under company number 11268729. We are registered on the Information Commissioner’s Office Register; registration number ZA339104, and act as the data controller/data processor when processing your data. Our designated Data Protection Officer/Appointed Person is Gareth Milne, who can be contacted at first floor, 86 Gower Road, Sketty, Swansea SA2 9BZ.

3. Information That We Collect

Swansea Legal Solutions Ltd processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is: –

Name
Date of Birth
Home Address
Personal Email
Business Email
Home Telephone Number
Mobile Telephone Number
National Insurance Number
Passport Number
Driver’s License Number
Special Category Data (i.e. health/medical information/religion)
Financial, pension, and estate information
Executor, guardian and beneficiary details
Details of minors, family and friends
Relationship status
Business and employment details
General correspondence i.e. emails, letters, sms

We collect information in the below ways: –

Online form
Cv’s
Email enquiries
Face to face, telephone, off and on premises interviews/ instructions
Client file opening procedure
I.D. documents
Company information questionnaires
CCTV cameras at our premises [only for security purposes]

4. How We Use Your Personal Data (Legal Basis for Processing)

Swansea Legal Solutions Ltd takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.

The purposes and reasons for processing your personal data are detailed below: –

To provide you with the products and services you have requested We use your personal data to accept you as a new or returning client to provide you with the products and services you have requested in accordance with the Terms of business.

To send you service communications, including in relation to changes to our terms of business.

We use the contact details you have provided to us so that we can communicate with you about the products and services that we provide, including to let you know about major changes to those products and services or to the Terms of business between us or to any related information.

Direct marketing (including by third parties) If you have provided your consent or we otherwise have the right to do so, we may use your contact details to send you direct marketing and keep you informed of promotional offers by email, social media, SMS, post or telephone relating to our products and services.

You can unsubscribe from our direct marketing at any time by clicking the “Unsubscribe” link in any of our emails or by contacting us.

Our trusted business partners would also like to use your name, email address, postal address and telephone number to inform you of similar products, services and promotional offers. We will only share your personal data with our partners where you have provided us with your consent to do so. You can unsubscribe at any time by clicking the “Unsubscribe” link in any of their emails or by contacting us.

To track your usage of our website, communications, products and services We use cookies and similar technologies to track your activity on our Site so that we can provide important features and functionality on our Site, monitor its usage, and provide you with a more personalised experienced.

To provide and improve client support We use your personal data to be able to provide and improve the client support we provide to you (for example, where you have questions about our products and services).

To maintain our records and improve data accuracy Like any business, we process personal data in the course of maintaining and administering our internal records. This includes processing your personal data to ensure that the information we hold about you is kept up to date and accurate.

To respond to enquiries, complaints and disputes We use the personal data we hold about you to help us respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you, in the most effective manner

To investigate, detect and prevent fraud and comply with our legal obligations In certain circumstances, we use your personal data only to the extent required in order to enable us to comply with our legal obligations, including for fraud detection, investigation and prevention purposes. This may require us to provide your personal data to law enforcement agencies if they request it.

5. Legal grounds for processing

Data protection law requires us to only process your personal data if we satisfy one or more legal grounds. These are set out in data protection law and we rely on a number of different grounds for the processing we carry out. These are as follows:

Consent

In certain circumstances, we process your personal data after obtaining your consent to do so for the purposes of:

sending you marketing communications about our products and services;
sharing your name, email address, postal address and telephone number with our trusted business partners so that they may market to you about their own similar products and services;
conducting marketing research;
obtaining your credit score so that we can establish the best possible payment terms we are able to offer to you.

Necessary for the performance of a contract and to comply with our legal obligations

It is necessary for us to process your basic contact details, payment details and information about the business you represent for the performance of the Terms of business between us. In particular, we rely on this legal ground to:

provide you with the products and services;
communicate with you about the products and services that we provide to you, including to let you know about major changes to those products and services or to the Terms of business between us or to any related information;
provide and improve client support; and
notify you about changes to our service

If you choose not to give some or all of the aforementioned information to us, this may affect our ability to provide our products and services to you.

In certain circumstances, we also use your personal data only to the extent required in order to enable us to comply with our legal obligations, including to detect, investigate and prevent fraud.

Necessary for the purposes of our legitimate business interests or those of a third party

It is sometimes necessary to collect and use your personal data for the purposes of our legitimate interests as a business, which are to:

provide you with products and services that are as useful and beneficial as possible, including by personalising our contact with you and making sure we tell you about all the offers that are relevant to you;
better understand our client base so that we can improve our products and services and marketing activities (which could also benefit you);
comply with our contractual obligations to third parties;
develop and improve our Site to enhance the client experience;
train our staff so that we can provide you with a better client service;
respond to any enquiries or complaints you have made, or deal with any dispute which may arise in the course of us providing our products and services to you; and
to ensure that content from our Site is presented in the most effective manner for you and for your computer;
ensure effective operational management and internal administration of our business, document retention, compliance with regulatory guidance and exercise or defence of legal claims.

Where we think there is a risk that one of your interests or fundamental rights and freedoms may be affected we will not process your personal data unless there is another legal ground for us to do so (either that we have obtained your consent to the processing or it is necessary for us to perform our contract with you or to comply with our legal obligations).

6. Who we share your personal data with

We may provide your personal data to our suppliers and service providers, including other companies in our group, who provide certain business services for us and act as “processors” of your personal data on our behalf. In addition, we may disclose your personal data if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to protect the rights, property, or safety, of our business, our customers or others. This includes, in specific cases, exchanging information with other organisations for the purposes of fraud protection.

In some cases, the personal data we collect from you may, for the purposes set out above, be transferred outside the European Economic Area (EEA) and such destinations may not have laws which protect your personal data to the same extent as in the EEA. We are required by data protection law to ensure that where we or our “processors” transfer your personal data outside of the EEA, it is treated securely and is protected against unauthorised access, loss or destruction, unlawful processing and any processing which is inconsistent with the purposes set out in this Privacy Notice.

7. Safeguarding Measures

Swansea Legal Solutions Ltd takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

measures such as SSL, TLS, encryptions, pseudonymisation, restricted access, IT authentication, firewalls, anti-virus/malware

8. Transfers Outside the EU (if applicable)

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.

Swansea Legal Solutions Ltd utilise some products or services (or parts of them) that may be hosted/stored in USA, which means that we may transfer any information which is submitted by you through the website outside the European Economic Area (“EEA”) for the below purposes: –

The table below sets out details of the third parties to whom we currently disclose your personal data. The table also explains how these organisations use your personal data, whether they are our “processors” or use your personal data for their own purposes once they have received it, any processing they perform outside the EEA, and the safeguards that are used to protect your personal data if this happens. This information may be updated from time to time.

Please ask us if you would like more information about the safeguards that are used to protect your personal data when it is processed outside the EEA (see how to contact us)

9. Consequences of Not Providing Your Data

You are not obligated to provide your personal information to Swansea Legal Solutions Ltd, however, as this information is required for us to provide you with our services we will not be able to offer some/all our services without it.

10. How Long We Keep Your Data

Swansea Legal Solutions Ltd only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

11. Special Categories Data [if applicable]

Owing to the products, services or treatments that we offer, Swansea Legal Solutions Ltd sometimes needs to process sensitive personal information (known as special category data) about you, to assess your mental capacity and health issues. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

By agreeing to this privacy notice you are directly providing us with your consent for processing special category data. You can modify or withdraw consent at any time, which we will act on immediately, unless there is a legitimate or legal reason for not doing so.

12. Cookie Notice

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit https://www.aboutcookies.org.

13. Links to other websites

Our website contains hyperlinks to websites owned and operated by third parties. This Privacy Notice does not apply to those other websites. We encourage you to read the privacy statements on the other websites you visit, as they will govern the use of any personal data you provide when visiting those websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

14. Changes to this Privacy and Cookie Notice

This Privacy Notice was last updated on 9TH July 2018

This Privacy Notice may be updated from time to time so you may wish to check it each time you provide personal data to us. We won’t alert you to minor changes, but if there are any major changes we will let you know and where appropriate ask for your consent

15. How to contact us

Swansea Legal Solutions Ltd only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Swansea Legal Solutions Ltd,

Gareth Milne

84 – 86 Gower Road, Sketty, Swansea SA2 9BZ

01792 420844 or [email protected]

Information Commissioner’s office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

0303 123 1113 or submitting message through the ICO’s website at : ico.org.uk