Scope and Purpose of this Privacy Notice
This Privacy Notice explains how Forbes Hall LLP (“Forbes Hall”, “we”, “us”, “our”) collects, uses, shares and otherwise processes your Personal Data in connection with your relationship with us as a client of Forbes Hall LLP, acting for a client or being generally interested in our services in accordance with applicable data privacy laws and the General Data Protection Regulation (“GDPR”) which will become applicable as of 25th May 2018.
“Personal Data” as used in this Privacy Notice means any information relating to you such as your name and contact details and other information as set out below in the “Information we collect” section. Personal Data does not include data from which you can no longer be identified such as anonymised aggregate data.
Forbes Hall LLP
Forbes Hall LLP is a limited liability partnership registered in England and Wales under number OC341039 and its registered office is at 3 Johnston Road, Woodford Green, Essex IG8 0XA.
Forbes Hall LLP is authorised and regulated by the Solicitors Regulation Authority under number 497580.
Forbes Hall LLP does not accept service of formal documents by way of email or fax.
Information we collect
We collect Personal Data you give us which may include the following:
- email address
- telephone numbers
- job title
- tax information
- national insurance number
- any other Personal Data you choose to provide to us
How we collect your information
We collect your information you choose to provide us by letter, telephone, fax, email or any other means of electronic or personal communication.
Uses of your information
We will process your Personal Data if and to the extent applicable law provides a lawful basis for us to do so. We will only process your Personal Data:
- if you have consented to us doing so
- if we need it to perform the contract we have entered into with you or the institution you work for
- if we are required by law to do so or if we reasonably believe that the use or disclosure is necessary to protect our rights and/or to comply with judicial or regulatory proceedings, court orders or other legal processes
- if we (or a third party) have a legitimate interest which is not overridden by your interests or fundamental rights and freedoms. Such legitimate interest will be the providing of legal services by us and administrative or operational processes within Forbes Hall
We may also use your Personal Data for fraud prevention, and to inform you about our services, new legal developments and marketing events.
We may need to request specific information from you to help us confirm your identity and ensure your right to access Personal Data. It is therefore important that the Personal Data we hold about you is accurate and current. Please let us know if your Personal Data changes during your relationship with us.
What if you do not provide the Personal Data we request?
It is in your sole discretion to provide Personal Data to us. If you do not provide us with all or some of the Personal Data we request, we may not be able to accept an engagement from you to provide all or some of our legal services. We may, therefore, be prevented from either entering or performing our contract of services with you.
Change of purpose and anonymisation
We will only use your Personal Data for the purposes for which we collect it. This is subject to the exclusions which are set out in this Privacy Notice.
In some circumstances, we may anonymise your Personal Data so that it can no longer be associated with you. In this case, it would no longer be classed as Personal Data.
Sharing your information
We may share your Personal Data with our other Forbes Hall offices as well as other law firms and service providers we work with. We may share your information with your broker, your lender, your accountant, software providers, identity checking agencies or credit reference agencies for use in fraud prevention. We may also have to share your Personal Data with regulators, public institutions, courts or other third parties.
We do not foresee we will have to transfer your Personal Data from the European Economic Area (EEA) to any parties outside of the EEA. However, if we do so we will always ensure that there is a legal basis and a relevant safeguard method for such Personal Data transfer.
Your rights in relation to your Personal Data
You may request access to or seek the erasure or rectification of your Personal Data that we may hold from time to time. You may also advise us of any restrictions you seek to impose on the processing of your Personal Data or of any objection you have to the process of specific information about you. Where you remain unhappy with the response you receive about the treatment of your Personal Data, you can also contact the information commissioner (www.ico.org.uk).
Where you have provided your consent to the collection processing and transfer of your Personal Data, you have the right to fully or partly withdraw your consent. To withdraw please contact us and once we have received notification that you have withdrawn your consent, we will no longer process your Personal Data for the purposes to which you originally consented unless there are compelling legitimate grounds for further processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims. Where we are processing your Personal Data for direct marketing purposes, you have the right to object at any time in which case we will no longer process your Personal Data for such marketing purposes.
How long will we retain your information
We will only retain your Personal Data for as long as necessary to fulfil the purposes for which it was collected and processed. This includes any purposes for satisfying any legal, regulatory, accounting or reporting requirements. We will consider the amount, nature and sensitivity of your Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data and the purposes for which we process your Personal Data. This will determine the appropriate retention period of your Personal Data. Currently, we retain file records and accounting records for a minimum period of six years.
You will, in general, not have to pay a fee to exercise any of your individual rights mentioned in this Privacy Notice. However, we may charge a reasonable fee if your request to exercise your individual rights is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
Changes to this Privacy Notice
We reserve the right to update this Privacy Notice at any time and we will make an updated copy of such Privacy Notice available to you.
If you have any concerns or require any further information, please do not hesitate to contact us.