Privacy policy

HSBS LAW LIMITED PRIVACY POLICY

Here at Hsbs Law we respect our clients’ privacy and therefore commit ourselves to protecting their personal data. On the 25th May 2018 the General Data Protection Regulations (GDPR) came into force. We have updated our privacy policy to reflect this regulation.

The aim of this policy is to explain the lawful purposes for collecting personal data, how we intend to use such data, and how we aim to ensure the security of such data by controlling who this is shared with and when.

This policy document serves to guide you as to your legal privacy rights and how we aim to protect these.

Please note: This policy document is intended for use by clients and prospective clients only and is not for use by any third parties not related to the work conducted by our firm.

A notice to our existing clients: In light of your rights under GDPR it is imperative that we are regularly updated of any change in your personal details i.e. address, phone number etc. so that we can ensure that details remain accurate and up to date on our records.

For all enquiries please email info@hsbslaw.com.

Further note to prospective clients: We reserve the right to request information where this is required for the lawful purposes of your matter. Where we need personal data from you by law, or in order to provide you the legal services requested, we may not be able to perform the terms of the contract and as such may have to decline to act for you. Please be informed where this is the case, you will be notified of the same.

Our Details

Hsbs Law Limited is a limited company, Trading as Hsbs Law Solicitors and Notary Public, authorised and regulated by the Solicitors Regulation Authority. Our authorisation number is 494794 and our registration no. with ICO is ZA260471.

Our registered head office is 50 Farnham Road, Slough, Berkshire, SL1 3TA.

Data We May Collect About You

The type of data to which this policy applies is any information from any individuals that can help identify that individual and therefore does not apply to anonymous data (data where identity cannot be ascertained).
Due to our varied work, the type of information we may collect from you is dependant on the instructions you have provided us or the nature of your query.
However, the following are common examples of the type of information we may collate:

• Information relating to your identity i.e. name (first, maiden, last), marital status, title, date of birth. This may include retention of copies of proof of ID such as passports, driving licences, and utility bills amongst others.
• Information relating to your finances i.e. bank account details and evidence with relation to our Anti Money Laundering obligations.
• Information relating to your contact i.e. home address, emails, phone number etc.
• Information relating to transactions between us i.e. what services we have provided and payments made between our you and us.

Please note: sensitive personal data includes details of your race, ethnicity, religion or other such beliefs as well as details in relation to personal matters such as your sexual orientation, political opinions and details about your health. As part of our company policy, we do not anticipate to often collect such sensitive data as part of our work. However, in the event that your case requires the processing of such information, we will ensure the same is done upon your instruction and is needed for the purposes of the case. In doing so, we aim to ensure that we meet our legal obligations and inform you of exactly how we intend to use this information when we request it.

How We Intend to Collect Such Date

• We will ask you to voluntarily provide the information we require to deal with your case. This may be provided to us verbally, or in written form. We ask our clients to ensure all details are complete and as accurate to the best of their knowledge.
• We may seek information from third parties such as banks and other such financial institutions. We may also request a Subject Access Request from the Home Office so that we are able to see your immigration history where relevant.
• We may collate information from our online sources such as our website and social media platforms through which you can choose to provide us with voluntary information in enquiring our legal services. Please note such information will only be used with your consent and you are free to opt out (using the earlier email address given in this document) of any marketing update or equivalent you have previously signed up to. **

** Please be informed: The information we collate is strictly for the lawful purposes of your case and is to be processed on your consent. Your information will not be used for the purposes of marketing unless you have confirmed you are happy for this to be the case.
We will never share your information with any third party. As per the above, you are free to opt out of any marketing activity in which the firm engages. Our marketing will be limited to our online resources but may from time to time be via post.

How We Intend to Use Your Personal Data

As a Solicitors Practice we are confined by what the law lawfully entitled us to do with your personal data, and this is very important to us.
The main purpose for obtaining your personal data is to ensure we are able to effectively deal with your matter and provide you with adequate legal services as per your retainer. We may also however process personal data when we receive enquiries from prospective clients, which the law entitles us to do.
The following are lawful uses of your personal data:

• Data processed with your consent or
• Data that is necessary to protect a legitimate interests/interests of a third party and that your rights and fundamental rights are not overriding those legitimate interests.
• A legitimate interest is an interest of the business in its management to prevention of fraud, marketing, and analysing of date to ensure we are able to provide you the best service.
• Please note whilst these form the general ambit of our legitimate interests, this is not be taken as an exhaustive list.
• Data required to comply with legal or other regulations under law.

Most Common Instances of Personal Data Processing

• Verification of identity and verify source of funds where relevant.
• Providing you the legal service you require for example by communicating with you through contact details you have provided and providing you with legal advice and litigation, encompassing preparation of legal documentation.
• To keep on record receipt of payments made by you and other such transactions relevant to your matter.
• Please note we will only record payments made as proof of transactions. We do not retain information relating to your account or any such information relating to your specific method of payment.
• To recover money owed to us as part of the fees decided between ourselves and you.
• For the purposes of internal management of the company for the purposes of keeping track with new enquiries, storage and archiving of files and documents as well as auditing.
• For detection and avoidance of fraud.

If We Choose to Change the Purpose for Which We Process Your Data

As part of our policy we only intend to use your personal data for the original purpose for which it was obtained, unless there are other reasonable grounds on which we consider we need to use it for a purpose other than the original retainer.
However in the following events we may have to share your details with third parties in relation to the same legal work for which you have instructed us to ensure we provide you an effective legal service.
Third parties in such scenarios may consist of:

• Courts and Tribunals Services
• Counsel (Barristers)
• Non-legal experts to provide reports and advice on your matter
• The Office of Public Guardian where relevant in provision of our private client services
• Disclosure required by law or regulation
• Where we observe an emergency where risk to others is observed
• Card processing services for purposes of payment by approved companies
• Land Registry when registering a property transaction
• HM Revenues and Customs
• Solicitors acting for the other side
• Translators where relevant
• Banks and other such financial institutions
• Insurance providers/companies

Please rest assured where forwarding your details to third parties, your privacy will be of paramount consideration and we will require all third parties to respect the security of your personal data and deal with it in accordance with the law and in compliance of your legal rights.
We will not on any basis allow third-party service providers to use your personal date for their own purposes and require them to strictly use your personal date for the specified purposes relevant to your case and in accordance with your instructions and our instructions.

International Transfers of Your Personal Data

On occasion we may, in accordance with your instructions in provision of our immigration services communicate with parties outside of the European Economic Area (EEA).

When such is required and we need to transfer your Personal Data outside the EEA we will notify you of this and will ensure that appropriate measures are taken to ensure the security of your personal data.

Security of Your Data

In line with our company policy we ensure that appropriate measures are in place to prevent the loss of your personal data due to any accidental event, unauthorised access, alteration or disclosure of your data and ensure our policy is acted upon by all employees to safeguard your personal data.

Retention of Your Data

Length of time
We aim to hold your personal data only for the duration for which we act for you and are providing you the legal services you have requested.

• We therefore aim to hold your data for the length of your retainer

However, we will also retain your personal data in the following:

• Where the law requires us to do so
• For the purposes of our record in the event of claims against our company
• Please note the duration for which your records will be retained for this purpose is 6 years from the time at which your matter was concluded
• You will be informed of your rights to access these records and our record keeping protocols upon closure of your file

Please note: some documents are subject to an indefinite retention period for the purposes of the legal service provided i.e. Wills and other such documentation which must not be destroyed.
Where this is the case, you will be advised of the options you have available, and if you choose to use our database as your chosen method of safekeeping your documents then we will advise you of our security protocols.

What are YOUR Legal Rights to YOUR Data?

The General Data Protection Regulation confers upon clients the following rights to their data:
Right to be informed – Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the GDPR.
This policy outlines our purposes for processing your personal data, retention periods for that personal data, and who it will be shared with. We call this “your personal data”.

Right to request:

• Access – so you may access your personal data in the form of a ‘subject access request’ under which we can provide you a copy of the information we hold on file for you.

Please note: A reasonable fee may be charged for the additional work required to comply with your request.
We request that our previous clients give us 7 days’ notice in which to locate your file and information held on file.
We reserve the right to request additional time where such is required due to the circumstances of each case.

• Correction/Deletion – so you may ask us to remove personal data or delete the same if you do not believe we have a good reason for continuing to process it. You may also alternatively delete your data where you believe we have processed your information unlawfully.

Please note: In some instances we may not be able to delete your information for legal reasons. However should this be the case, you will be individually informed of this.

• Restriction – so you may stop us from processing your personal data when:

The accuracy of the data is concerned.
You object to the processing of your data on the grounds of unlawfulness (below) but do not wish for us to erase the same.
You object to the use of your data by our firm but before erasure we require investigation of whether there are overriding legitimate reasons for retaining it.

• Transfer – so that you may ask us to transfer your personal data from us to yourself or a third party.

This will be information you will have originally provided us with your consent.
Please note: we will not normally charge a fee for complying with such request but do deserve the right to put a hold on the transfer if there are fees outstanding on your file on account of legal services provided till date.

• Right to Object – so you may not agree with your personal data being processed even when we have a legitimate reason for doing so this. This can be because you either believe processing of your specific personal data is against your rights or because you no longer which to be subject to marketing activities the firm undertakes.

Please note: In some instances the legitimate reason for which we retain your personal data may override the right and freedoms you claim to be affected.

As our client, you will therefore have the benefit of all the above rights, and we will ensure we adopt effective protocols and procedures to comply with these.

In light of the above please note: As a client, you reserve the right to withdraw your consent at any time. This means any processing after this will only be lawful if there is a legitimate reason for doing so, however any processing done before this will be considered lawful in light of your initial consent.

Please be aware that if you withdraw your consent we will no longer be able to provide you our legal services and as such your file will be closed.

We reserve the right to take appropriate ID measures to ascertain your identity when instructing us with relation to processing of your personal data. This is for the security of your data and any instructions with relation to personal date will not be taken unless ID checks have been conducted and verified.

Your Right to Complain

If you wish to exercise your right to complain, we kindly request that you first take up your request with our firm before pursuing your complaint further.

If you wish to lodge a complaint regarding handling of your personal data, please contact our office with the above details provided. Information on our senior management staff can be found on our website http://hsbslaw.com/solicitors-lawyers-in-slough-hounslow/

We aim to deal with your complaint or any matter raised as soon possible. However in the nature of a complaint, due to involvement of senior management we request a time limit of one month in order to investigate the nature of the complaint made and effectively take measures to deal with the issues you have raised.

If you for any reason are not happy with pursuing your complaint with us, you may complain to the Information Commissioner’s Office (ICO), which is the supervising authority for all date protection issues in the UK. Further information on them can be found on their website www.ico.org.uk .

Changes to This Policy

Due to the nature of data protection laws, we reserve the right to update this policy in light of legal developments. An updated version of this policy will be available on our website www.hsbslaw.com and aim to keep you updated of the same during the course of our retainer, and thereafter where relevant.

This policy will be revised upon any regulatory requirements and or changes in law.