Privacy Policy

Introduction 

Abbey Law Solicitors are the ‘controllers’ of the information that we collect about you  (‘personal data’). Being controllers of your personal data, we are responsible for how your  data is processed. The word ‘process’ covers most things that can be done with personal  data, including collecting, storing, using and destroying that data. 

This notice explains why and how we process your data, and explains the rights you have around your data, including the right to access it and to object to the way it is processed.  Please see the section on ‘Your rights as a data subject’ for more information. 

Who we are 

Abbey Law Solicitors Limited, trading as ‘Abbey Law Solicitors’, is a company registered in  England and Wales under company number 17012975. Our registered office is 46 Station  Street Burton-On-Trent Staffordshire DE14 1AX. A list of Directors is available for inspection  at our registered office.  

Abbey Law Solicitors is a legal practice authorised and regulated by the Solicitors Regulation  Authority (SRA) under number 8015378. The SRA Standards and Regulations set out the  regulatory framework imposed on service providers such as ours. Further information about  the relevant codes of conduct are available on the SRA website at www.sra.org.uk.  

Personal data 

‘Personal data’ is any information that relates to a living, identifiable person. This data can  include your name, contact details, and other information we gather as part of our relationship  with you. It can also include ‘special categories’ of data, which is information about a person’s  race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union  membership, genetic or biometric data, sex life or sexual orientation. The collection and use  of these types of data is subject to strict controls. Similarly, information about criminal  convictions and offences is also limited in the way it can be processed. 

We are committed to protecting your personal data, whether it is ‘special categories’ or not,  and we only process data if we need to for a specific purpose, as explained below. We collect  your personal data mostly through our contact with you, and the data is usually provided by  you, but in some instances, we may receive data about you from other people/organisations.  We will explain when this might happen in this Notice. 

Later sections of this Policy contain more information about:

• Contacting you 

• Our grounds for processing your date when we work with you 

• Who we share your data with 

• How we store your data and how long we keep it for 

• Your rights as a data subject 

Contacting you about events or areas of interest 

As an individual, we will only send general invitations or updates to you if you have provided  your consent for us to do so. If you represent an organisation, we may write to you from time  to time unless you have told us that you do not wish to receive further mailings. Any marketing  and briefing emails will provide you with the option to opt out of future mailings. You can also  use this option to manage the type of mailings that you receive from us. 

If you do not provide personal data 

Where we need to collect personal data by law, or under the terms of a contract we have with  you and you do not provide that data when requested, we may not be able to perform the  contract we have or are trying to enter into with you. In this case, we may stop providing that  service, but we will notify you if this is the case at the time. 

Personal data received from third parties 

Our clients, the courts and other legal professionals may include personal data about  individuals that is relevant to a legal matter that we are working on. We are committed to  protecting all personal data that we hold and will treat this data with the same care that we  treat data held about our clients. 

Processing your data to provide you with our services 

In general terms, we process your data to fulfil our responsibilities in the relationship that we  have with you. The table below lists more specific purposes for processing your data, and  the legal basis for each type of processing. 

Data we may process to provide our services to you 

• Your contact details so that we can share information with you. 

• Information that you provide to us to confirm your identity when you first instruct us so  that we can meet anti-money laundering requirements. 

• Information contained in emails or other correspondence from you and records of  telephone calls or meetings with you so that we can: 

• Understand your objectives 

• Provide you with advice 

• Carry out your instructions. 

• Survey data which you may choose to provide that we use for research purposes. • Details of transactions you carry out through us and of the fulfilment of our services to  you so that we can: 

• Monitor progress 

• Deliver our services 

• Complete financial transactions 

• Issue bills and arrange payment with you.

• Details of your preferences where you have requested to be contacted about events,  products or services, legal updates and/or news which we feel may interest you, • Information about you that we retain on your behalf. 

• Legal bases for processing 

There are three grounds under which we may process your data to provide you with legal  services. 

1. Processing is necessary to agree your requirements and to deliver the services that  we have contracted to provide for you: or 

2. You have given consent for us to process your personal data; or 

3. It is a requirement of the court to provide information that we hold about you. 

The nature of some of our work dictates that we will hold special category data that relates to  you. 

Additional grounds under which may process your data are: 

• When establishing, exercise or defending a legal claim; 

• When protecting your interests if you are physically or legally incapable of giving  consent; 

• Where you have provided us with explicit consent to the process your data; or • Where the data we are processing has already been made public by you. 

For some processing purposes, we share your data with third parties. This is a list of the  information we may share with external recipients, and for what purpose: 

Who we share your data with 

Our IT system providers have access to data so that we can ensure that our systems operate  effectively and that we are running current versions of software. Financial and quality  auditors view data to monitor that we are complying with statutory and regulatory  requirements and to confirm that we are complying with the requirements of the Lexcel legal  practice quality mark. 

We will share your data with other legal professionals, costs drafting and other technical  experts when that is appropriate to fulfil the requirements of the service we are providing for  you. Specialist confidential waste disposal contractors manage our paper archive records and  carry out controlled destruction of the records when they reach the end of their retention  period. 

Website 

Should you visit a website belonging to Abbey Law Solicitors, we may gather information  about you. The information we collect may include your personal information, such as your  name, contact information, IP addresses or other things that identify you individually. 

Across our website you may come across a form which allow you to make enquiries about  the firm. Should you use these forms a member our team will receive the enquiry. This  information will then be sent to a lawyer in the department best placed to handle the enquiry. 

Cookies are used on websites to help provide a website that is informative and enjoyable to  use. Cookies are small files that are found in your computer’s internet browser and are  beneficial. These small files allow a website to recognise you. You should not be concerned 

about any use of cookies as any website of the firms will not contain any advertising from  other organisations so allowing us to ensure your privacy is respected. You can apply settings  to your computer to stop it accepting cookies, but this may affect your ability to use the internet  and to get the best from it. 

By accessing a website belonging to Abbey Law Solicitors, we may be able to get information  about that usage. This allows us to: 

• Administer our website and for internal operations, including troubleshooting, data  analysis, testing, research, statistical and survey purposes; 

• Improve our website to ensure that content is presented in the most effective manner  for you and for your computer; 

• As part of our efforts to keep our website safe and secure; 

How we store your data 

Your personal data is held in both hard copy and electronic formats. Electronic data, including  emails, is stored on our servers, which are located in the UK. Any cloud-based electronic  systems that we operate store data in servers located within the European Economic Area  (EEA).  

We will not normally send such data outside the EEA. We may sometimes send such data to  a recipient in a country outside the EEA which has been designated by the EU Commission  as providing adequate data protection. If we need to send the data to a country outside the  EEA that has not been so designated, we will have appropriate contract clauses agreed with  the recipient place to protect the data. 

How long we keep your data 

If we are providing legal services to you, we will notify you about how long we will keep your  data for when we close your matter with us. We maintain a schedule which dictates how long  we keep documents for. Our document retention schedule applies dates that meet a statutory  requirement, reflect limitation periods for action following completion of a legal transaction or  reflect good business practice. 

Once the applicable retention period expires, unless we are legally required to keep the data  longer, or there are important and justifiable reasons why we should keep it, we will securely  delete/destroy the data. 

Your rights as a data subject 

The UK General Data Protection Regulation (UK GDPR) provides you with a number of rights.  These include: 

• Requesting a copy of the personal information we hold about you. We require you to  prove your identity with two pieces of approved identification. Please address requests  to the Data Protection Administrator at the email address below. Please provide as  much information as possible about the nature of your contact with us to help us locate  your records. This request is free of charge unless the request is manifestly unfounded  or excessive. 

• Having any inaccuracies in your data corrected. If you would like to update the details  we hold about you, please contact our Data Protection Administrator at the email  address below. 

• Requesting that we delete your personal data so it is erased from our records.

• Having the data we hold about you transferred to another organisation. • Objecting to certain types of processing such as direct marketing. 

• Objecting to automated processing, including profiling. If you wish to exercise any of  these rights, please contact the Data Protection Administrator at the email address  below. 

Exercising your rights, queries and complaints 

For more information on your rights, if you wish to exercise any right or for any queries you  may have, or if you wish to make a complaint about our handling of your personal data, please  contact our Data Protection Administrator, Sukhwinder Ark, email  admin@abbeylawsolicitors.co.uk. 

Complaints to the Information Commissioner 

You have a right to complain to the Information Commissioner’s Office (ICO) about the way  in which we process your personal data. You can make a complaint on the ICO website https://ico.org.uk. 

Changes to this Policy 

We may change this privacy notice from time to time. If we make any significant changes in  the way we treat your personal information we will take reasonable steps to draw your  attention to this. 

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