Beaty & Co is committed to protecting your privacy. This notice explains when and why we collect personal information about you; how we use it, the conditions under which we may disclose it to others and how we keep it secure.
For clients of this firm, you should read this notice alongside our general terms and conditions which provide further information on confidentiality, data privacy etc.
This notice does not apply to any websites that may have a link to ours.
This notice explains:-
- Who we are
- What information we may collect about you
- Sources of information
- Why we need it
- How this information is stored
- How this information is used
- How long we keep it for
- What are your rights
- Complaints about the use of personal data
Who we are
Within the contents of this Privacy Notice ‘we’, ‘us’ and ‘our’ refers to Beaty & Co., Solicitors a registered company under company number 7883248, authorised and regulated by the Solicitors Regulation Authority under number 566607. We are registered with the Information Commissioner’s Office under number 3170939.
What information we may collect about you
The exact information we will request from you will depend on what you have asked us to do or what we are contracted to do for you. This notice is intended for clients and prospective clients only.
Under the Data Protection Act 2018 (‘DPA’) there are two types of personal data (personal information) that you may provide to us:-
- Personal data: is the general information that you supply about yourself – such as your name, address, gender, date of birth and contact details.
- Special category personal data: by its nature, more sensitive information and may include your racial or ethnic origin, religion, health or criminal convictions.
In the majority of cases personal data will be restricted to basic information and information needed to complete ID checks. However some of the work we do may require us to ask for more special category personal data.
Sources of information
Information about you may be obtained from a number of sources: including:
- You may volunteer the information about yourself
- You may provide information relating to someone else – if you have the authority to do so
- Information may be passed to us by third parties in order that we can undertake your legal work on your behalf. Typically these organisations can be:
- Banks or building societies
- Panel providers who allocate legal work to law firms
- Organisations that have referred work to us
- Medical or financial institutions – who provide your personal records/information.
Why we need it
The primary reason for asking you to provide us with your personal data is to allow us to carry out your requests – which will ordinarily be to represent you and carry out your legal work.
The following are some examples, although not exhaustive, of what we may use your information for:
- Verifying your identity
- Verifying source of funds
- Communicating with you
- To establish funding of your matter or transaction
- Obtaining insurance policies on your behalf
- Processing your legal transaction including providing you with advice, carrying out litigation on your behalf, attending hearings on your behalf, preparing documents or to complete transactions.
- Keeping financial records of your transactions and the transactions we make on your behalf
- Seeking advice from this parties; such as legal and non-legal experts
- Responding to any complaint or allegation of negligence against us.
How this information is stored
We keep any information about you, usually in computer or manual files, secure and safe and take all reasonable measures to protect it whilst it is in our care. We have effective physical, electronic and managerial procedures to safeguard and secure the information we hold about you.
We have high standards of technology and operational security in order to protect personally identifiable data from loss, misuse, alteration or destruction. Similarly, we adopt a high threshold when it comes to confidentiality obligations and both internal and external parties have agreed to protect confidentiality of all information; to ensure all personal data is handled and processed in line with our stringent confidentiality and data protection policies.
We use computer safeguards such as firewalls and data is password protected and accessed only by a limited number of staff on a need to know basis. We are Cyber Essentials compliant.
We do not store debit/credit card details and destroy or obscure these as soon as your payment is processed.
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
How this information is used
Generally we will only use your information within Beaty & Co. However there may be circumstances, in carrying out your legal work, where we may need to disclose some information to third parties, for example:
- HM Land Registry to register a property
- HM Revenue & Customs, e.g. for Stamp Duty Land Tax purposes
- Court or Tribunal
- Solicitors acting on the other side
- Asking an independent Barrister or Counsel for advice, or to represent you
- Non legal experts to obtain advice or assistance
- Translation agencies
- Contracted suppliers
- External authorities or our Regulator: e.g. SRA
- Bank or Building Society or other financial institutions
- Insurance Companies
- Providers of identity verification
- Any disclosure required by law or regulation; such as the prevention of financial crime and terrorism
- If there is an emergency and we think you or others are at risk.
In the event any of your information is shared with the aforementioned third parties, we ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.
There may be some uses of personal data that may require your specific consent. If this is the case we will contact you separately to ask for your consent which you are free to withdraw at any time.
How long will we keep it for
Your personal information will be retained, usually in computer or manual files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. For example:
- As long as necessary to carry out your legal work
- For a minimum of 7 years from the conclusion or closure of your legal work; in the event that you, or we, need to re-open your case for the purpose of defending complaints or claims against us
- For the duration of a trust
- Some information or matters may be kept for 16 years – such as commercial transactions, sales of leasehold purchases, matrimonial matters (financial orders or maintenance agreement etc)
- Probate matters where there is a surviving spouse or civil partner may be retained until the survivor has died in order to deal with the transferrable Inheritance Tax allowance
- Wills and related documents may be kept indefinitely
- Deeds relating to unregistered property may be kept indefinitely as they evidence ownership
- Personal injury matters which involve lifetime awards or PI Trusts may be kept indefinitely.
What are your rights?
Under the DPA you are entitled to request a copy of your personal data (otherwise known as a Subject Access Request). If you wish to make a request, please do so in writing addressed to Cathy Hawks or contact the person dealing with your matter.
A request for access to your personal data means you are entitled to a copy of the data we hold on you – such as your name, address, contact details, date of birth, information regarding your health etc. This means that a Subject Access Request will not normally result in you getting a copy of your file because you are only entitled to your personal data – not the documents that contain that data.
Complaints about the use of personal data
If you wish to raise a complaint on how we have handled your personal data, you can contact Cathy Hawks who will investigate further. She can be contacted by writing to the office or by e-mail to email@example.com
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).
When you visit our site https://www.beaty.co.uk you remain anonymous. However, on some pages you may be required to provide personal data to contact us. The types of personal data collected at these pages may include name, company, address, e-mail address, telephone number and fax number. We regard all these fields as personal data and as such treat them with strict confidentiality.
The privacy practices set out in the privacy notice are for this site https://www.beaty.co.uk only. Other websites we may provide links to may have different privacy practices. If you follow a link to, or other otherwise visit these or any other websites, please review the privacy policies posted on those sites.
The following are examples, although not exhaustive, of how we collect your personal data:
- Submitting an online enquiry
- Following/liking/subscribing to our social media channels
- Take part in one of the competitions or promotions we run on the website or on our social media channels
- Agree to fill in a questionnaire or submit any queries or concerns you have via e-mail or on social media channels
- Post information to our social media channels, for example when we offer the option for you to comment on, or join, discussions
- When you leave a review about us.
The following are examples, although not exhaustive, of how we may use your personal data for our legitimate business interests:
- Fraud prevention
- Direct marketing
- Network and information systems security
- Data/analytics/enhancing, modifying or improving our services
- Identifying usage trends
- Determining the effectiveness of promotional campaigns and advertising
We may use your personal information for legitimate interests such as direct marketing or under reasonable expectation to provide you with information you would expect to receive or that would benefit and enhance our relationship. This information will help us review and improve our products, services and offers.
You have the right to object to this processing. Should you wish to do so please email firstname.lastname@example.org.
We will only ever use non sensitive personal information to target individuals with marketing materials, such as name, address, telephone, email, job description and previous buying behaviour. Sensitive personal data or specific details will never be used to target marketing communications. We may use personalisation to collect analytics to inform marketing and produce relevant content for the marketing strategy to enable it to enhance and personalize the “consumer experience”.
If you do not wish us to contact you in this way please email email@example.com
Use of application logs for diagnostics or to gather statistical information
The web server our website resides on automatically records information (“Application Log Data”) created by your use of our website. Application Log Data may include information such as your IP address, browser type, operating system, the referring web page, pages visited, location, your mobile carrier, device and application IDs, search terms, and cookie information, all of which is deleted automatically after a 12 month period.
How we protect your information
We implement a variety of security measures to maintain the safety of your personal information when you contact us or complete our survey. All supplied sensitive information is transmitted in an encrypted format via Secure Socket Layer (SSL).
Any questions regarding this notice and our privacy practices should be sent by email to firstname.lastname@example.org.