PRIVACY POLICY

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.

Key terms
It would be helpful to start by explaining some key terms used in this policy:

We, us, our – Jones Kinvig Lawyers Limited

Personal data – Any information relating to an identified or identifiable individual

Special category personal data – Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership
Genetic and biometric data
Data concerning health, sex life or sexual orientation

Personal data we collect about you

When submitting the online enquiry form we will collect some basic information from you such as your name, address, telephone number and e-mail address.

We will use this information to contact you in accordance with your request and we will ensure it is kept strictly confidential. We will not disclose any information to third parties without your consent.

Any personal information that we obtain from our websites will be collected and used in accordance with current Data Protection legislation and applicable regulation.

We may gather information from visitors to this website which may include the use of “cookies”. A cookie is a small piece of text which stored on your computer by your web browser.

These cookies will not personally identify you but will distinguish you from other users which helps us to provide you with a better experience when you use our website. For instance, the information stored from your last visit to the website will enable you to find what you are looking for more easily on subsequent visits.

Cookies also allow us to count the number of visitors to our website and see how users move around the site when they are using it. This helps us understand how visitors are using our website so that we can develop and improve its design.

The default setting for most browsers is to accept “cookies”. If you prefer you can change your settings to refuse them although by doing this you will not be able to take full advantage of our website.

The table below sets out the personal data we will or may collect in the course of advising and/or acting for you.

Personal data we will collect

Your name, address and telephone number
Information to enable us to check and verify your identity, eg your date of birth or passport details
Your National Insurance number
Electronic contact details, eg your email address and mobile phone number
Information relating to the matter in which you are seeking our advice or representation
Information about your use of our IT, communication and other systems, and other monitoring information, eg if using our secure online client portal
Your medical records as we are acting for you in a personal injury claim

Personal data we may collect depending on why you have instructed us
Your tax details
Your bank and/or building society details
Your employment status and details including salary and benefits, eg if you instruct us on matter in which your employment status or income is relevant to your personal injury claim
Your employment records including, where relevant, records relating to sickness and attendance, if relevant to your personal injury claim
Your DWP records, if relevant to your personal injury claim
Your HMRC records, if relevant to your personal injury claim
Your Gym/Leisure records, if relevant to your personal injury claim
Your Bank/Earnings records, if relevant to your personal injury claim

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

How your personal data is collected

We collect most of this information from you. However, we may also collect information:

• from publicly accessible sources, eg Companies House or HM Land Registry;
• directly from a third party, eg:

sanctions screening providers;
credit reference agencies;
client due diligence providers;

• from a third party with your consent, eg:

your bank or building society, another financial institution or advisor;
consultants and other professionals we may engage in relation to your matter;
your employer and/or trade union, professional body or pension administrators;
your doctors, medical and occupational health professionals;

• via our website
• via our information technology (IT) systems, eg:

case management, document management and time recording systems;
other technical systems, such as our computer networks and connections, email

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason for doing so, eg:
• to comply with our legal and regulatory obligations;
• for the performance of our contract with you or to take steps at your request before entering into a contract;
• for our legitimate interests or those of a third party; or
• where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The table below explains what we use (process) your personal data for and our reasons for doing so:

What we use your personal data for

To provide legal services to you For the performance of our contract with you or to take steps at your request before entering into a contract
Conducting checks to identify our clients and verify their identity
Screening for financial and other sanctions or embargoes
Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety regulation or rules issued by our professional regulator To comply with our legal and regulatory obligations
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies To comply with our legal and regulatory obligations
Ensuring business policies are adhered to, eg policies covering security and internet use For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control For our legitimate interests or those of a third party, ie to be as efficient as we can so we can delivery the best service for you at the best price
Ensuring the confidentiality of commercially sensitive information For our legitimate interests or those of a third party, ie to protect our intellectual property and other commercially valuable information
To comply with our legal and regulatory obligations
Statistical analysis to help us manage our practice, eg in relation to our financial performance, client base, work type or other efficiency measures For our legitimate interests or those of a third party, ie to be as efficient as we can so we can delivery the best service for you at the best price
Preventing unauthorised access and modifications to systems For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you
To comply with our legal and regulatory obligations
Updating client records For the performance of our contract with you or to take steps at your request before entering into a contract
To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our clients about existing and new services
Statutory returns To comply with our legal and regulatory obligations
Ensuring safe working practices, staff administration and assessments To comply with our legal and regulatory obligations
For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Marketing our services to:
—existing and former clients;
—third parties who have previously expressed an interest in our services;
—third parties with whom we have had no previous dealings. For our legitimate interests or those of a third party, ie to promote our business to existing and former clients
External audits and quality checks, eg for the Law Society, Lexcel, ISO or Investors in People accreditation and the audit of our accounts For our legitimate interests or those of a third party, ie to maintain our accreditations so we can demonstrate we operate at the highest standards

To comply with our legal and regulatory obligations

The above table does not apply to special category personal data, which we will only process with your explicit consent.
Promotional communications

We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services.

We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never share it with other organisations for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

• contacting us by e-mail at info@jklawyers.co.uk

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your personal data with

We routinely share personal data with:

• professional advisers who we instruct on your behalf or refer you to, eg barristers, medical professionals, motor engineers, accountants, tax advisors or other experts;
• other third parties where necessary to carry out your instructions
• our insurers and brokers;
• external auditors, eg in relation to [ISO [or Lexcel] accreditation and the audit of our accounts;
• our banks;
• external service suppliers, representatives and agents that we use to make our business more efficient, eg typing services, statement takers, marketing agencies, document collation or analysis suppliers;
• Recommenders, see Client care letter
• Hire and Motor Repair companies we instruct

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensuring they can only use your personal data to provide services to us and to you.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring.

Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

Where your personal data is held

Information may be held at our offices, third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).

How long your personal data will be kept

We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:

• to respond to any questions, complaints or claims made by you or on your behalf;
• to show that we treated you fairly;
• to keep records required by law.

We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. Further details on this are available in our terms and conditions.

Your rights

You have the following rights, which you can exercise free of charge:

Access The right to be provided with a copy of your personal data
Rectification The right to require us to correct any mistakes in your personal data
To be forgotten The right to require us to delete your personal data—in certain situations
Restriction of processing The right to require us to restrict processing of your personal data—in certain circumstances, eg if you contest the accuracy of the data
Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object The right to object:
—at any time to your personal data being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

• email, call or write to see below: ‘How to contact us’; and
• let us have enough information to identify you (eg your full name, address and client or matter reference number);
• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
• let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information.

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
Changes to this privacy policy

This privacy policy was published on 25th May 2018 and last updated on 25th May 2018.

We may change this privacy policy from time to time and when we do we will inform you via e-mail or post.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

Jones Kinvig Lawyers
42 Hamilton Square
3rd Floor
Birkenhead
Wirral
CH41 5BP

Email- info@jklawyers.co.uk

Tel: 0151 647 0849