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Veritas Solicitors LLP

GDPR Compliance & Privacy Policy

Implementation date – 25.05.2018

1.       Introduction

1.1      Veritas Solicitors are and always have been committed to safeguarding the privacy of our website visitors and service users, by keeping your personal data safe and secure, whilst complying with the required rule and regulations, which previously were largely governed by the Data Protection Act 1998.

1.2      Veritas Solicitors LLP are a Limited Liability Partnership and have been established since 2007.  We deal with the general public on high street issues, predominantly on the areas advertised within this website.   

1.4      Veritas Solicitors intend to protect your personal information, whilst being transparent about what data we hold and giving you control over how we use it.  The purpose of this privacy policy is to give you a clear explanation about how Veritas Solicitors uses personal information we collect from you.

          This is the main privacy policy for Veritas Solicitors. It is important for you to read this policy in full to understand what information we hold about you, how we may use it and how you can access, update and delete your personal information.

1.3      Recently, General Data Protection Regulations (GDPR) have been introduced and these have added to the Data Protection Act 1998, to provide the public with more protection.  In accordance with the GDPR, we have created this Privacy Policy, the purpose which is to provide the public with our purpose of processing personal data, who we share such information with, our clients rights in respect of their personal data and all other relevant information.

1.4      This policy applies where we act as a controller of data people who visit our website and users of our services; in other words, where we determine the purposes and means of the processing of that personal data.  We confirm we are in control of all personal data, how and why data is to be used in a safe, secure and legal manner.

1.5      We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.

2.       How we use your personal data

2.1      Here we have set out:

(a)     General categories of personal data we may process;

(b)     Personal data we have not obtained directly from you, specifying the source and specific categories of that data;

(c)      The purpose(s) for which we may process personal data; and

(d)     The legal basis of processing data.

2.2      We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is consent or our legitimate interests, namely monitoring and improving our website and services.

2.3      We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you or your employer. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.4      We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, address, telephone number, email address, date of birth. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is consent or our legitimate interests, namely the proper administration of our website and business or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.5      We may process your personal data provided in the course of the use of our services ("service data"). The service data will include all data contained within your credit report. The source of the service data will be within credit reports. The service data may be processed for the purposes of providing our services. The legal basis for this processing is consent.

2.6      We may process information you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent OR the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.7      We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

2.8      We may process any of your personal data identified where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business and our clients against risk(s).

3.       Providing your personal data to others

3.1      We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal basis, set out in this policy. Veritas Solicitors LLP currently has no subsidiaries or holding company. Should this legal structure change on the future we will proactively notify within the confines dictated by GDPR.

3.2      We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.3      In addition to the specific disclosure of personal data set out here, we may disclose your personal data where it is necessary for compliance with a legal obligation to which we are subject, or in order to protect the vital interests of you or another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

4.       International transfers of your personal data

4.1      The following is information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).

4.2      The hosting facilities for our website are situated in the United Kingdom. The European Commission has made an "adequacy decision" with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.

4.3      It will be acknowledged that personal data that you submit for publication through our website or services (for example, a testimonial) may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

5.       Retaining and deleting personal data

5.1      This Section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2      Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for its purpose(s).

5.3      We will retain your personal data for a minimum period of 1 day following submission date, and for a maximum period of 6 years following service or product close date.

5.4      Notwithstanding the other provisions of this Section, we may retain your personal data where such retention is necessary for compliance with a legal obligation, or in order to protect the vital interests of you or another natural person.

6.       Amendments

6.1      We may update this policy from time to time by publishing a new version on our website.  You should check this page occasionally to ensure you are happy with any changes to this policy.

6.2      We may notify you of changes to this policy by email or through the messaging system on our website.

7.       Your rights

7.1      In this Section we have summarized the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full and detailed explanation of these rights.

7.2      Your principal rights under the new data protection law are:

                             I.            Right to access (Access to Information);

                           II.            Right to rectification;

                          III.            Right to erasure (Right to be Forgotten);

                        IV.            Right to restrict processing;

                          V.            Right to object to processing;

                        VI.            Right to data portability;

                       VII.            Right to complain to a supervisory authority; and

                     VIII.            Right to withdraw consent.

         

7.3      The GDPR Act gives you the right to access information held about you. We are required to verify your identify before processing any right to access request, once verified the data shall be provided within 28 days.  The data shall be provided free of charge however an admin fee may be applied where a request is manifestly unfounded or excessive, particularly if it is repetitive.

7.4      You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

7.4      You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

7.5      In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data has been unlawfully processed. However, there are exclusions of the right to erasure and so it is not an absolute right. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.  For example we can retain your financial information such as invoice information.

7.6      You may have the right to restrict the processing of your personal data. You have the right to request we restrict processing of your personal data where there is no legitimate interest for us to do so:

          •            Where the accuracy of the personal data is contested, to restrict the processing until such time as the accuracy has been sufficiently verified.

          •            Where you object to the processing (See Right to Object), and where we are considering whether there are legitimate grounds to override the request.

          •            When processing is unlawful and you oppose erasure and request restriction instead.

          •            If we no longer need the personal data but you require the data to establish, exercise or defend a legal claim.

          Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

7.7      You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

7.8      You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

7.9      You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.

7.10    To the extent that the legal basis for our processing of your personal data is:

(a)     Consent; or

(b)     Processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,

          and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

7.11    If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

7.12    We will respond to any requests to exercise your rights as soon as we can and in any event within one month of receiving your request and any necessary proof of identity or further information. If your request is particularly difficult or complex, or if you have made a large volume of requests, we may take up to three months to respond. If this is the case, we will let you know as soon as we can and explain why we need to take longer to respond

7.12    To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal. 

7.13    You may exercise any of your rights in relation to your personal data by written notice to us at Veritas Solicitors LLP, City View House, 5 Union Street, Manchester, M12 4JD.

8.       About cookies

8.1      A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

8.2      Cookies may be either "persistent" or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, by contrast, will expire at the end of the user session, when the web browser is closed.

8.3      Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

9.       Cookies that we use

9.1      We use cookies for the following purposes:

(a)     Authentication - we use cookies to identify you when you visit our website and as you navigate our website;

(b)     Status - we use cookies to help us to determine if you are logged into our website;

(c)      Personalisation - we use cookies to store information about your preferences and to personalise the website for you;

(d)     Security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally;

(e)      Advertising - we use cookies to help us to display advertisements that will be relevant to you;

(f)       Analysis - we use cookies to help us to analyse the use and performance of our website and services;

10.      Cookies used by our service providers

10.1    Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

11.      Managing cookies

11.1    Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies.

11.2    Blocking all cookies will have a negative impact upon the usability of many websites.  If you block cookies, you will not be able to use all the features on our website.

12.      Freedom of information

12.1    We are required under the Freedom of Information Act 2000 to provide certain information in response to Freedom of Information requests. You can make a request by contacting us.  In order to respond to requests, we will need to collect your name, address, email address, phone number and information about your request, including any additional personal data you choose to share with us when you make your request. We will use this personal data to respond to your request and will retain it for administrative purposes in line with our policies explained above on retaining information.

13.      Compliance with laws and your rights

13.1    There are various laws and regulations which apply to data protection and data privacy including the Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 and 2011 (as may be updated or amended from time to time). Broadly, the laws require that:

                    I.            you agree to your data being collected and used;

                   II.            no more information than is required is asked of you;

                 III.            your personal information must be securely kept to prevent unauthorised access;

                IV.            you have a right to know what information an organisation holds about you;

                 V.            your personal information must be deleted when it is no longer required; and vi. information about your internet use must be protected even where the information being collected is not personally identifiable.

13.2    At Veritas Solicitors., we make sure we stick to these data protection and e-privacy laws. As mentioned above, information about the laws, and your rights, can be found on the ICO’s website – www.ico.org.uk

14.      Confidentiality

14.1    Veritas Solicitors commits to keeping your personal information confidential save that we will keep your information only for as long as it is relevant and useful for the purpose for which it was originally collected.

14.2    If we cease your custom, your personal information (i.e. the information you gave us when you registered, such as your email address) will be kept with all other information we might hold about you for storage purposes.

15.      Security Measures

15.1    Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

15.2    Unfortunately, the sending of information via the internet is not completely secure. Although we will do our utmost to protect your information, we cannot guarantee the security of your data sent via conventional post/mail; any sending of information is therefore at your own risk.

14.      Our Details

14.1    This website is owned and operated by Veritas Solicitors LLP.

14.2    We are registered in England and Wales under registration number OC332899 and our registered office is:

·         City View House, 5 Union Street, Manchester, M12 4JD.

14.3    Our principal place of business is:

·         City View House, 5 Union Street, Manchester, M12 4JD.

14.4    Contacting us:

·         POST: City View House, 5 Union Street, Manchester, M12 4JD.

·         TELEPHONE: contact numbers on our website, Monday to Friday between 9:00am to 5:30pm; or

·         EMAIL: using the email address published on our website.

15.      Data protection officer

15.1    Our data protection officer has the decisive responsibility within Veritas Solicitors and his contact details are:

·         Data Protection Manager, Veritas Solicitors LLP, City View House, 5 Union Street, Manchester, M19 3AG. 

 

16.      Changes to this policy

16.1    Our privacy policy may change from time to time. Any changes we may make to our privacy policy in the future will be posted on this page, and, where appropriate, notified to you by email.

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