Wilson Bramwell Solicitors
We take your privacy very seriously.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including 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.
Do you need extra help?
If you would like this policy in another format please contact us as set out below.
We, us, our: Wilson Bramwell Solicitors, 34 Victoria Avenue, Harrogate HG1 5PR
Personal data: Any information relating to an identified or identifiable individual
Personal data we collect about you
We would normally collect the following data in the course of acting for you.
Your name, address and telephone number
Information to enable us to check and verify your identity, e.g. your date of birth or passport details
Electronic contact details, e.g. your email address and mobile phone number
Information relating to the matter in which you are seeking our advice or representation
Your financial details so far as relevant to your instructions, e.g. the source of your funds if you are instructing us on a purchase transaction
Depending upon the nature of your instructions, we may also collect the following data.
Your National Insurance and tax details
Your bank and/or building society details
Details of your professional online presence
Information to enable us to undertake a credit or other financial checks on you
Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter or a will
Your employment status and details including salary and benefits, e.g. if you instruct us on a matter and this is relevant to your circumstances
Personal identifying information, such as your eye colour, your parents’ names or your telephone number, for example if you instruct us to incorporate a company for you (which requires these online security details).
Your medical records, e.g. if we are acting for you in a probate 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.
We collect most of this information from you. However, we may also collect information:
from publicly accessible sources, e.g. Companies House or HM Land Registry;
directly from a third party, e.g.:
· credit reference agencies;
· client due diligence providers;
from a third party with your consent, e.g.:
· your bank or building society, another financial institution or advisor;
· consultants and other professionals we may engage in relation to your matter;
· your doctors, medical and occupational health professionals;
· via our information technology (IT) systems, e.g. email.
How your personal data is collected
Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:
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:
How and why we use your personal data
To provide legal service 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 our professional, legal and regulatory obligations that apply to our business, e.g. 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
Ensuring business policies are adhered to, e.g. policies covering security and internet use. We collect this information for our legitimate interests or those of a third party
For our legitimate interests or those of a third party, e.g. to prevent and detect criminal activity that could be damaging for us and for you we use your personal data
Ensuring the confidentiality of commercially sensitive information
Preventing unauthorised access and modifications to systems
Updating and enhancing client records
Ensuring safe working practices, staff administration and assessments
External audits and quality checks, e.g. for CQS accreditation
The above does not apply to special category personal data, which we will only process with your explicit consent.
WHAT WE USE YOUR PERSONAL DATA FOR
Professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts;
Other third parties where necessary to carry out your instructions, e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
Credit reference agencies;
Our insurers and brokers;
External auditors, e.g. in relation to CQS accreditation and the audit of our accounts;
External service suppliers, representatives and agents we use to make our business more efficient such as shredding and safely disposing of documents.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
Who we share your personal data with
Information may be held at our offices at 34 Victoria Avenue, Harrogate HG1 5PR or our off-site storage facilities.
Where your personal data is held
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.
As and when it is no longer necessary to retain your personal data, we will delete or anonymise it.
How long your personal data will be kept
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 (the right of access)
Rectification. The right to require us to correct any mistakes in your personal data
To be forgotten. The right can require us to delete your personal data
Restriction of processing. The right to require us to restrict processing of your personal data—in certain circumstances, e.g. 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 to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
If you would like to exercise any of those rights, please:
email, call or write to us—see below: ‘How to contact us’; and
let us have enough information to identify you (e.g. 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.
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 if we suspect a data security breach has occurred in accordance with our legal obligations.
Keeping your personal data secure
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.
How to contact us
Our contact details
34 Victoria Avenue, Harrogate HG1 5PR
Telephone: 01423 313031