Privacy Policy

Privacy Notice

We, Leadenhall Law Group Ltd, are registered with the UK’s Information Commissioner’s Office (ICO) as a controller of your personal data. This notice explains what data we collect, why we collect it, how we use it, and your rights. Please read it alongside our general terms and conditions.

This Privacy Notice explains:

· what personal data we collect,

· how we use it,

· who we share it with,

· how long we keep it,

· and your rights.

If you have any questions about this notice or how we use your personal data, please contact:

Data Protection Officer

Leadenhall Law Group Level 3 Townshend House 30 Crown Road Norwich NR1 3DT

Email: katherinemcnally@leadenhalllawgroup.co.uk

Telephone: 01603 621722

1. The Personal Data We Collect

Personal data means any information about a living person who can be identified from it, either directly or in combination with other information.

Special category (sensitive) personal data includes information about racial or ethnic origin, religion, sexual orientation, political opinions, health, trade union membership, and biometric or genetic data. We do not routinely collect this type of data.

Our services are not intended for children and we do not routinely collect or process personal data relating to children.

If you think you have disclosed sensitive personal data or personal data relating to children to us in error please let us know immediately.

Depending on the services we provide to you, we may collect:

· Identity Data which will include first name, maiden name, last name, marital status, title, date of birth and gender, national insurance number, passport number, driving licence number (or other official document identification number). Identity Data may also include reference to the company you work for, your job role and your relationship to another individual or entity.

· Contact Data includes your residential addresses – due to the nature of our services, this could include your past, current and future residential address. Contact Data will also include your email address(es) and telephone number(s).

· Financial Data is information relating to your payment and banking methods and will typically include your billing address, bank details (including statements and account numbers) and the identity of any joint account holders.

· Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

· Profile and Usage Data includes internet protocol (IP) address, your login data and profile information (including passwords), your 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 and software. For further information about the automated way in which we collect this sort of personal data, you should refer to our Cookie Policy, available on our website.

· Marketing and Communications Data includes your communication preferences as well as any explicit consents you have given for marketing purposes.

· Documentary Data includes details about you stored in documents of different formats, or copies of them.

· Attendance Data includes information relating to any visits you have made to our locations or any instances we might have visited you. Typically, this will include your name and signature in our sign-in books along with the time and date of your visit and the details of any car you have parked in our car park.

· Aggregated Data includes statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Profile and Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this notice.

You should be aware that we may record our telephone calls or video conferences with you. These may be recorded without prior notice in order to record evidence of an exchange, to review quality standards, to ensure compliance with regulations, to prevent / detect a crime, or to investigate the misuse of our telecommunications system.

Where we make recordings, we will process your image and voice as personal data. We may also hold samples of your signature or handwriting from signed documents or completed forms.

2. How We Collect Your Information

We may collect personal data:

· directly from you,

· from referral partners such as estate agents or brokers,

· from identity verification providers,

· from banks and mortgage lenders,

· from public sources such as Companies House or HM Land Registry,

· and through your use of our website.

3. 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:

Where we need to perform the contract we are about to enter into or have entered into with you:

This will include providing you with a quote for our services and incepting you as a client. It will also include administration of your personal data in order to process your payments, billing and collection.

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.

This will include the internal tasks we need to undertake to manage our relationship with you and administer our business such as:

· Adhering to our accounting and auditing requirements;

· Analysing your real and digital interactions with us in order to improve our services and communications, and to detect and prevent security threats against our systems (including fraud) and to monitor our compliance with our legal and regulatory obligations;

· To send you marketing materials about products or services we believe would be of interest to you because they relate to our previous interactions with you; and

· To satisfy the requirements of our insurers and regulators, and to exercise or defend our legal rights or comply with court orders.

Where we need to comply with a legal obligation.

As referenced above, we are regulated for the provision of legal services and have a responsibility to maintain records of processing and including records of breaches, data flows and consents given.

We are obliged to initiate and process background checks for anti-money laundering purposes. We use Thirdfort to administer our anti-money laundering checks which necessitates a mutual sharing of personal data between Leadenhall Law Group Limited and Thirdfort. You can find details about how Thirdfort process your personal data at: https://www.thirdfort.com/privacy/

5. Sharing Your Personal Data

We may share your personal data with:

· estate agents,

· mortgage lenders,

· banks and payment providers,

· HM Land Registry,

· HM Revenue & Customs,

· regulators and insurers,

· IT and software providers,

· identity verification providers,

· and professional advisers.

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.

6. Marketing

Where permitted by law, we may send you information about services similar to those you have previously used or enquired about.

You can opt out of marketing communications at any time by contacting us using the details above or by using the unsubscribe link in our emails.

We will only share your personal data with third parties for their own marketing purposes where you have given clear consent.

7. International Transfers

We may transfer your personal data outside of the United Kingdom. This is known as an international transfer or a restricted transfer. We transfer personal data collected through our cookie consent tool on our websites to Ireland, and personal data collected

through Google Analytics to the United States of America. Ireland is considered “adequate” by the United Kingdom’s Information Commissioner which means the personal data is considered as safe and secure in Ireland as it would be in the United Kingdom.

The United States is not considered “adequate” meaning we require your consent to process personal data collected through Google Analytics. You will have given or declined to give consent immediately upon accessing our website(s).

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout

8. Data Retention

We will only keep your personal data for as long as necessary for:

· the purposes we collected it for,

· legal and regulatory requirements,

· resolving disputes,

· and defending legal claims.

We are required to keep your personal information for a minimum of 6 years from the conclusion or closure of your legal work in order to satisfy the legal and regulatory obligations that apply to our business. Where we are required to keep your personal information for longer than this we will redact the personal data to the absolute minimum and ensure your privacy is protected and only use it for those purposes.

9. Your Rights

Under data protection law, you may have the right to:

· access your personal data (commonly known as a “data subject access request”),

· correct inaccurate information,

· request erasure of your data,

· restrict or object to processing,

· withdraw consent,

· and request transfer of your data to another provider.

Some rights are subject to legal and regulatory exemptions.

To exercise your rights, please contact us using the details above.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You should be aware that we may redact or remove personal data or information from documentation disclosed to you as part of a data subject request. When considering our response to a data subject request, we will assess whether there are any exemptions to fulfilling the request or whether full disclosure would constitute a breach of our duty of confidentiality to our clients.

10. Complaints

If you are unhappy with how we use your personal data, please contact our Data Protection Officer in the first instance so we can try to resolve your concerns.

If you are not satisfied with our response, or believe we are not processing your personal data lawfully, you have the right to complain to the ICO: Information Commissioner’s Office (ICO)

Telephone: 0303 123 1113