COVID-19: June 2020 Update
25 June 2020
Since our last update we have introduced some modified measures to allow us to continue working as normally as possible while complying with changing government guidance. We have largely been working remotely and have been able to offer virtual client meetings via FaceTime or Microsoft Teams, and also some limited short face-to-face meetings outside e.g. for signing documents and handing over ID. These arrangements will continue.
In addition we will now offer some sit-down socially-distanced meetings indoors for some of our Probate clients.
Meanwhile we are gradually increasing the time our staff spend in person in the office. Some remote working will continue.
Please keep checking our website and Facebook page for further updates.
Alison Fielden & Co. Privacy Notice
This Privacy Notice explains how we process personal information about individuals (including you as client and also third parties) in accordance with the current law.
Specifically, it explains what information we collect, how we use it, how we protect it, when we may share information with others, and what rights individuals have in relation to their personal data.
Any changes to this statement will be notified via our website. Your continued use of our services after notification of such changes will amount to your acknowledgement and acceptance of the amended Notice.
Who We Are
Alison Fielden & Co is a firm of solicitors regulated by the Solicitors Regulation Authority (SRA) under number 62615 and registered with the Information Controllers Office (ICO) under number Z4597681.
In the course of our work we need to process and store personal data about individuals and in doing so we act as "Data Controller".
People who handle your data within our organisation are Data Processors.
Our contact details are: Alison Fielden & Co, The Gatehouse, Dollar Street, Cirencester, Gloucestershire, GL7 2AN, telephone number 01285 653261, fax number 01285 885372, e-mail firstname.lastname@example.org.
Our designated Data Protection Officer is currently Alison Fielden and our Deputy Data Protection Officer is Heather Weavill.
What Data We Collect
The personal information we collect is likely to include name, address, date of birth, gender, contact details (including email addresses and phone numbers) and photographic evidence of identity.
We also collect personal data specifically relating to our services to you including family relationships, properties you own, financial information including bank statements, and similar information, where applicable.
Occasionally, we may need to collect "Sensitive Personal Data", if this is necessary in order for us to provide our services to you. This may include information about your health, religion, racial or ethnic origin, and any criminal convictions, and similar information.
This Notice is not specifically relevant to children as in legal matters, children are normally represented by parents or guardians. If you are a child and need further information on how we use your data please contact our Data Protection Officer or Deputy.
How and From Where We Obtain Your Data
Your data may be obtained:
- From you personally
- From a third party e.g. Government departments and agencies, Local Authorities, banks and other financial institutions
- From publicly accessible sources
You may also give us information about another person, with that person's authority.
In respect of any personal data that you give us, you warrant that it is accurate, complete and up to date. If it is not, you may be held liable for any costs or claims resulting.
How We Use Your Data
Your data may be used ("Processed") for a number of purposes of which the following are some examples:
- To verify your identity
- To verify your sources of funds
- To communicate with you
- To provide legal services to you
- To seek advice from third party experts on your behalf
- To respond to any query, complaint or claim
- To fulfil our legal obligations
If you refuse to provide use with certain information when asked, we may not be able to perform a Contract we have with you and may not be able to comply with our legal obligations and this may affect the services we can offer you.
Legal Basis of Processing
The legal basis for processing your data may be one of the following:
- Your consent
- Performance of a Contract
- Compliance with a legal obligation
- Necessary in order to protect the vital interest of yourself or other persons
- Public interest
- Legitimate interest of us as Data Controller
In most cases the legal basis of our processing your data will fall within the last category.
If we wish to market our services to you, we will however rely on the first category and will seek your specific consent, which you have the right to withdraw at any time.
Who Has Access To Your Data
Normally your personal data will be used within Alison Fielden & Co only.
We do not sell or rent personal data to third parties.
There may be some limited circumstances in which we need to share data with others, for example:
- Government departments and agencies e.g. Legal Aid Agency
- Local Authorities
- HM Land Registry
- HM Courts
- Solicitors for other parties
- Experts including barristers whom we instruct on your behalf
- External auditor or regulators including the SRA, the ICO, The Law Society
- Banks, Building Societies and Insurance Companies
- Contracted suppliers including off-site storage
- Cloud data storage providers
- Disclosure required by law or regulators e.g. for the prevention of Financial Crime and Terrorism
- In an emergency, where we believe it is necessary to protect your interests
How Your Data is Protected and Kept Secure
We appreciate that your personal data is valuable and confidential, and we take appropriate and reasonable steps to protect it while it is under our control, to prevent accidental loss or access by unauthorised persons or alteration or destruction.
We have in place appropriate standards of security for both manual and computer records.
Please note however that transmission of information via the internet is never completely secure and we have no control, for example, over the systems of yourself or third parties. Your use of the internet to send data to us is an acknowledgement that you accept this risk.
We have also put in place procedures to deal with any suspected data breach and the appropriate notifications to you and the ICO.
How Long We Keep Your Data
We keep personal data only for as long as necessary for the purposes for which the data was collected, or as required by law or regulation.
Your right to be informed and for transparency in our Data Processing in general is fundamental to the law, and you are entitled to receive this Privacy Notice and any amended Notices.
In addition, you have the following specific rights in relation to your data:
- Right of access to your data
- Right to rectification of your data
- Right to erasure of your data
- Right to restriction of processing your data
- Right of data portability
- Right to object
You also have the right to complain about the processing of your personal data. Please notify our Data Protection Officer, Alison Fielden, or Deputy, Heather Weavill, if you have a complaint or you have queries on how your data is processed.
Please see the ICO website: https://ico.org.uk