Hilary Meredith solicitor’s Ltd are committed to protecting and respecting your privacy. Hilary Meredith Solicitors Ltd data controller, in accordance with Data Protection Act 2018 (GDPR) is Hilary Meredith.
As a data controller, Hilary Meredith Ltd will collect and process personal data and special categories of data; which will also be referred to as personal information and sensitive personal information.
We understand how important it is to be compliant when it comes to your personal data; it is not just necessary to meet our legal obligations, but it’s vital to meet our obligations to you as individuals, as our clients.
Hilary Meredith Solicitors will always respect the privacy of individuals whose personal information we will be processing. We will always ensure that all personal information collected and held is only used for the specified and the lawful purposes as stated under the Data Protection Act 2018 (GDPR). We would like to assure all individuals that we act on behalf of, that we have robust standards and processes to ensure all information is used lawfully and responsibly.
What is personal data and special category data?
The Data Protection Act 2018 (General Data Protection Regulations) regards personal data as any information relating to an identifiable person who can be identified directly or indirectly. Examples of personal data include your name, but can also include:
- Online Presence
Special Category data is also described as sensitive personal data. This type of data includes information revealing:
- Racial and ethnic origin
- Political beliefs
- Religious or other beliefs
- Trade union details
- Physical or mental health conditions.
- Sexual life or sexual orientation
- Genetic or biometric data.
The information we will collect and who it relates to.
Here at Hilary Meredith Solicitors, our aim is to collect and use information that is only necessary to carry out your instruction, and to support the business. In order for us to carry out the necessary activities and functions we may ask you for the following information:
Personal details: Your name, Address, email, telephone number, date of birth, family details (including their relation to you), gender, occupation
Identification details: National Insurance number, proof of address, passport, driving license, identification numbers issued by the government or agencies.
Financial Information: Bank account details (including sort code and account details), payment card details, income, expenditure, tax, credit history, insurance details.
Previous and current claims: We ask that you inform us of any current or previous claims. The information we may need regarding previous or current claims include data relating to sensitive personal information, for example your health.
Special categories of personal data: Certain categories have additional protection and guidelines under the Data Protection Act. For example, this includes data relating to: your health, race or ethnic origin, religious or other beliefs, union membership, genetic and biometric data or data concerning your sex life or sexual orientation.
The information we ask for may relate to following category of individuals:
- Other Solicitors and Lawyers
- Claimants and their close associates
- Family members
- Advisers, including professional experts.
- Our employees
- Service providers
Why we collect your personal information.
In order for us to provide you with a legal service, we require key pieces of personal information. The type and amount of data may vary depending on your enquiry. We only process your personal information when we have a genuine need and a lawful basis to do so, in relation to your instruction.
There may be instances where we rely on different lawful processes to those we have set out below. If such a time arises we will inform you of this, in any future privacy notices we provide to you.
Please find below our lawful processes that we rely on to process your personal information:
- The individual (you) gives explicit consent for Hilary Meredith Solicitors to process their personal data whether it is in relation to one or more specific purpose.
- The reason why Hilary Meredith Solicitors processes such personal data is due to the agreement set out alongside the contract the individual is part of. There is also occasions where Hilary Meredith Solicitors will need to process such data, in order to take steps as requested by the individual prior to entering into a contract.
- Processing data is required for compliance purposes that have a legal obligation.
- Hilary Meredith Solicitors are required to process data due to the fact we have legitimate interests or those of our client. This is until such interests are overridden by the interests, or fundamental rights and freedoms of the individual. Their personal information may also require protection, this especially relates to the individual if they are a minor.
Special categories of data (Sensitive personal data):
- The individual gives explicit consent for Hilary Meredith Solicitors to process their personal data, whether it is in relation to one or more specific purpose.
- The data that is processed has been made clearly public and supplied by the individual.
- In order to establish, exercise or defend any legal claims, processing such data is vital. It may also be vital if courts are acting in their judicial capacity.
Below are a number of rights you, as an individual have under the Data Protection Act (GDPR). The rights stated below enables you to have more control, of when and how your personal information is used.
- Right to be informed: this allows you, as an individual to ask and to be told about when and how your personal data is currently being used, and also its intended use in the future.
- Right to access: this enables you, the individual to gain access and if wanted a copy of your personal information, we have to hand. We need to inform you however, that you may not be entitled to gain access or a copy of all information held, if certain exemptions apply. If exemptions do apply then it will be fully explained to you at the moment of your request. We will also inform you if any information has been redacted. For example exemptions can include: if the information is about another individual; may prejudice our regulatory work; subject to legal privilege. If you require access to your file we ask that you put your request in writing.
- Right to erasure: as an individual, you have the right to be forgotten. You can request that we erase the personal information we have collected and are holding. We ask that, if there comes a time you wish to be forgotten, that it is put in writing and is sent to the address stated below. We also like to add that we have a proactive approach when it comes to retention and disposal of all sensitive personal data. Where there is a lawful basis we retain all necessary information for a minimum period of time. The retention period, will always be communicated to you in further correspondents. You can request erasure at any time.
- Right to rectification: at Hilary Meredith Solicitors we understand how vital it is all information we gather is correct. This right allows you, as an individual to have your personal information; that is incorrect, inaccurate or incomplete rectified. Our key aim is to ensure all your information is correctly and accurately noted when first asked. We also try to ensure all information is up to date. If you feel your information is incorrect, please do not hesitate to contact us.
- Right to object: you can object to your personal information being processed in certain ways, and in certain circumstances. This does depend on certain conditions, already set out in the regulation. Unless a relevant exception applies for example: where processing is necessary for the establishment, exercise or defence of a legal claim. Notifications of objections will cease all processing methods.
- Right to portability: this gives you the right to have your information electronically ported or transferred to another organisation. The format of your information must be accessible, readable and reusable. The conditions stated in the regulation, don’t generally apply to Hilary Meredith Solicitors, but if there comes a time where we are capable and have the functions, we will endeavour to do so securely and within a readable format.
- Automated decision making: at Hilary Meredith Solicitors we currently do not carry out any practices or processes that involve any automated decision making, as stated in the Data Protection Act 2018 (GDPR). If automated decision making is developed in the future we will ensure, it will comply with guidelines and regulations. We will also implement robust and suitable safeguards to ensure your rights and freedoms are not impacted. This current privacy statement will also be updated.
As Hilary Meredith Solicitors will control and process your information, we ask if you wish to carry out any of the rights stated under the new act, such as gaining access or you believe the information we have is incorrect; that you contact your case handler directly. Your request can then be processed as quickly as possible. You can also contact us via the details stated below:
Hilary Meredith Solicitors Limited
25 – 27 Water Lane
Cheshire SK9 5AR
Telephone: 01625 539922
Voicing your concerns relating to your personal information.
As previously mentioned under the Data Protection Act 2018 (GDPR); as an individual you have a number of rights, which gives you more control. It also allows you to hold organisations accountable for use of your information. You have the right to refer any concerns you may have regarding, Hilary Meredith Solicitors, use of your information to the Information Commissioner’s Office (ICO). More information can be found on the ICO website: www.ICO.org.uk.
How we keep your information secure
We class all personal information as being sensitive, and we take great care to make sure we handle your information responsibly and with care. We implement a range of organizational and technical systems to safeguard all the information that is provided to us. We implement these systems to ensure that your information is protected against accidental or unlawful destruction, alteration, loss or unauthorized disclosure.
Sharing your data with third parties and gaining further information.
In order to process your enquiry/claim, there may be times that we need to share your personal information with a third party, that act outside of Hilary Meredith Solicitors. We may also gain further personal information from third parties. Below is a list of third parties we may consult for the purposes of obtaining professional advice and complying with our contractual obligations.
- Claimants, including their representatives.
- Current, Past or future employers
- Educators and education bodies
- Healthcare Specialists
- Business Specialists
- Service providers/ suppliers
- Social and welfare organisations
- Recruitment agencies
- Regulatory authorities
- Financial organisations
- Central government databases/ organisations
- Courts and Tribunals
We take great care when sharing key pieces of information. We ensure that it is done in the most secure and appropriate means, to prevent information being lost or accessed without permission. You will be informed when and if your information needs to be shared with a third party. Unless required to do so by law, we will not otherwise share, or distribute any information you provide us without your consent.
Also your file may be subject to external auditing as part of ongoing quality control of this practice. If you do not wish your file to be audited then please inform us in writing.
Hilary Meredith Solicitors are based in the UK. If a time arises that we need to transfer any personal information, outside of the European Economic Area (EEA) we have certain procedures in place. If an international transfer is needed, we ensure that it is done so using secure methods; assuring that the information transferred is safeguarded to prevent any accidental or unlawful loss, unauthorized disclosure, access, alteration or destruction.
If a transfer was to take place, you (the individual) will be notified in advance as would be the recipient. You would both receive all the information, relating to the safeguarding of the information being transferred. The transfer process will only go ahead if there is lawful basis to do so. The transfer will also only take place if the receiving party and country have been approved by the EEA, and the EEA believe they have adequate safeguards in place. If the information was to be transferred to a company in the US, they must be subscribed to the EU-US privacy shield scheme.
Information will only be transferred if we have your explicit consent to do so.
Keeping you in the loop.
Hilary Meredith Solicitors Ltd also operates an opt-in strategy for e-mail bulk communication. Only those who opt-in to receive our e-mails will be added to our bulk communication list. All our e-mail communication will offer an ‘opt-out’ feature that allows you to remove your e-mail address from our files at any time. Even if you opt in you can always opt out when you want to stop receiving information from us.
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Reproduction of the contents, or any part of them, is prohibited except in compliance with the following permission: with written consent from Hilary Meredith Solicitors Ltd