Here at Anthony Philip James & Co Limited, we understand that protecting your personal information is very important.
If you have any comments or queries regarding our use of your data, please contact our Data Protection Officer at firstname.lastname@example.org.
Alternatively, you can write to our Data Protection Officer, APJ Solicitors, 7700 Daresbury Park, Daresbury, Warrington, WA4 4BS.
1. What personal information do we collect?
In general terms, we seek to collect information about you so that we can:
- Administer our relationship with you, provide services and respond to enquiries.
- Enable business development including sending legal updates, publications and details to events.
- Process applications for employment.
- Deliver requested information to you about our services and our subsidiaries.
- Ensure the billing of any procured services and obtain payment.
- Process and respond to any complaints.
- Enable us to meet our legal and other regulatory obligations imposed on us.
- Audit usage of our websites.
The information that we need for these purposes is known as your “personal data”. This includes your name, home address, email address, telephone and other contact numbers and financial information. We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter.
We also process sensitive classes of information that includes:
- Physical or mental health details, and
- Racial or ethnic origin
We will seek your permission if we need to record any of your sensitive personal data on our systems.
Where appropriate we voice record our customer interactions, therefore any information captured via this medium will automatically be stored, for training and monitoring purposes.
We collect this in a number of different ways.
- When you make an application or enquiry to us either by phone, email, our website, by a third party or by any other means.
- Information received from a third party, for example where you have previously agreed for your information to be shared with us if you have been introduced to us by another company.
- When you participate in market research, competitions and promotions provided by us, or on our behalf.
- By adding reviews or interacting with us using social media such as Twitter or Facebook.
- When we may need to obtain up to date information about you to meet our legal or regulatory obligations.
- Where you have given permission for your information to be provided to us.
How we use your personal information?
We will only collect and use your personal information in accordance with data protection laws. Our grounds for processing your personal information are as follows:
- Contractual: When it is necessary to enter into or fulfil a contract we have with you.
- Consent: Where necessary we will only collect and process your personal information if you have consented for us to do so. For example, when you make an enquiry on our website to be contacted regarding a service we provide and have given your preferred contact information/method.
- Legal Obligation: Where we have a legal or regulatory obligation to do so.
- Legitimate Interests: We may use and process some of your personal information where we have sensible and legitimate business grounds for doing so and it is necessary to protect your vital interests; or it is in our legitimate interest to do so and it is not against your rights.
- Other: We may also use aggregate information and statistics for the purposes of monitoring website usage in order to help us to develop our website and our services and may also provide aggregate information to third parties. These statistics will not include information that can be used to identify you.
How we may contact you regarding products and services
If you have provided us with your consent or where we are legally entitled to do so, we may contact you to let you know about other offers, products and services that we can provide, which we think you may be interested in or that may benefit you. We may do this through post, emails, text messages, telephone, social media or other electronic means.
You can let us know at any time if you would no longer like to receive these messages. You can contact us using the details below, emailing our Data Protection Officer at email@example.com
Who do we share information with?
We control the use of your data as you have directed.
To allow us to provide our services to you, the following third parties provide critical functions to our business and will process your personal information as directed by us and in accordance with strict data security arrangements:
- Our Systems and IT: we use a third party firm who provide essential storage arrangements (including call recordings), software and support to our infrastructure;
- Post and Printing: we may use an outsourced print-house who manages our printing, they receive a copy of postal communication and print and send this on our behalf;
- Our Regulators: we may be required to provide your data to our Regulators.
- Our Professional Services: we use professional legal, consultancy and accountancy services to help us fulfil our legal obligations.
We do not sell your data to third parties in any circumstances. We have carefully selected our third parties due to their commitment to keeping your data safe, and all data is processed within the European Union and subject to the same legislation. If you request us to stop processing your data, we will also communicate this to the relevant third parties if they are processing this on our behalf. If you have any concerns about the above third parties, please let us know and we can provide advice and support to help you manage your data preferences.
We may also share data with the following organisations:
- Payment Service companies that process transactions for us (e.g. Direct Debits and card transactions, automated payment service).
- Communication providers (e.g. telephone line providers, and email and text/live chat service providers).
- PR & Marketing agencies who help to promote our products and services and manage our brands.
- Advertisers and social media companies such as Facebook, Google and Twitter for our social media accounts or where we can contact you using your social media account.
- Third parties who may have introduced you to our services.
- Other Third Parties: Where we have your consent to do so, or where we are required to do so under a legal or regulatory obligation, for example where we are required to do so by a court order, the police, local authorities or the courts. We might share some of your information with the emergency services if we think you are in any immediate danger.
Sharing your data outside of the EEA
None of the information that we collect, process or store as a result of this website is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.
Fraud Prevention Agencies
The personal information we have collected from you may be shared with law enforcement agencies and fraud prevention agencies who will use it to prevent fraud, money-laundering and terrorist financing and to verify your identity. If fraud is detected, you could be refused certain services, finance or employment. Further details of how your information is used by us and these fraud prevention agencies, and your data protection rights, can be found by contacting us or email our Data Protection Officer at firstname.lastname@example.org
Data Privacy and security
We take the protection of personal information very seriously and we will deploy appropriate measures to maintain the confidentiality, integrity and availability of the information you have provided. Such measures include:
- Company security policies and standards.
- Staff security awareness.
- Role based and biometric access controls to prevent unauthorised access to the information.
- Encryption and anonymisation technology.
- Anti-malware technologies.
- Security monitoring.
- Security testing.
- Secure archiving and deletion.
- Compliance with industry regulation and legislation.
We maintain a comprehensive data management work programme, which includes processes for ensuring that data protection is a key consideration of all new and existing IT systems that hold personal data. Where any concerns, risks or issues are identified, we conduct relevant impact assessments in order to determine any actions that are necessary to ensure optimum privacy.
We also maintain an active information security work programme which seeks to protect the availability, confidentiality and integrity of all physical and information assets. Specifically, this helps us to:
- Protect against potential breaches of confidentiality.
- Ensure all IT facilities are protected against damage, loss or misuse.
- Secure archiving and deletion.
- Increase awareness and understanding of the requirements of information security, and the responsibility of our colleagues to protect the confidentiality and integrity of the information that they handle; and
- Compliance with industry regulation and legislation.
- Ensure the optimum security of this website.
Under the terms of data protection legislation, you have the following rights
Right to Be Informed
This privacy notice, together with our Cookies Policy, fulfils our obligation to tell you about the ways in which we use your information as a result of you using this website.
Right to Access
You have the right to ask us for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.
To make Subject Access Request, please write to our Data Protection Officer, APJ Solicitors, 7700 Daresbury Park, Daresbury, Warrington, WA4 4BS or email email@example.com
Right to Rectification
If any of the information that we hold about you is inaccurate, you can either:
- Contact us on 0800 028 9791 or email: firstname.lastname@example.org
- Contact our Data Protection Officer, APJ Solicitors, 7700 Daresbury Park, Daresbury, Warrington, WA4 4BS
Right to Be Forgotten
From 25 May 2018, you can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. For further information, please email our Data Protection Officer at email@example.com
Right to Object
You have the right to object to:
The continued use of your data for any purpose listed above for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time. The continued use of your data for any purpose listed above for which the lawful basis of processing is that it has been deemed legitimate.
Right to Restrict Processing
If you wish us to restrict the use of your data please contact our Data Protection Officer at firstname.lastname@example.org
Right to Data Portability
In some cases you may be able to request for your information to be provided to you or to another company in a format that can be processed electronically by you or the other company. If you want to request this you’ll need to contact us.
Rights Related To Automated Decision-Making
If you would like to object to automated decision making without any individual involvement, and to the profiling of your data, please contact our Data Protection Officer at email@example.com
There may be occasions where we are unable to delete the data due to our legal or regulatory obligations. We will however discuss this with you if you request for your information to be deleted.
How long do we keep your personal information for?
We will typically retain information for a period of seven years. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients and non-clients.
We use publicly available social media platforms to promote our services, to provide updates and to share any news and promotional updates. We may collect personal information from these social media platforms, for example, if you post a message on our Facebook page. By providing any of your information to us through these platforms you should be aware that:
- The social media web pages are publicly available and you must not provide any personal or sensitive information on our pages that are accessible to the public, such as your account information. We may ask you for your account information via a private message to identify you and to service any request you make; and<
Other types of advertising
We do not have any control over the advertisements you see on other third party websites however you can request to opt out or customise these advertisements by using the Google Ads Preference Manager.
We record any telephone calls you make to us or we make to you or any other third party. This is for training, monitoring and quality purposes and to meet our legal and regulatory obligations. Some telephone calls may be observed by staff for training and development purposes.
We may keep a copy of the telephone calls for up to 7 years from the date the telephone call was made.
When using this website, some information may be collected automatically using ‘cookies’. These are small text files which facilitates the processing of your data and enables us to analyse how the site is being used.
Two types of cookies are used:
- Temporary cookies which form part of the security process while you are using the website.
- Permanent cookies which identify the link you used to find our website check your browser so that we can make sure that our website and services work well with your computer and to help us monitor traffic on our website.
If you have any questions or queries about how we use your personal information you can contact us or our Data Protection Officer using the address or email below:
Data Protection Officer
7700 Daresbury Park
If you are not happy with how we process your personal information you should contact us in the first instance. If you’re not happy with how we have dealt with your complaint you have the right to lodge a complaint with the Information Commissioner’s Office. You can find their details on their website at https://ico.org.uk/