At Olives Solicitors, we take data privacy seriously and when we process your personal data we do so in compliance with the General Data Protection Regulation (GDPR). This policy sets out how we use information provided to us when you instruct us. We are committed to ensuring your privacy is protected and you can be assured that any information provided to us will only be used in accordance with this policy.
We will only use your personal data as instructed by you, as allowed by law i.e.the EU General Data Protection Regulation (GDPR) and other relevant legislation and as guided by our professional obligation to keep your information confidential.
What we collect
We may collect the following information
- name and job title.
- contact information including addresses, telephone number and email addresses.
- date of birth, passport details or other information to enable us to undertake credit or anti-money laundering checks.
- other information which is relevant to our dealings with you.
What we do with the information we gather
We require this information to understand your needs and provide the best possible service to you, but may also collect information from other third party sources such as:
- HM Land Registry or Companies House
- Credit reference checkers
- Your bank or building society
- Other professionals engaged in relation to your matter
How we use your personal data
We will only use your personal data for legitimate reasons, for example:
- to comply with legal, audit or regulatory obligations
- to carry out your instructions
- to share with other people or organisations involved in your matter
- for legitimate reasons in relation to your matter
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal data we collect from and on your behalf.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We may use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Controlling your personal information
In relation to the data held by us you have the following rights:
- to ask for a copy of your personal data
- to require us to correct any mistakes in the data held
- to ask that we delete your personal data in certain circumstance
- to stop using personal data for direct marketing purposes
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
You may request details of personal information which we hold about you under the GDPR and generally this service will be free of change. However, we may apply a charge or refuse to comply if any request is excessive or repetitive. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the address below. We aim to deal with any request with one month of receipt.
How long will we keep your data?
We will keep your personal data after we have finished advising or acting for you. We will not keep your data for any longer than is necessary and this will be in line with our current retention policy. You can ask for details of our current retention policy at any time.
The reason we retain personal data are follows:
- to answer any future questions or queries you may have
- to keep records required by law
- to carry out conflict checks
- to demonstrate how we treated you
Who you can complain to
If you are unhappy about how we are using your information or how we have responded to your request , then initially you should contact our Data Protection Officer using any of our means of contact.
If your complaint remains unresolved , then you can contact the Information Commissioner’s Office. Details are available at www.ico.gov.uk
IMPORTANT NOTICE: The information you provide will be only used by us to administer your enquiry and any response. Use of this form does not create a solicitor-client relationship and information transmitted will not necessarily be treated as privileged or confidential. If you are a client, please get in touch with your usual firm contact directly for the most timely response.