Ardent Law are a specialist law firm based in York offering advice exclusively in the areas of Family Law and Injury Law.
As an essential part of our business, we collect and manage client and non-client data. In doing so, we observe the UK data protection legislation, and are committed to protecting and respecting clients’ and non-clients’ privacy and rights. We act as a “Data Controller” in respect of the information gathered and processed by us.
To ensure that you are fully informed about how we operate, we have developed this privacy notice which describes the ways in which we collect, manage, process, store and share information about you as a result of you being our client or visiting our website. This privacy notice also provides you with information about how you can have control over the use of your data.
Should you wish to request access to all the data we hold about you, make a change to it, remove it or restrict how it is used, please contact Deborah Mason either:
- by email at email@example.com;
- or in writing to: 4 Maple House, Wykeham Road, Northminster Business Park, York, YO26 6QW
What information do we collect about you?
In general terms, we seek to collect information about you so that we can:
- Administer our relationship with you, provide legal services and respond to enquiries
- Fulfil our contractual obligations to you
- Enable business development including sending legal updates and publications
- Deliver requested information to you about our services
- Ensure the billing of any services that we provide to you and obtain payment
- Process and respond to any complaints
- Enable us to meet our legal and other regulatory obligations imposed on us.
The information that we need for these purposes is known as your “personal data”. This may include:
- Name, address, date of birth
- Telephone numbers and email addresses
- National Insurance number
- Financial details
- Gender and nationality
We collect this in a number of different ways. For example, you may provide this data to us directly online or over the telephone, or when corresponding with us by letter or email.
We may also collect from you special categories of data for the purposes of acting on your behalf or dealing with a legal matter. This may include:
- Medical information
- Information relating to children
- Information relating to sex life or sexual orientation
- Ethnic origin or race, when applicable to a legal matter
- Any other special category data, where required for the purpose of carrying out our contractual relationship with you.
We will seek your explicit consent if we need to process any of your sensitive personal data unless this is data which you have already made public or the processing is necessary to protect your vital interests and you are physically or legally incapable of giving consent.
Please also be advised that when you visit our website, cookies will be used to collect information about you such as your Internet Protocol (IP) address which connects your computer or mobile device to the Internet, and information about your visit such as the pages you viewed or searched for, pages response times, download errors etc. We do this so that we can measure our website’s performance and make improvements in the future. Cookies are also used to enhance our website’s functionality and personalisation, which includes sharing data with third party organisations. You can control this by adjusting your cookies settings.
How will we use the information?
We use the data collected from you for the specific purposes listed in the table below. Please note that this table also explains:
- The legal basis for processing your data, linked to each processing purpose; and
- In what circumstances your data will be shared with a third party.
Please note that we require all third party service providers to keep your personal information confidential and to use it only for specific purposes in accordance with our instructions.
|Purpose for processing data||Legal basis for processing data||Third parties with whom data is shared|
|To administer our relationship with you, provide legal services and respond to enquiries.
Fulfil our contractual obligations to you.
|Processing is necessary for the performance of the contractual relationship or in order to take steps at your request prior to entering into a contract.||Other professionals, such as solicitors, barristers, experts, accountants, insurance companies or other third parties who are acting on your behalf in connection with the matter for which we are providing you with legal services.|
|Enable business development including sending legal updates and publications.||Explicit consent will be sought prior to sending individuals the information and in line with preferences.||None.|
|Ensure the billing of any services that we provide to you and obtain payment.||Processing is necessary for the performance of the contractual relationship.||Government VAT and tax inspectors, external auditors, internal auditors.|
|To process and respond to complaints.||To meet a legal obligation.||Legal Ombudsman, Solicitors Regulation Authority|
|Enable us to meet our legal and other regulatory obligations imposed on us.||To meet a legal obligation.||Solicitors Regulation Authority, HMRC, National Crime Agency and other government agencies.|
|To comply with the required assessment and audit functions of any accreditations attained||Explicit consent will be sought from you for this specific purpose.||External auditors.|
Under the terms of data protection legislation, you have the following rights as a result of using our website and our services. For further information, please contact Deborah Mason either by email or in writing, using the contact details provided above.
Right to Be Informed
This privacy notice fulfils our obligation to tell you about the ways in which we use your information as a result of you using our website and our services.
Right to Access
You have the right to ask us for a copy of any personal data that we hold about you. This is known as a “Subject Access Request”. Except in exceptional circumstances (which we would discuss and agree with you in advance), you can obtain this information at no cost. We will send you a copy of the information within 30 days of your request.
Right to Rectification
If any of the information that we hold about you is inaccurate, you have the right to request that this be rectified.
Right to Be Forgotten
From 25 May 2018, you can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days.
Right to Object
You have the right to object to:
- The continued use of your data for any purpose listed in the section above headed “How we will use the information?” for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time.
- The continued use of your data for any purpose listed in listed in the section above headed “How we will use the information?” for which the lawful basis of processing is that it has been deemed legitimate.
Right to Restrict Processing
You have the right to request that we restrict the use of your data because:
- you think it is inaccurate but this will take time to validate;
- you believe our data processing is unlawful and wish to restrict its use as opposed to the erasure of the data;
- you want us to retain your data in order to establish, exercise or defend a legal claim where we no longer need the data: or
- you wish to object to the processing of your data, but we have yet to determine whether this is appropriate,
Right to Data Portability
You have the right to ask us to transfer your data to you or another person in a secure and structured machine-readable format.
Rights Related to Automated Decision-Making
We do not use automated decision-making processes.
How Long Will We Retain Information For?
Ardent Law will typically retain information for a period of seven years. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect our clients and non-clients.
Data transfers to third countries
None of the information that we collect, process or store is transferred outside of the European Economic Area (EEA). This includes information that is exchanged with any third party organisation as described above.
Data Privacy and Security
At Ardent Law, we take every reasonable step to protect and secure your personal data. All our information is stored on secure servers in the UK or on cloud-based servers in the EEA.
We have the following security measures in place:
- Anti-virus software
- Firewalls to prevent unauthorised access
- Daily data back-ups
- Password protection
- Confidential shredding
If you have any concerns or complaints about the ways in which your personal data has been handled, please contact Dianna Bamforth either by email or in writing, using the above contact details.
Alternatively, you have the right to lodge a complaint with the Information Commissioner’s Office who may be contacted at Wycliffe House, Water Lane, Wilmslow SK9 5AF or https://ico.org.uk. The ICO helpline number is 0303 123 1113.