Privacy Notice and Policy
Newtons respects your privacy and is committed to protecting your personal data.
Important information and who we are
Newtons Solicitors Limited (Newtons) of St James’ Business Park, 5 Grimbald Crag Court, Knaresborough, HG5 8QB. We are a company registered in England under company number 06811602 and regulated by the Solicitors Regulation Authority No.512177. Our VAT registration number is 973955758.
Website URL: https://www.newtons.co.uk . Further details about our website can be obtained from our Website Management and Use Policy.
Purpose of this privacy notice
This privacy notice aims to give you information on how Newtons collects and processes your personal data that you provide us with, including any data you may provide when visiting and using our website.
If you are a client of Newtons, it is important that you read this privacy notice together with our Terms of Business and any letter of engagement sent to you. This privacy notice supplements such terms of engagement and is not intended to override them.
Newtons Solicitors Limited is the data controller and responsible for your personal data (collectively referred to as “Newtons”, “we”, “us” or “our” in this privacy notice). Newtons Solicitors Limited is registered as a data controller with the Information Commissioner’s Office (ICO).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.
Newtons Solicitors Limited
Data privacy manager: Claire Armer, Director
Email address: firstname.lastname@example.org
Postal address: St James Business Park, 5 Grimbald Crag Court, Knaresborough, HG5 8QB
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated May 2018. This policy will be reviewed on an annual basis by the data privacy manager.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
- The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers.
- Financial Data includes bank account and payment card details.
- Profile Data includes feedback and survey responses.
- Usage Data includes information about how you use our website.
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
- Technical Data this may include internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
If you fail to provide personal data
Where we need to collect personal data by law, or in accordance with terms upon which you have engaged our professional services, and you fail to provide that data when requested, we may not be able to provide the legal services required and we may have to cancel our client retainer with you, we will notify you if this is the case at the time.
- How is your personal data collected?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- submit an enquiry form on our website;
- instruct us to provide you with our professional legal services;
- request a quote for our professional legal services;
- subscribe to any newsletters or publications;
- you submit an application to us for a job or work placement; or
- provide us with feedback.
- Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
- if you have any dealings or associations with a person or party who is a client of Newtons;
- Identity and Contact Data from publicly availably sources such as, but not limited to, Companies House, HM Land Registry and the electoral roll.
- How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- to verify your identity;
- to verify the source of funds to be used in transactions where we are instructed;
- in the provision of our professional legal services, including all forms of correspondence with you, billing, record and account keeping;
- where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- where we need to comply with a legal or regulatory obligations such as anti-money laundering regulations.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending you with details of other legal services or events that we consider to be of interest to you. You have the right to withdraw consent to marketing at any time by contacting us at email@example.com
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
- Disclosures of your personal data
We may have to share your personal data with third parties including but not limited to:
- accountants, external auditors or accrediting organisations;
- regulatory bodies or authorities in circumstances where we are under a legal or regulatory duty to disclose information, for example, information relating to the prevention of fraud or money laundering;
- other parties acting or involved in related transactions or matters in connection with the provision of legal services we are instructed to carry out on your behalf; and
- third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
- We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
- Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We do not transfer your personal data outside the European Economic Area (EEA).
- Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you are a client of the firm, after completing your work, unless you ask us to return all documents to you, we will keep our file of your papers for most matters for up to six years. The common exceptions to this rule for example residential purchases which we retain for 12 years, and wills and powers of attorney, which we retain indefinitely.
- Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). Please note, despite a request for erasure of personal data, we may be required to retain certain information to comply with regulatory or legislative requirements.
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal information to another party.