Privacy
notice.

About this notice

This Privacy Notice explains how we collect, use, store and protect personal data when you visit our website, contact us with an enquiry, become a client, or are involved in a matter in which we act.

We handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legal and professional requirements.

For most of the personal information described in this Privacy Notice, our firm, R&R Solicitors, is the data controller.

Data Protection Officer

Our Data Protection Officer oversees our approach to data protection and privacy.

Data Protection Officer: Ruaa Kamaran

Email: Ruaa@randrsolicitors.co.uk

Telephone: 07501 684 601

If you have any questions about how we use your personal information, please contact our Data Protection Officer.

Data we may collect

The information we collect depends on how you interact with us.

This may include information such as:

• your name and contact details;
• your address and other identification information;
• information about your legal matter;
• information about people or organisations involved in your matter;
• financial and funding information;
• information relating to legal proceedings, investigations or allegations;
• information contained in correspondence and documents;
• information about your professional or employment circumstances where relevant;
• information about your health where relevant to your matter;
• criminal offence and conviction information where relevant; and
• information you provide when contacting us, making an enquiry or providing feedback.

Due to the nature of our work, some of the data we handle can be highly sensitive. We take appropriate steps to protect this data and only use it where there is a lawful basis for doing so.

Data collected through our website

When you visit our website, we may collect limited technical information about your visit.

This may include your:

• IP address;
• browser and device information;
• operating system;
• pages visited;
• date and time of your visit;
• interactions with our website; and
• information about how you reached our website.

We use this information to help operate, secure and improve our website and understand how visitors use it.

Some information may be collected through cookies and similar technologies. For further information relating to the cookies we use and how you can manage your preferences, please refer to our Cookies Policy.

Enquiries

If you contact us with an enquiry by telephone, email, through our website or by another method, we may collect information about you and the circumstances of your enquiry.

This may include details such as:

• your name and contact details;
• information about the matter you are contacting us about;
• the people or organisations involved;
• important dates or deadlines; and
• any other information you choose to provide.

We use this information to:

• respond to your enquiry;
• understand your circumstances;
• consider whether we may be able to assist;
• carry out appropriate checks;
• arrange a consultation where appropriate; and
• maintain an appropriate record of your enquiry.

If you are making an initial enquiry, please provide only the information necessary for us to understand how we may be able to assist. You should avoid including unnecessary sensitive or confidential information in an online enquiry.

Client data

If you instruct us, we will collect and use information necessary to provide legal advice and representation and to manage your matter.

Depending on your circumstances, this may include information relating to:

• your identity and personal circumstances;
• your legal matter;
• allegations, investigations or proceedings;
• previous convictions or alleged offences where relevant;
• witnesses and other people involved in your matter;
• financial circumstances and funding;
• health;
• employment or professional circumstances;
• evidence and disclosure; and
• correspondence and communications.

We only collect and use information that is relevant and necessary for the purposes of dealing with your matter and meeting our legal and professional obligations.

How we use your data

Depending on the circumstances, we may use your personal information to:

• provide legal advice and representation;
• understand and assess your legal position;
• prepare and conduct your case;
• communicate with you;
• communicate with the court, police, prosecution authorities, regulators and other relevant organisations;
• instruct barristers, experts and other professional advisers;
• apply for legal aid and funding arrangements;
• carry out identity and anti-money laundering checks;
• comply with legal and regulatory obligations;
• manage payments and accounts;
• deal with complaints and feedback;
• maintain appropriate records; and
• establish, exercise or defend legal rights.

We will only use your information where we have a lawful basis to do so.

Legal basis for processing your personal data

Data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, this may include:

Contract

Where processing is necessary to take steps at your request before entering into an agreement or to provide the legal services you have instructed us to provide.

Legal obligation

Where we need to process information to comply with a legal or regulatory requirement.

Legitimate interests

Where processing is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

Consent

Where we ask for your consent to use your information for a particular purpose. Please note, you can withdraw consent where we rely on consent as our lawful basis.

Processing of your special category data

Where we process special category information or criminal offence information, we will also ensure that the additional legal requirements governing this information are satisfied.

Sharing your personal data with third parties

We will only share your information where it is necessary, lawful and appropriate.

Depending on your matter, this may include sharing information with:

• courts and tribunals;
• police and prosecution authorities;
• regulatory or professional bodies;
• the Legal Aid Agency;
• barristers and counsel;
• experts and other professional advisers;
• other legal professionals;
• opposing parties and their representatives where necessary;
• insurers where relevant;
• accountants and auditors;
• IT and technology providers;
• secure document and data storage providers; and
• other suppliers who provide services to our firm.

We may also disclose information where we are legally required to do so.

Confidentiality

Confidentiality is fundamental to the legal services we provide. We take appropriate steps to ensure that personal information is only accessed and used by people who have a legitimate reason to do so.

Information provided to us in connection with legal work will be treated confidentially, subject to our legal and professional obligations.

There may be circumstances where we are required to disclose information by law, a court, regulator or other competent authority.

Data Protection

We use appropriate technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.

These measures include, where appropriate:

• restricted access;
• secure systems and networks;
• passwords and authentication;
• encryption;
• secure physical storage;
• staff confidentiality obligations;
• data protection and information security training;
• appropriate supplier controls; and
• secure disposal arrangements.

We regularly review our security arrangements to ensure that personal information is appropriately protected.

Retention of Data

We retain personal information only for as long as it is reasonably necessary for the purposes for which it was collected, taking account of our legal, regulatory and professional obligations.

For client matters, our standard retention period is six years from closure of the matter, unless a longer period is required or justified by the circumstances.

Personal information obtained as a result of an enquiry, where no client relationship is established, will be retained for an appropriate period in accordance with our retention procedures.

Different retention periods may apply where required by law, regulation, professional obligations, insurance requirements or the circumstances of a particular matter.

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

Your data protection rights

Depending on the circumstances, you may have rights under data protection law, including the right to:

• access the personal information we hold about you;
• correct inaccurate or incomplete information;
• request deletion of your information in certain circumstances;
• restrict how we use your information in certain circumstances;
• object to certain processing;
• receive or transfer certain information in a portable format; and
• withdraw consent where we rely on consent to process your information.

These rights are subject to certain legal exceptions and restrictions. For example, information may be subject to legal professional privilege, confidentiality obligations or other legal requirements.

Submitting a subject access request

If you would like to exercise your data protection rights, or have a question about how we use your information, please contact our Data Protection Officer.

We will deal with your request within the timescale required by applicable data protection law.

International data transfer

We do not routinely anticipate transferring client or matter information outside the UK.

Some of the technology or service providers we use may operate internationally. Where personal information is transferred outside the UK, we will ensure that the transfer is carried out in accordance with applicable data protection requirements and that appropriate safeguards are in place where required.

Questions or concerns relating to the use of your personal data

If you have any questions or concerns about how we have collected, used or otherwise handled your personal information, please contact our Data Protection Officer in the first instance.

We will consider your concerns carefully and investigate the matter appropriately.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection. Further information is available on the ICO’s website: Information Commissioner’s Office.

Changes to our Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our services, the way we process personal information, technology or applicable legal and regulatory requirements.

The latest version will always be available on our website.

Questions relating to our privacy notice

If you have any questions about this Privacy Notice or how we handle personal information, please contact our Data Protection Officer.