In our role as solicitors we receive a lot of private and confidential information. This document details how we look after that information.
On 25th May 2018 a new law came into place. It is known as the General Data Protection Regulations (GDPRs). There is a lot of jargon used within the GDPRs, but basically this is about how personal information about individuals is collected, used and looked after. There are other regulations called the Privacy and Electronic Communication Regulations (PECRs) which address how information concerning companies is processed. This document sets out the detail about how the personal information provided by you will be used and looked after and explains your rights in relation to it. Personal information can be provided to us by individuals in relation to their own personal transactions such as buying or selling a house or in relation to Will drafting but can also be provided by those representing businesses when we are receiving instructions on behalf of the business. We may also receive personal information from those with whom we are dealing but who are not clients. These may for example be prospective clients, suppliers, provider of services to us and those working for another party in relation to a transaction.
Our commitment is to:-
Davies and Partners Solicitors Limited was initially formed as a partnership in 1988. It converted to a limited company at the start of 2017. It provides a full range of legal services to both individuals and businesses and currently operates from four offices in Birmingham, Bristol, Gloucester and London.
We will collect personal information directly from you. This will often be when we are dealing with your questions about the services which we provide or start acting for you. Further personal information will be collected whilst work proceeds. Information may be collected by face-to-face meetings, by telephone, by email or other electronic communications or from information which you provide to us via our website. Please ensure that all personal information is accurately provided as the information which is held is only as accurate as the information provided in the first place. If you are not a client we may, for example, obtain information about you when considering using you as a supplier or when we receive an initial communication from you.
It is possible that we may obtain information about you from other sources, for example if we are informed by someone else that they have recommended you to us or we receive information as a result of regulatory checks which we are required to carry out or when information is provided to us by others involved in the work which we are carrying out for you.
When acting for individuals we are required to collect such information as is necessary to comply with legal requirements such as the Money Laundering Legislation. This means that we will require information to verify your identity. Similar requirements apply when we are acting for businesses when we are required to ascertain the identity of key individuals. The requirements of the Money Laundering Legislation are quite extensive and mean that we are likely to require information concerning the source of funds in relation to transactional work.
We will also require contact details such as:-
We will also collect such personal information as we reasonably require from you in order to effectively carry out the work which you require us to do.
We will not provide your personal information to anyone, save for our employees, other than in the circumstances set out at 7 and 8 below or where you consent to us doing so.
We will pass personal information to other organisations from time to time, not for them to use for their own benefit but rather to assist us. This might include holding personal information to assist in the efficient administration and running of our business and to assist with customer relationship management, accounting and regulatory purposes and the holding and processing of information in electronic form including its storage and maintenance.
We will not communicate to you under this heading where there is any perceived detriment to you in receiving the communication.
If you do not wish to receive communications under this heading please contact the solicitor responsible for the work or alternatively Amanda Bell () who is secretary to Nigel Tillott. In making contact please confirm the type of communications listed which you do not wish to receive or that you do not wish to receive any communications of the type listed.
We may also use personal information for research and development, performance analysis, training and otherwise with a view to improving the services we offer. We will not process any personal information under this head where there is any perceived detriment to you in us doing so, but again if you have any concern about this please contact either Amanda Bell or Nigel Tillott as above.
We seek personal information for the purposes set out above including the need for information concerning your identity and contact details as well as legally required information in order to act for you or to work with you or liaise with you. We will also require all information necessary in order to us to effectively advance the matter if you are a client of ours . Without the information listed in this paragraph relating to identity we will not be able to undertake work for you or at least not be able to do so effectively.
We will only retain personal information: –
We have put in place appropriate security measures to prevent the personal information provided from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal information is limited to those employees and contractors who have a business need to know the personal information. Personal information will only be processed upon instructions from ourselves. Procedures have been put in place to deal with any suspected breach of the requirements under the GDPRs. You and/or the Regulator referred to below will be notified of any potentially significant breach.
Like most law firms we operate a cloud-based filing system. This means that if you are a client, your case file and information is held on a secure cloud server. This allows us to access information from each office. Our cloud-based system is hosted by DPS Software. In certain situations, depending upon the nature of the work we are undertaking paper documents are used and retained.
It is hoped that you will not have cause to complain. If you do complaints should be referred to Nigel Tillott in the first place where possible. In the event that it is not possible or appropriate to refer a complaint to Nigel Tillott it may be referred to the Regulator, the Information Commissioner’s Office (ICO) whose address is: –
Information Commissioner’s Office
Please ask the individual with responsibility for dealing with your matter. If this person cannot help or if it is inappropriate to contact him or her then please contact Nigel Tillott.
Dated 9th May 2018
Further updated 12th October 2020
Re-reviewed 11th August 2023
33-34 Paradise Street
Tel: 0121 616 4450
250 Aztec West
Tel: 01454 619619
Tel: 01452 612345
57 Queen Anne Street
Tel: 0207 486 2908
Tel: 01271 533747