PRIVACY NOTICE FOR POOLE ALCOCK EMPLOYEES, JOB APPLICANTS, VOLUNTEERS AND WORK EXPERIENCE

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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 by responding to a job vacancy advert and throughout your employment with Poole Alcock LLP.

This privacy notice applies to the following:-

  • Employees
  • Job applicants
  • People undertaking work experience
  • Volunteers

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.

Controller

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.

Contact details

Full name of legal entity: Poole Alcock LLP

LLP registration number: 0C310420

Postal Address: 2nd Floor, 34-36 High Street, Nantwich, Cheshire CW5 5AS

Name of DPO: Andrew Roberts

Email address: andy.roberts@poolealcock.co.uk

Postal address: 6 Middlewich Road, Sandbach, Cheshire, CW11 1DL.

 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 29 October 2019.

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.

Third-party links

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.

  1. 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 licence number and passport number.
  • Contact Data includes address, correspondence address (if different) email address and telephone numbers.
  • Beneficiary and Emergency Contact data includes name, address and telephone number.
  • Referee details (and references) pursuant to job application.
  • Next of kin (including name, address and telephone number).
  • Government Identification Numbers (including National Insurance number and Tax Code).
  • Education and Training Details.
  • Wage and Benefit Information.
  • Attachment of earnings details.
  • Performance Information including appraisal documentation and performance development plans.
  • Regulatory documentation (for example Practice Certificate information).
  • Telephone Number and mobile telephone Number.
  • Email Address
  • Previous Convictions
  • Medical Records (occupational health)
  • Holiday records
  • Sick records
  • Medical conditions including medical appointment notifications
  • Financial Information: Bank Statements etc
  • Pension Information
  • Tax Affairs
  • Benefit Status
  • Contracts of Employment and job descriptions
  • Records held by HMRC
  • Drug and Alcohol Testing
  • Family and lifestyle details
  • Device details
  • Browser history details
  • Location details
  • Electronic identification data including IP address and information collected through cookies
  • Transaction Data includes details about payments to and from you relating to earnings.
  • 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 includes your 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.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Special categories of personal data, including data relating to an employee about the following:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade-union membership
  • Tenetics, biometrics or health
  • Sex life or sexual orientation

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, contract of employment). In this case, we may have to address the issue in accordance with our Human Resource policies and procedures.

  1. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

Direct interactions.

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 employment;
  • apply for volunteering;
  • apply for work experience;
  • apply for our services;
  • 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.

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

Third parties or publicly available sources.

We may receive personal data about you from various third parties and public sources as set out below: 

  • Government ages.
  • Pension providers.
  • Previous employers.
  • Recruitment agencies.
  • Schools, colleges or other organisations referring students and/or other people for volunteering and/or work experience.
  • Medical experts
  • Internal generation.
  • Personal Data from our clients where you are related to a matter, for example, you are an estate beneficiary.
  • 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 if you should instruct us in connection with a matter.
  • Technical Data from the following parties:
  • analytics providers such as Google based outside the EU;
  • advertising networks such as Facebook based inside OR outside the EU; and
  • search information providers such as Google and Clicky based 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.
  1. 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:

  • Recruitment and selection of employees, volunteers and work experience candidates.
  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Personnel management.
  • Workplace monitoring.
  • Human resources administration including payroll and benefits.
  • Education, training and development activities.
  • Where it is otherwise 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.

Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To register you as a new employee, volunteer or work experience applicant and in accordance with a contract of employment or a contract relating to volunteering and / or work experience (a)      Identity

(b)      Contact

(c)      Financial

(d)      Health

(e)      Criminal

(f)       Special category

(g)      Regulatory

Performance of a contract with you
To enable us to carry out and deliver the legal service or services for which you instruct us (a)   Identity

(b) Contact

(c)  Financial

(d) Transaction

(a) Performance of a contract with you
To enable you to partake in a prize draw, competition or complete a survey (a)   Identity

 

(b)   Contact

 

(c)    Profile

 

(d)   Usage

 

(e)   Marketing

Communications

(a)         Performance of a contract with you

(b)         Necessary for our legitimate interests (to develop and enhance employer / employee communication and relationship)

To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a)   Identity

 

(b)   Contact

 

(c)    Technical

(a)         Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or restructuring exercise)

(b)         Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the

advertising we serve to you

(a)   Identity

 

(b)   Contact

 

(c)    Profile

 

(d)   Usage

 

(e)   Marketing

Communications

 

(f)    Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve the working environment and experience (a)   Technical

 

(b)   Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

 

Processing required by law including anti-money laundering requirements

We are under a statutory obligation to obtain verification details from our employees, volunteers and work experience applicants. 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.

Marketing 

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 

As an employee 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 in addition to your contract of employment or any contract relating to volunteering and work experience. 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.

Opting out

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.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

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.

  1. 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:
    • Employees and members of our Firm;
  • External Third Parties including:
    • Business partners;
    • Auditors and professional advisors including accountants, lawyers and other consultants;
    • State and local law enforcement officials;
    • Third party service providers such as providers of:-
  • IT system management
  • Information security
  • Human resources management
  • Payroll administration
  • Retirement plan administration
    • experts (including barristers and medical professionals) in connection with your employment;
    • analytics and search engine providers that assist us in the improvement and optimisation of our website;
    • the prospective seller or buyer of business or assets in the event that we sell or buy any business or assets;
    • third party companies and organisations for the purposes of fraud prevention, for the purposes of credit risk reduction, in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Poole Alcock LLP, our customers, clients or others;
    • third parties companies or organisations when under a duty to disclose or share your personal data in order to comply with any legal obligation;
    • service providers acting as processors based in the UK who provide IT and system administration services;
    • third parties companies or organisations including if you have also instructed us and purchased our services;
    • HM 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.

  1. 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.

 

  1. DATA SECURITY

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.

  1. 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.

  1. DATA RETENTION: HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

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 employees (including Contact, Identity, Financial and Transaction Data) for six years after they cease being employees for tax purposes.

For employees data is not retained on hard copy files.

For employment applicants the data will be retained for 6 months from the date the vacancy for which the application is made is filled.

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, only data concerning the firm’s business activities, its clients, staff, suppliers and referrers is stored within the MPLS.  We have decided that it is justifiable to hold such data for a period of 25 years.

Mobile device and laptop storage is retained for up to one year after termination of employment.

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.

  1. 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:

  • If you want us to establish the data’s accuracy;
  • Where our use of the data is unlawful but you do not want us to erase it;
  • 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
  • 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.

  1. LAWFUL BASIS

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. This includes your experience whether as an employee, volunteer or when undertaking work 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.

 

 

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