Sharratts

Affordable Housing Law

Tel: 01959 568000

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PRIVACY NOTICE – INCORPORATED CLIENTS

(REGISTERED SOCIETIES AND CORPORATE CLIENTS)

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, an individuals rights in relation to the personal data and on how to contact us and supervisory authorities in the event you have a complaint. This notice specifically refers to our obligations and the individuals rights under the EU General Data Protection Regulations and is in addition to and supplements our professional duty of care to you as regulated by the Solicitors Regulation Authority.

Who we are

Our firm, Sharratts (London) LLP, is a Limited Liability Partnership registered at Companies House with registration number OC352690. We are registered on the Information Commissioner’s Office Register with registration number Z6629587.

In this Privacy Notice references to we, us and our, are to Sharratts (London) LLP.

We collect, use and are responsible for certain personal data received from you. We are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as “controller” and/or “processor” of that personal data for the purposes of those laws.

Our designated Data Protection Officer is Paul Skelton (Partner) who can be contacted at our office address at the foot of this privacy notice.

The personal data we collect and use

Data collected by us:

In the course of acting for you, we collect the following personal data when you provide it to us:

How and why we use personal data

Under data protection law, we can only use personal data if we have a proper reason for doing so, e.g.:

The table below explains what we use (process) personal data for and our reasons for doing so:

What we use your personal data for and why

To provide services to you.
For the performance of our contract with you or to take steps at your request before entering into a contract.

Conducting checks to identify our clients and other involved parties and verify their identity.
To comply with our legal and regulatory obligations. 

Ensuring the confidentiality of commercially sensitive information.                    
For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information.

To comply with our legal and regulatory obligations.

External audits and quality checks. 
For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. 

To comply with our legal and regulatory obligations.

Statutory returns.
To comply with our legal and regulatory obligations.

Who we share your personal data with

We routinely share personal data with our third party suppliers for the purpose of offsite data backup. All such backups are transmitted and stored [in encrypted form] in locations within the United Kingdom.

Personal data may also be accessed alongside general data for the purpose of:-

We shall also use specialist contractors to deal with the shredding and other destruction/ deletion of data.

We only allow our service providers to handle personal data if we are satisfied they take appropriate measures to protect personal data.

We will share personal data with law enforcement or other authorities if required by applicable law.

We will not share personal data with any other third party. 

How long your personal data will be kept

We will keep personal data after we have finished advising you. We will do so for one of these reasons:

We will not retain your data for longer than necessary for the purposes set out in this policy. When it is no longer necessary to retain the personal data, we will delete it.

Individual rights

Under the General Data Protection Regulation any individual has the following rights, which they can exercise free of charge:

Access 
The right to be provided with a copy of their personal data (the right of access).

Rectification 
The right to require us to correct any mistakes in their personal data.

To be forgotten 
The right to require us to delete their personal data – in certain   situations.

Restriction of processing 
The right to require us to restrict processing of their personal data – in certain circumstances, e.g. if they contest the accuracy of the data.

Data portability   
The right to receive the personal data provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations.

To object   
The right to object:- 

Not to be subject to automated individual decision-making  
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning them or similarly significantly affects them.

For further information on each of the above rights, including the circumstances in which they apply, see the guidance from the UK Data Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.

If anyone would like to exercise any of those rights, please: 

Keeping personal data secure

We have appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. We limit access to personal data to those who have a genuine business need to know it. Those processing the data will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern raised about our use of data.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area), state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Data Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 10 May 2018 and last updated on 10 May 2018.

We may change this privacy notice from time to time. When we do we will inform you.

How to contact us

Please contact us if you have any questions about this privacy notice or the data we hold about you.

If you wish to contact us, please send an email to pauls@sharratts-london.co.uk, write to Sharratts (London) LLP, 1 The Old Yard, Rectory Lane, Brasted, Westerham, Kent TN16 1JP or telephone 01959 568000.