Divorce & Family
We are a leading team of Divorce and Family Solicitors with our specialist divorce solicitors providing expert advice about divorce and separation.
Our property lawyers will explain every step of the conveyancing process, and make it as professional, swift and seamless as possible.
Welcome to Poole Alcock LLP’s privacy notice.
Poole Alcock LLP respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you provide or we collect personal data and tells you about your privacy rights and how the law protects you.
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
1. IMPORTANT INFORMATION AND WHO WE ARE
Purpose of this privacy notice
This privacy notice aims to give you information on how Poole Alcock LLP collects and processes your personal data including data collected through our website (www.poolealcock.co.uk), when you contact us for a quote or with an enquiry or purchase a service.
Our website is not intended for children and we do not knowingly collect data relating to children except when providing legal services relating to and / or involving children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements any other notices we may publish or provide and is not intended to override them.
Poole Alcock LLP is the controller and responsible for your personal data (collectively referred to as “Firm”, “we”, “us” or “our” in this privacy notice).
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice please contact the DPO using the details set out below.
Full name of legal entity: Poole Alcock LLP
LLP registration number: 0C310420
Postal Address: Minerva House, Gadbrook Park, Rudheath, Northwich, Cheshire, CW9 7RA
Telephone number: 01606 663989
Name of DPO: Andrew Roberts
Email address: email@example.com
Postal address: 6 Middlewich Road, Sandbach, Cheshire, CW11 1DL.
Telephone: 01270 762325.
Name of Deputy DPO: David Gaut
Email address: firstname.lastname@example.org
Postal address:Minerva House, Gadbrook Park, Northwich, CW9 7RA
Telephone: 01270 625478
Right to make a complaint
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 23 August 2022.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
•Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, national insurance number, driver’s license number and passport number.
•Contact Data includes billing address, delivery address, email address and telephone numbers.
•Financial Data includes bank account and payment card details.
•Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
•Service Data includes details which relate to the services you have enquired about or may require from us.
•Technical Data includes internet protocol (IP) address, your login data, 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 this website.
•Profile Data includesyour username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
•Usage Data includes information about how you use our website, products and services.
•Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your 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 privacy notice.
We may process special category data about you or others associated with you. We will only process this category of data where:
•We have your explicit consent;
•It is necessary to protect your vital interests or those another and it is not possible to obtain consent;
•It is necessary for us to do so in connection with the establishment, exercise or defence of legal claims;
•In exceptional circumstances where another ground for such processing is met.
If you fail to 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 fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products and services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
You may give us your personal data by communicating with us face to face during meetings, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
•apply for our products or services;
•create an account on our website;
•subscribe to our service or publications;
•request marketing to be sent to you;
•enter a competition, promotion or survey; or
•give us some feedback.
Automated technologies or interactions.
Third parties or publicly available sources.
We may receive personal data about you from various third parties and public sources as set out below:
•Personal Data from our clients where you are related to a matter, for example, you are an estate beneficiary or the defendant in criminal proceedings.
•Personal Data from our lawyers, accountants, experts, and professional advisers where you are on the “other side” of a client matter, for example, a corporate transaction, litigation matter or probate matter.
•Personal Data from regulatory bodies or the police when making regulatory enquires or convictions enquiries.
•Personal Data from introducers/referrers who may introduce/refer your matter to us.
•Technical Data from the following parties:
(a)analytics providers such as Google based outside the EU;
(b)advertising networks such as Facebook based inside OR outside the EU; and
(c)search information providers such as Google and Clicky based inside OR outside the EU.
•Contact, Financial and Transaction Data from providers of technical, payment and delivery services based inside OR outside the EU.
•Identity and Contact Data from data brokers or aggregatorsbased inside OR outside the EU.
•Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
4. 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.
•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.
•Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting our DPO.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Processing required by law including anti-money laundering requirements
We are under a statutory obligation to obtain verification details from our clients. If you cannot provide satisfactory ID documentation we will not be able to act for you.
SRA Code of Conduct and other obligations
Sometimes it will be necessary to process your personal data as part of our legal and other requirements under for example the Civil Procedure Rules and the Solicitors Regulation Authority’s Code of Conduct.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
Utilising tick box and / or signature to obtain your consent.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing.
You can ask us to stop sending you marketing messages at any time by:
•logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences;
•following the opt-out links on any marketing message sent to you; or
•contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product / service purchase.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
•Internal Third Parties including:
oEmployees and members of our Firm;
•External Third Parties including:
oexperts (including barristers and medical professionals) to assist with your matter;
oanalytics and search engine providers that assist us in the improvement and optimisation of our website;
othe prospective seller or buyer of business or assets in the event that we sell or buy any business or assets;
othird parties companies or organisations if we are under a duty to disclose or share your personal data in order to comply with any legal obligation;
oservice providers acting as processors based in the UK who provide IT and system administration services;
othird parties companies or organisations including estate agents and surveyors for the purpose of performing the contract for which you have instructed us and purchased our services;
oprofessional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services;
oHM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
•Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
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. INTERNATIONAL TRANSFERS
We do not routinely transfer your personal data outside the European Economic Area (EEA).
The GDPR restricts data transfers to countries outside the EEA in order to ensure that the level of data protection afforded to individuals by the GDPR is not undermined. Personal data originating in one country is transferred across borders when we transmit, send, view or access that data in or to a different country.
We will only transfer personal data outside the EEA in accordance with the GDPR if one of the following conditions applies:-
the European Commission has issued a decision confirming that the country to which we transfer the Personal Data ensures an adequate level of protection for the Data Subjects’ rights and freedoms;
appropriate safeguards are in place such as binding corporate rules (BCR), standard contractual clauses approved by the European Commission, an approved code of conduct or a certification mechanism, a copy of which can be obtained from the DPO;
the Data Subject has provided Explicit Consent to the proposed transfer after being informed of any potential risks; or
the transfer is necessary for one of the other reasons set out in the GDPR including the performance of a contract between us and the Data Subject, reasons of public interest, to establish, exercise or defend legal claims or to protect the vital interests of the Data Subject where the Data Subject is physically or legally incapable of giving Consent and, in some limited cases, for our legitimate interest.
If necessary, please contact our DPO for our guidelines on cross border data transfers.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. WHERE WE STORE YOUR PERSONAL DATA
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.
All electronic information you provide to us is stored on our secure servers which are located within the EEA. Hard copy information is stored securely in premises in the UK.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
9. DATA RETENTION: HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
Data retention periods are set out in paragraph 10 below “Data Retention Timescales”.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our clients (including Contact, Identity, Financial and Transaction Data) for six years after they cease being clients for tax purposes.
In some circumstances you can ask us to delete your data: see Request Erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
IP addresses for traffic analysis stored by Google Analytics is automatically deleted from the Analytics’ servers automatically 14 months from the date last visited: When data reaches the end of the retention period, it is deleted automatically on a monthly basis.
In addition to the above, by virtue of our Policy on the Use of IT, data is stored within the MPLS.We have decided that it is justifiable to hold such data for a period of 25 years.
10.DATA RETENTION TIMESCALES
The defined retention periods shall be:
10.1Where legal advice is provided to clients as part of our service the data contained on file hard copy files will be retained for 6 years from the last date when such advice was provided and the matter was completed.
10.2Where legal advice is provided for clients as part of our service, the data contained on electronic files will be retained in accordance with paragraph 10.9 below.
10.3For third party service providers of the Company the data contained on hard copy files will be retained for 6 years from the date of the expiration of any contractual arrangement.
10.4For employees of the Company we do not retain hard copy files.
10.5For employment applicants the data will be retained for 6 months from the date the vacancy for which the application is made is filled.
10.6IP addresses for traffic analysis stored by Google Analytics is automatically deleted from the Analytics’ servers 14 months from the date last visited: When data reaches the end of the retention period, it is deleted automatically on a monthly basis.
10.7In addition to the above retention periods, it may be necessary to retain data on a hard file for longer than the 6 year period. For example, a personal injury / industrial disease file where provisional damages have been either agreed or awarded.
10.8Notwithstanding the above,by virtue of the firm’s Policy on the Use of IT, only data concerning the firm’s business activities, its clients, staff, suppliers and referrers should be stored within the MPLS.The firm has decided that it is justified to hold such data as detailed in paragraph 11 below. The time periods vary depending on the requirements of each individual department and its area of legal practice.The firm has no data for the period pre 1995. On an annual basis data storage is reviewed and if there is no justification for storing data for longer than 25 years then it is destroyed.Three months prior to data being destroyed, an analysis will be carried out as to whether there is justification for any categories of data assets being retained for a longer period.
10.9Where legal advice is provided to clients as part of our service the data contained on electronic files will be retained as below.The time periods stated below commence from the last date when advice was provided and the matter was completed except where otherwise stated.
(a)Poole Alcock accounts records: 7 years.
(b)Crime: 7 years.
(c)Company Commercial (including employment files) andcommercial property: 7 years.
(d)Civil Litigation: 7 years.
(e)Agriculture: 7 years.
(f)Personal Injury and Industrial Disease (excluding provisional damages cases): 7 years.
(g)Personal Injury and Industrial Disease provisional damages cases shall be destroyed at 15 years subject to an annual review by the Head of Department during the year prior to the expiry of the 15 year as to whether or not the timescale for storage should be extended beyond 15 years.If it is decided that an electronic file shall be stored beyond 15 years then the Head of Department shall carry out an annual review in respect of each such file in all subsequent years.
(h)Family (excluding Nuptial files): 7 years.
(i)Family Nuptial files: 15 years.
(j)Residential Conveyancing, sale files only: 7 years.
(k)Residential Conveyancing, all files excluding sale files: 15 years.
(l)Private Client: (a) Deed of Variation, Transfer of Equity and Grant only files: 7 years.
(b) Wills and Lasting Powers of Attorney: these files will be retained indefinitely as an issue and/or legal challenge may arise in respect of Wills and Lasting Powers of Attorney many years after they were created and as such, we may be required to produce documents relating to the advice given and steps taken at the time these documents were prepared and executed.
(c) Probate Full Administration files: 15 years.
11.YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(a)If you want us to establish the data’s accuracy;
(b)Where our use of the data is unlawful but you do not want us to erase it;
(c)Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
(d)You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact our DPO.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
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.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may 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.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.