Privacy-document - 3C Legal Services

Privacy Notice

Introduction

We at 3C Legal Limited, are committed to protecting and respecting your privacy.

Your personal data, which is available to us, can be used to identify you. This statement sets out how we will use your personal data.

Data Protection Principles

When processing your information, we must comply with the six enforceable principles of good practice. Your personal information must be: –

Processed lawfully, fairly and in a transparent manner,
Processed for specified, explicit and legitimate purposes;
Adequate, relevant and limited to what is necessary;
Accurate and up to date;
Kept for no longer than is necessary; and
Processed in a manner that ensures appropriate security.

Types of data we collect and use: –

Whether or not you become a client of ours, we may collect, use, store and transfer different kinds of personal information about you, including: –

Your name, marital status, title, date of birth, gender, job title and your employer;
Copies of your passport, driving licence, utility bills, etc.;
Your physical and mental medical history, details of any medical conditions;
Third party data, namely identity, contact, document and medical data relating to your family members, business colleagues and other contacts;
Bank account, salary and payment card details;
Details relating to payments to and from you, and other details relating to the services you purchase from us;
Your feedback and survey responses;
Your preferences of communication.

Special Category Data

Information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, criminal convictions, sexual orientation, certain types of genetic biometric data.
During the course of providing you with our services, we may collect special category data, if necessary, particularly if we prepare a will, organise probate administration or we become involved in court claims upon your behalf.
How we collect your personal information

We may obtain personal information by directly interacting with you, such as: –

Meeting with you at your offices, at events or elsewhere;
Receiving your instructions to provide legal services, and in the performance of our services;
Logging into wi-fi at our offices;
Giving us your business card;
Subscribing to our services or publications, or otherwise requesting marketing material to be sent to you; or
Responding with us via the telephone, email, letters or otherwise.

We may obtain personal information via automated technology, when you interact with our website by using cookies, server logs or similar technologies.

We may also collect personal information about you from third parties or publicly available sources, such as: –

Your family members, your business colleagues and other contacts;
The ‘other side’ in any dispute or negotiations for which we act upon your behalf;
Your personal advisors and business networks, with which both you and we are connected.
Advertising networks, such as Public Trustee Notices (Section 27),
Social media websites such as Companies House, Linked In and the Electoral Register.

How we use your personal Data

The legal basis and purposes for the use your personal data: –

As necessary to perform the contract with you:

To take steps at your request prior to entering into it;
To decide whether to enter into it;
To manage and perform the contact;
To update your records.

As necessary for our legitimate interests, or those of other persons and organisations, e.g.: –

For dealing with a case/matter;
To monitor emails, calls or other communications with you.

As necessary, to comply with a legal regulatory obligation: –

When you exercise your rights under the data protection law and make requests;
For compliance with the legal or regulatory requirements or related disclosures;
For establishment and defence of legal rights;
For activities in relation to the prevention, detection and investigation of crime;
To verify your identity and make anti-money laundering checks.

Based on your consent, e.g.: –

When you request us to disclose your data to other people or organisations, or otherwise agree to a disclosure;
When we process any special categories or personal data at your request;
To send any marketing data, where you have shown interest and request for more information.

When would we use ‘special category’ information?

When we have your explicit consent to use such information;
Where we believe we need to use the data to protect your vital interests, where you are unable to provide us with your consent;
Where it is necessary for public knowledge,
For reasons of substantial public interest;
Where there is other legal basis that allows us to use that information.

Purposes for which we will use your personal information

We may use your personal information for several different purposes. For each purpose, we are required to confirm the ‘legal basis’ that allows us to use such information, such as: –

To register you as a new client;
To verify your identity;
To prepare a contract between you and our company;
To comply with any legal obligations we are subject to, proceeds of crime, anti-money laundering;
To process your instructions;
If accepted, provide our services to you. Inclusive of managing fees and payments;
For the performance of the contract between you and our company;
Where you are acting as a representative of a company or organisation where it is necessary for our services;
To collect and recover money;
To notify you about our terms of business;

If we require the use of your personal information for an unrelated purpose and we will explain the circumstances thereof.

Please note, we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

If you cannot or will not provide us with your personal information: –

It is a statutory requirement for you to provide us with certain information, namely sufficient information to verify your identity. If you do not provide us with the information we require, we will be unable to accept your instructions and provide you with our services.

It is also a contractual requirement for you to provide us with certain information. If you do not provide us with that information, we may be unable to accept your instructions and/or provide you with the full range of the services you require.

Disclosure of your information

We may use your information with the parties set out below: –

Other parties in relation to your legal matter, to the extent that we reasonably consider it to be appropriate, or in your best interests for us doing so (inclusive of Courts or Tribunals, your personal advisors, the ‘other side’ and their professional advisors, witnesses, professional experts and foreign attorneys, who assist us with providing specialist non-UK legal advice;
Professional advisors or business networks in which we are connected to;
Our I.T service provider, WBS, providers of wi-fi and administration services for our business;
Our professional advisors (inclusive of solicitors, bankers, auditors, insurers and quality assurance assessors;
Credit reference and fraud prevention agencies;
HM Revenue and Customs, The Information Commissioners’ Office, Regulatorily Authorities, the Law Society, the Legal Ombudsman, the Legal Services Board, the Society of Will Writers, the National Crime Agency, the Serious Fraud Office, and any other regulatory authorities we use in support of our instructed role, under special circumstances;
Business partners, suppliers and sub-contractors to the extent we consider reasonable and necessary;
Third parties whom we may use to sell, transfer or merge part of our business. If a change happens with our business, then the new owner may use the personal information in the same way as set out in this policy.
We require all third parties to respect the security of your personal information and to treat your information in accordance with the law. We do not allow third party organisations to use your personal information for their own purposes, and only permit them to use your personalised information as a specified purpose in line and in accordance with your instructions to our company.

Where we store your personal information

All information you provide to us is stored on our secure servers/ in our secure cabinets, in the United Kingdom, or on a secure cloud-based service in the United Kingdom.

We will take all steps which are reasonable or necessary to ensure your data is treated securely, including taking the following safeguards: –

Paper documents are disposed of by shredding in the manner that ensures confidentiality;
Our internal policies require the use of log-off from their computer when it is unattended;
We apply industry standard firewall protection and encryption technology;
We ensure our employees are trained in the importance of data security;
Whenever we transfer your personal data, outside of the United Kingdom, we ensure a similar degree of security and protection and we apply the appropriate safeguards;
Some of the data we collect from you may be transferred onto third parties as we have stated above. If you are concerned about the level of security in other countries, please let us know and we shall endeavour to take steps to protect your data when stored overseas.

Unfortunately, the transition of information over the internet is not completely secure.

Although we shall do our upmost to protect your personal information, we cannot guarantee the security of your data transmitted and the transition is at your own risk. Once we have received your information, we shall use strict procedures and security features to try to prevent unauthorised access.

How long will we store your information?

The length of time we will store your data will depend on the basis for why we are using the data. Therefore, we will use/store your data for as long as we deem it to be necessary: –

For the performance of the contract between you and us and for us to comply with our obligations;
For our legitimate business interests, or such a time as you cancel your instructions with our company. However, if we can demonstrate the reason why we are using/storing your data is more important than your interests, rights and freedoms, then we shall be allowed to continue to use/store your data for as long as necessary for our legitimate business interests.
To demonstrate the appropriate retention period for personal information, we consider the amount, and the sensitive nature of personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, for the purpose of which we process your personal information and whether we can achieve those purposes through other means, and the applicable requirements.

Your Rights

Your legal rights in relation to the information you provide us with, or which we may collect about you, are as follows: –

The right to be informed about the processing of your data free-of-charge;
The right to ask us to correct any information in which we hold about you that is inaccurate or to have incomplete personal data completed;
The right to request that we have any personal data erased (the ‘right to be forgotten’).
The right to ask you to stop using your information where: (a) the information we hold about your is inaccurate; (b) we are unlawfully using your information; (c) we no longer need to use your information; or (d) we do not have legitimate reason to use your information. We may continue to store your information, for use of your information for protecting the rights of any other person.;
The right to ask us to move, copy or transfer the information we hold about you to another person or company;
The right to object to us using/ storing your information, because it is necessary for our interests. We will stop using your information, unless we can demonstrate why we believe we have a legitimate business interest, which is more important than your interests, rights and freedoms;
The right to withdraw your consent where we use/store your data because you have given us specific, informed and unambiguous consent;
The right to object to us using/ storing your information for our direct marketing purposes.

If your wish to exercise any of your legal rights, please contact us, by writing to our company address, or by emailing info@3clegal.co.uk

You also have the right, at any time, to lodge a complaint with the Society of Will Writers, if you believe we are not complying with the laws and regulations relating to the use/ storage of the information you provide to us. The Legal Ombudsmen and/or the Information Commissioners’ Office, if you believe we are not complying with the laws in relation to the storage of the information you give us, or that we collect about you.

Third Pary Links

Our website, now or in the future, may link to third-party websites, plug-ins or applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and we are not responsible for their privacy statements. When you leave our website, we recommend you read the privacy notice for every website you visit.

Cookies and Privacy

Currently, we do not use any cookies but as technology moves forward, we may use cookies in the future, if this happens, we will update this policy for your information.

Disclosure of your information

We may share your personal information with any other member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may share your information with selected third parties including: –

Business partners, suppliers and sub-contractors for the performance of any contract we enter into with [them or] you.
Advertisers and advertising networks that require data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them 500 men, aged under 30 have clicked their advertisement on any given day, for them to target an audience for the purposes of marketing for instance).
Analytics and search engine providers that assist us in the improvement and optimisation of our site.
In the event that we buy or sell any of our business or assets, in which we may disclose your personal data to the prospective seller or buyer of such business or assets.
If 3C Legal Limited or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
If we are under a a duty to disclose or share your personal data, in order to comply with any legal obligation, or in order to enforce or apply our terms of use or Terms and Conditions of supply and other arrangements; or to protect the rights, property, or 3C Legal Limited, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Where we store your personal data

The data we collect from you may be transferred to, stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside of the EEA, who work for us or for one of our suppliers. Such staff may be engaged, among other things, the fulfilment of our services to you, the processing of your payment details or the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps, reasonable and necessary, to ensure your data is treated securely and in accordance with this privacy policy.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask that you do not share your password with anyone.

Access of Information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request maybe subject to a fee to meet the costs in connection with providing you with the information we hold about you.

Changes to Our Policy

Any changes we may make to our privacy policy, in the future, will be posted on this privacy policy, and where appropriate, you will be notified by email. Please check this privacy policy frequently to see if there have been any updates or changes to our privacy policy.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@3clegal.co.uk