Last updated: September 2019
Matthew Wilkinson Solicitors Limited (Registered in England and Wales, Company Number 7496907) (“us”, “we”, or “our”) operates the http://www.matthewwilkinson.co.uk website. We are a firm of Solicitors authorised and regulated by the Solicitors Regulation Authority under reference 557317 and provide legal services in England and Wales (the “Service”). Our registered office is 39 Albert Road Middlesbrough TS1 1NS.
This page informs you of our policies regarding the collection, use and disclosure of Personal Information when you use our Service.
We are also registered with the Information Commissioner’s Office as a Data Controller and we are committed to protecting your information and privacy in accordance with our professional rules and obligations under the SRA Code of Conduct 2011 and the GPDR and the Data Protection Act 2018.
The person with responsibility for Data Protection within the firm is the Director, Matthew Wilkinson.
The firm has not appointed a Data Protection Officer (DPO. It is not obliged to do so as it is not a Public Authority and its core activities do not require large scale systematic monitoring of individuals, nor large scale processing of special categories of data relating to criminal convictions or offences. The firm considers that any tasks that might have been usefully performed by a DPO would be adequately carried out by the person identified above or otherwise in the manner described in this document. The firm has made suitable alternative arrangements which have been set out in this document.
We use your Personal Information for providing and improving the Service.
- If you provide us with any personal data while using this website we may use it to provide you with any information or services you have requested.
- We may also use it for any other purpose for which you give your consent. For example we may send you additional information about the firm or its services, if you have consented to us doing so.
- Communicating with you and third parties in the normal course of your enquiry or matter
- updating and enhancing client records
- analysis to help us manage our practice
- statutory returns
- legal and regulatory compliance
- Information and identity documents for anti-money laundering checks will be processed only for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.
- replying to queries or complaints
- processing enquiries received for purposes preparatory to engaging in a contract for legal services
- marketing and statistical analysis for the purposes of our business ( but we will not send you marketing material after completion of your matter without your consent)
We collect information that your browser sends whenever you visit our Service (“Log Data”). This Log Data may include information such as your computer’s Internet Protocol (“IP”) address, browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages and other statistics.
In addition, we may use third party services such as Google Analytics that collect, monitor and analyze this type of information in order to increase our Service’s functionality. These third party service providers have their own privacy policies addressing how they use such information.
Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer’s hard drive.
We use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Google AdWords remarketing service is provided by Google Inc.
You can opt-out of Google Analytics for Display Advertising and customise the Google Display Network ads by visiting the Google Ads Settings page.Google also recommends installing the Google Analytics Opt-out Browser Add-on for your web browser. Google Analytics Opt-out Browser Add-on provides visitors with the ability to prevent their data from being collected and used by Google Analytics.For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page.
We may employ third party companies and individuals to facilitate our Service, to provide the Service on our behalf, to perform Service-related services or to assist us in analysing how our Service is used. This can include expert witnesses and other professional advisers such as Barristers, including sometimes advisers appointed by another party to your matter. We may also give such information to others who perform services for us, such as managing our marketing, assisting with our enquiry process and information gathering and document services including document signing, witness proofing, status enquiries, telephone, typing or photocopying. Our practice may be audited or checked by our accountants or our regulator, or by other organisations.
These third parties have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We keep records of the data processing activities we carry out and they fall into the specific categories set out below, where we also provide details of the legal basis upon which we process the data.
The legal grounds for processing your information and personal data depend upon the nature of our relationship with you and the context of the processing we carry out:
- Conducting your Matter-Processing is necessary for the performance of a contract with you. The contract or retainer is set out in our Client Care Letter, Terms of Business and any Funding Agreement, which set out the terms of our contract and the services to be provided to you.
- Processing an Enquiry- Processing is necessary to take steps requested by you prior to entering into a contract with you.
- Marketing analytics, Re-marketing, Cookies, Google adwords-Processing is necessary for the purposes of our legitimate interests in managing and promoting our business and reaching customers wishing to use our services, except where those interests are overridden by the interests, or fundamental rights or freedoms of affected individuals. In order to determine this we shall balance factors such as what you were told at the time you provided your data, what your reasonable expectations are, and the nature of the data and if you could be identified from it, how it would impact upon you.
- Legal and Regulatory compliance-Processing is necessary for compliance with mandatory legal obligations to which we are subject.
We retain personal data for as long as is necessary depending upon the purpose for which it was obtained This is in order that we can respond to any queries or issues which may arise following the completion of your enquiry or matter or to comply with our legal obligations ( e.g. there are minimum periods for anti-money laundering regulations). We also may need to retain information or files to conduct legal work, or in responding to Complaints or in establishing or defending claims which could be made against us, for example for negligence in the performance of our duties. We have to take account of the time allowed to bring complaints or to start a negligence claim including the date of knowledge provisions which can extend the usual 6 years period to 3 years from a date of knowledge, although in negligence claims this is subject to a 15 year Long Stop.
In the case of matter files, starting from the end of the matter, we may retain files for 15 years. (unless the matter was conducted on behalf of a client under the age of 18 in which case the file may be retained for 15 years from their 18th birthday). For Enquiries we may retain the information for 7 years.
With regard to Information and documents provided for Anti–Money Laundering checks you consent to us retaining such data for longer than the five year statutory period, unless you tell us otherwise and they will be stored and destroyed with the relevant matter file.
We will review these retention periods at least annually.
We will disclose your Personal Information where required to do so by law or in accordance with an order of a court of competent jurisdiction, or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or in accordance with our right under the law to protect the security or integrity of our Service.Security
The security of your Personal Information is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure.
We do not normally copy such information to anyone outside the European Economic Area, where the data protection laws may differ than those from your jurisdiction, however we may do so when the particular circumstances of your matter so require. All such third parties are required to maintain confidentiality in relation to your information and files. If the county concerned is not designated by the EU Commission as providing adequate data protection we will ensure that there are appropriate contract clauses agreed with the recipient to protect the data.
If you are located outside of the United Kingdom and choose to provide information to us, please note that we transfer the information, including Personal Information, to United Kingdom and process it there.
In the event that a dispute arises with regards to the international transfer of data, you agree that the courts of England and Wales shall have exclusive jurisdiction over the matter.Links To Other Sites
We have no control over, and assume no responsibility for the content, privacy policies or practices of any third party sites or services.Children’s Privacy
Our Service does not address anyone under the age of 16 (“Children”).
We do not knowingly collect personally identifiable information from children under 16. If you are a parent or guardian and you are aware that your Children has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from a children under age 16 without verification of parental consent, we take steps to remove that information from our servers.Data Protection – Your Obligations
If you send us personal data about anyone other than yourself you will ensure you have any appropriate consents and notices in place to enable you to transfer that personal data to us, and so that we may use it for the purposes for which you provide it to us.Access to your Information
You have a right of access under data protection law to the personal data that we hold about you and to correct or complete information held by us. We seek to keep that personal data correct and up to date. You should let us know if you believe the information we hold about you needs to be corrected or updated.Other Rights
You may also in certain circumstances have other rights as follows:
- A right to request that we erase the personal data we hold about you
- A right to restrict its processing whilst we continue to hold it
- If we process your personal data by automated means, ask us to transmit that data to another data controller.
- A right to object to processing. This applies unless we can demonstrate (1) an overriding legitimate business interest or (2) such processing is necessary in relation to legal proceedings
- Rights in respect of automated decision making and profiling. This is unlikely to apply as we do not currently carry out any profiling or automated decision making using personal data and we are very unlikely to take decisions which have a legal or similarly significant effect on you by automated means
- A right to be informed about a personal data breach if it results in a high risk to your rights and freedoms
- A right to withdraw your consent if you have given your consent to our processing of any of your personal data. However, this cannot affect the validity of any processing carried out prior to withdrawal and it will not invalidate our processing which is not relying upon consent and which is being carried out on a different legal basis( see above for the legal basis for the use of your data).
- There is usually no charge in respect of the exercise of these rights.
If you wish to exercise any of your rights in relation to your personal data, then please email us at firstname.lastname@example.org or write to us at Matthew Wilkinson Solicitors Limited 39 Albert Road Middlesbrough TS1 1NS.Keeping You Informed
We may from time to time whilst dealing with your matter send you information which we think might be of interest to you (for example about legal developments or our other services). If you do not wish to receive that information please notify us, preferably in writing.Training for Personnel on Data Protection and Information Security
The firm has provided all staff with details of its rules on data protection and information management and recirculates them to all staff at least annually.
In addition the firm trains staff on these issues upon induction and thereafter at least annually using online course materials provided by Socrates Training. Further information is circulated to staff as developments and updates in the law or relevant risks are received.Complaints
We will in any event carry out an annual review of this Policy. Reviews will include considering the data processing activities of the firm in light of the obligation of data protection by design and default. A review will also be carried out if there is a substantial change in the data processing activities of the firm. A Data Protection Impact Assessment will be carried out before the firm undertakes processing that is likely to result in high risk to the rights and freedoms of individuals.
If we are acting for you in your matter, further information about data protection is set out in our terms of business. This page was last updated September 2019.Jurisdiction
This Policy shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.Contact Us