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Privacy Notice

How we use your information

 

This notice (together with our terms of use and any other documents the terms refer to) set out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

 

This privacy notice is split into three sections: PART A deals with personal information we gather and use from a website visit; PART B deals with personal information on our clients and others and how it is used in respect of the legal services we provide, as well as other individual’s (non client) information; and PART C sets out general provisions relating to information referred to in both Part A and Part B.

 

We take your privacy seriously. Please read this privacy notice carefully as it contains important information on how and why Lamb Brooks LLP (‘Lamb Brooks’) collects, stores, uses and shares personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint.

 

When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.

 

Who we are

 

Full Name of Legal Entity: Lamb Brooks LLP (company number OC363909)

Contact Title: Data Protection Partner:

Email Address: enquiries@lambbrooks.com headed ‘GDPR’

Postal Address: Victoria House 39 Winchester Street Basingstoke Hampshire RG21 7EQ

Telephone Number: 01256 844888

   

PART A

 

WEBSITE USE

 

By visiting lambbrooks.com you are accepting and consenting to the practices described in this notice.

 

Information we collect from you

 

We will collect and process the following data about you:

 

Information you give us – This is information about you that you give us by filling in forms on lambbrooks.com (our site). It includes information you provide when you search for a service, submit an enquiry, use the online payment function, and report a problem with our site. The information you give us may include your name, address, e-mail address and phone number, and financial and credit card information.

 

Information we collect about you – With regard to each of your visits to our site we will automatically collect the following information:

  • technical information
  • information about your visit

As this information is collected automatically, please see the Cookies section below.

 

Information we receive from other sources – This is information we receive about you if you use any of the social media channels we use.

 

Cookies

 

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them – see our Cookie Policy.

 

Uses made of the information

 

We use information held about you in the following ways:

Information you give to us. We will use this information:

  • to provide you with information about other services we offer that are similar to those that you have already purchased or enquired about
  • to notify you about changes to our service
  • to ensure that content from our site is presented in the most effective manner for you and for your computer.
 

Information we collect about you. We will use this information:

  • to administer our site and for internal operations, including: troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • to allow you to participate in interactive features of our service, when you choose to do so;
  • as part of our efforts to keep our site safe and secure;
  • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
  • to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.
 

Information we receive from other sources – We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).

 

Disclosure of your information

You agree that we have the right to share your personal information with:

  • Third parties including analytics and search engine providers that assist us in the improvement and optimisation of our site.

We will disclose your personal information to third parties:

  • In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, and other agreements; or to protect the rights, property, or safety of Lamb Brooks, our clients, or others. This includes exchanging information with other companies and organisations, for example, for the purposes of fraud protection.
 

How long your personal information will be kept

 

Please see out Cookie Policy for cookie retention information.

 

Please refer to PART B for client information and information posted on our website which becomes a client matter and for other individual’s (non client) information.

 

Any enquires made on this website which do not result in a client matter will be held for up to 12 months, unless you indicate you may contact us at a later date, in which case they will be held for a reasonable time.

     

PART B

 

CLIENT INFORMATION

 

This section covers personal information relating to individuals who are clients in their own capacity, as well as those who represent our client (for example a director of a client company, trustee of a trust, personal representatives, guardians etc) together with any individuals who are integral to assisting our client in a relevant matter such as a guarantor, beneficial owner(s), parents and people linked to clients’ ongoing legal services.

 

How we collect your personal information

 

We collect most of this information from you. However, we may also collect information:

  • from publicly accessible sources, eg Companies House or HM Land Registry;
  • directly from a third party, eg:
  • Client due diligence resources (Callcredit or other third party online ID verification services) – the information obtained can include the names of others living in the same household from electoral role information
  • Third parties such as estate agents, accountants, banks, surveyors, medical professionals, courts, regulatory bodies and other advisors and specialists related to your matter
  • Law League and Review Solicitors – these are third party websites that we use to collate feedback and where any review that you leave may appear. Your feedback/review will be anonymous unless you voluntarily leave your name or any other personal information
  • Where relevant and where your consent has been obtained, we may also need to obtain: your health records from hospitals and clinics you have attended; employment history from previous employers or HM Revenue & Customs; benefits history from the Department for Work & Pensions; and/or accounting records from your accountant
  • From cookies on our website – for more information on our use of cookies, please see our cookies policy
  • Automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems
 

The personal information we collect and use and why

 

Contractual obligations

 

In order to fulfill our contractual obligations to you, we generally require the following from you, depending upon the services we provide:-

  • your name and contact details
  • your bank details (and financial information, in some cases)
  • information about your matter and circumstances
  • your medical records and any medical reports (where applicable)
  • your payslips, employment, accounting and pension records (where applicable
 

Statutory / legal obligations

 

In order to comply with statutory, regulatory or lender’s requirements, depending upon the services we provide, we may require:-

  • your name and contact details
  • your bank details (payslips and financial information, in some cases)
  • information about your matter and circumstances
  • your mortgage account or roll number (where applicable)
  • your National Insurance number (where applicable)
  • information to enable us to check and verify your identity and bank statements
  • information to enable us to check and verify the identity of anyone contributing monies towards your property purchase, in addition to their bank statements
  • the name, date of birth, National Insurance number and identity documents for the beneficiaries and trustees of a trust
  • the name, address, date of birth and identity documents for any beneficial owners of companies, Limited Liability Partnerships (LLPs) and trusts
  • information required by or relating to audits, enquiries or investigations by our regulator, the Solicitors Regulation Authority (SRA)
 

Legitimate Interest

 

We may process your personal data where it is necessary for legitimate interests pursued by us as a legal practice seeking to engage with and provide services to prospective and current clients, in order to:-

 
  • market our services – see the ‘direct marketing’ section below
  • enforce legal claims, including debt collection
  • prevent fraud, misuse of services or money laundering
  • ensure physical security, IT and network security
  • carry out statistical analysis to help us manage our business, eg in relation to our financial performance, client base, client satisfaction, client conversion rates etc
  • location data
  • your professional online presence eg. LinkedIn profile
  • your contact history
  • information from accounts you link to us eg. Facebook
  • information about how you use our website, IT, communications and other systems
  • external audits and quality checks eg. LawNet Standard / ISO9001 or Conveyancing Quality Scheme (CQS) purposes
   

Direct Marketing

You have the right to opt out of receiving marketing communications at any time. Any communications we do send will allow you to opt-out of receiving any future marketing communications from us, or you may amend your preferences going forward. You can also opt-out or change your preferences at any time by emailing us at enquiries@lambbrooks.com headed ‘unsubscribe’ or ‘change preferences’ confirming what your new preferences are or by post to ‘Head of Marketing’ Lamb Brooks, Victoria House, 39 Winchester Street, Basingstoke, RG21 7EQ, ensuring you provide your name so we can identify you.

 

We may use third parties such as MailChimp to process or administer the data on our behalf, for example, for the purposes of mail merge and sending out event initiations – such third parties are not permitted to use the data for their own purposes.

 

We may use your personal information to market our similar services via eg. e-newsletters or invites to seminars or social events that we arrange from time to time, unless you advise us that you do not wish to receive any such communications.

 

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

 

How we use your personal information

 

We use your personal information to:-

  • contact you and any relevant third parties to progress your matter
  • process payments
  • provide the legal services you have requested
  • market the firm’s services (unless you opt out of this – see Direct Marketing, above)
  • identify and verify your identity and establish the source of funding
  • process any complaints / claims
  • submit forms and applications to courts, tribunals and government bodies on your behalf
  • administer, support, improve and develop our business generally and enforce our legal rights
 

Who has access to your personal information

 

Members of Lamb Brooks staff and its authorised consultants where needed or necessary for carrying out the purposes for which this personal information is provided, as mentioned in this notice. We may also, where necessary, allow access by third parties as mentioned below.

 

Who we may share your personal information with

 

We may share your personal information with:-

  • In the case of general matters this may include, depending of the matter in question: your accountant, or other professional advisor; our bank; your bank or funders; solicitors acting for the other party to the transaction; or government agencies such as HM Revenue & Customs, the Department for Work and Pensions and Companies House, as applicable
  • In the case of litigious matters: barristers; experts; the court or other tribunal; After The Event (ATE) insurer (where applicable); and costs draftsmen (in certain larger cases)
  • Callcredit (or similar third party online ID verification services) – to verify your identity
  • We may also share personal information with external auditors eg. ISO9001/LawNet Quality Standard assessors, our financial auditors, or our regulator, the Solicitors Regulation Authority – to verify our procedures / advice from time to time
  • Our insurers – if there are grounds for a claim against us, or you make a claim against us
  • The Legal Ombudsman, SRA or Information Commissioners Office – if you make a complaint against us
  • Law enforcement or other authorities, if required by applicable law or if we are obliged to disclose data under certain laws, by order of court or other competent regulatory body, or permitted to disclose it under applicable data protection laws
  • We may need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations
  • Co-hosts and other attendees at events and promotional activities that we periodically run, if your name appears on the attendee list
  • From time to time we may appoint service providers, such as IT, website hosts, physical document storage providers, pagination service providers and other such parties, to provide services to us – we will ensure that any such appointments comply with GDPR
  • Third parties approved by you eg. social media sites you choose to link your account to or third party payment providers
 

How long your personal information will be kept

 

We will keep your personal information until your matter concludes. Thereafter, we will keep your personal information for as long as is necessary:

  • to respond to any questions, complaints or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law.

We will not retain your personal information for longer than necessary for the purposes set out in this notice. Different retention periods apply for different types of personal information. You will be informed of the relevant retention period at the end of your matter.

Transferring your data out of the European Economic Area (EEA)

 

To deliver services to you, it is sometimes necessary for us to share your personal information outside the European Economic Area (EEA), eg:

  • with your and our service providers located outside the EEA;
  • if you are based outside the EEA;
  • where there is an international dimension to the services we are providing to you.We do not routinely share personal information to any organisation located outside of the EEA. These non-EEA countries do not generally have the same data protection laws as the United Kingdom and EEA. Where the matter requires us to do so, we will either only do so if:
  • These transfers are subject to special rules under European and UK data protection law.
  • The organisation or country is declared adequate by the EU commission as having sufficient data protection laws or sufficient safeguards (for example, the EU-US Privacy Shield); or
  • Where there are other safeguards in place such as the use of the EU standard clauses; or
  • Where we need to, and having sought your consent.
  • For more information please contact us, where relevant.
  • We may also use organisations such as MailChimp (who are based in the USA) for marketing related e-mails. We request that such organisations confirm they have adequate safeguards in place to protect the personal information.
 

OTHER INDIVIDUALS (NON CLIENT) INFORMATION

 

This section deals with personal information we may collect and use relating to individuals located within organisations who supply goods and services to us, business contacts, referrers, people who contact us with a general enquiry (other than via our website) and other parties to a client matter.

 

How we collect your personal information

 

We collect most of this information from you. However, we may also collect information:

  • from publicly accessible sources, eg websites, directories, advertising materials, search engines and recommendations;
  • directly from a third party, eg: our client, your business contacts, parties involved in the client matter, accountants, other professional advisors and service providers.
 

The personal information we collect and use and why

Category of Data Subject Type of Data Lawful basis for processing including basis of legitimate interest
Suppliers Name and contact details In connection with the provision of services to Lamb Brooks; or where requested to carry out services relating to a client matter; or to recommend third parties; or to send information about Lamb Brooks and to invite to Lamb Brooks' functions or events
Referrers Name and contact details Legitimate interest - mutual referral of potential work. To send information about Lamb Brooks and to invite to Lamb Brooks' functions or events
Business Contacts Name and contact details Legitimate interest - mutual referral of potential work. To send information about Lamb Brooks and to invite to Lamb Brooks' functions or events
General Enquiries Name and contact details. Other information you may provide To respond, and where relevant, to carry out the initial request. To recommend third parties where relevant to the subject matter of the initial request, and subject to your consent
Other Parties to a Client Matter Name and contact details For other professional advisors related to the client matter - in fulfilling the services to be provided by our client

Who we may share your personal information with

 

We may share your personal information with, where relevant:

  • Client(s)
  • Other service providers
  • In the case of client litigious matters: barristers; experts; the court or other tribunal; After The Event (ATE) insurer (where applicable); and costs draftsmen (in certain larger cases)
  • We may also share personal information with external auditors eg. ISO9001/LawNet Quality Standard assessors, our financial auditors, or our regulator, the Solicitors Regulation Authority – to verify our procedures / advice from time to time
  • Our insurers – if there are grounds for a claim against us, or you make a claim against us
  • The Legal Ombudsman, SRA or Information Commissioners Office – if a complaint is made against us
  • Law enforcement or other authorities, if required by applicable law or if we are obliged to disclose data under certain laws, by order of court or other competent regulatory body, or permitted to disclose it under applicable data protection laws
  • We may need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations
  • Co-hosts and other attendees at events and promotional activities that we periodically run, if your name appears on the attendee list
  • From time to time we may appoint service providers, such as IT, website hosts, physical document storage providers, pagination service providers and other such parties, to provide services to us – we will ensure that any such appointments comply with GDPR
  • Third parties approved by you eg. social media sites you choose to link your account to
 

How long your personal information will be kept

 

Where you make an enquiry which does not result in a client matter, we will hold your information for up to 12 months, unless you indicate you may contact us at a later date, in which case it will be held for a reasonable time.

 

In relation to suppliers, referrers and business contacts, we shall keep the personal information for so long as is necessary for the purposes set out in the table above.

 

Where services have been provided as part of a client matter, or the personal information relates to the client matter, your relevant personal information may be kept with the client file.

   

Transferring your data out of the European Economic Area (EEA)

 

We do not routinely share personal information to any organisation located outside of the EEA. However, we may use organisations such as MailChimp (who are based in the USA) for marketing related e-mails. We request that such organisations confirm they have adequate safeguards in place to protect the personal information.

   

PART C

 

GENERAL

 

Your Rights

 

Under GDPR you have a number of important rights, free of charge. In summary, they include rights to:

  • access your personal information
  • require us to correct any mistakes in your information which we hold
  • require the erasure of personal information concerning you in certain situations
  • restrict processing in certain circumstances
  • the right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format
  • object at any time to processing of personal information concerning you for direct marketing (including profiling) (see direct marketing above) or statistical purposes
  • object to our continued processing of your personal information in certain other situationsIf you would like to exercise any of those rights, please see the ‘How to contact us’ section below, letting us have sufficient information to identify you (eg name, file number and names of any fee earners involved with your matter), proof of your identity and address (eg. a copy of your driving licence or passport and a recent utility or credit card bill) as well as letting us know the information to which your request relates.
  • For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individual’s rights under the General Data Protection Regulation.
 

Keeping your personal information secure

 

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information 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.

 

Help us to help you by heeding any cybersecurity/fraud warning notices we send you by post or email, including those referenced beneath our email sign off details.

How to complain

 

We hope that we can resolve any query or concern you raise about our use of your information, but you may also contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information, advice or to make a complaint.

 

Changes to this privacy notice

 

This privacy notice was published on 23 May 2018.

 

We may change this privacy notice from time to time, when we do we will inform you via email if you communicate with us via that method, otherwise, via post.

 

How to contact us

 

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

 

If you wish to contact us, please send an email to enquiries@lambbrooks.com headed ‘GDPR, write to us at ‘GDPR’ Lamb Brooks, Victoria House, 39 Winchester Street, Basingstoke, RG21 7EQ or call 01256 844888

 

Do you need extra help?

 

If you would like this notice in another format, please contact us (see ‘How to contact us’ above), and where possible, we will try to help.