We ask that you read this privacy notice carefully as it contains important information on how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.
Who is responsible for your personal data
Clausen Miller LLP collects, uses and is responsible for certain personal information about you. When we do so 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’ of that personal information for the purposes of those laws.
Personal data we collect and use
Information collected by us
In the course of our business activities personal data we collect may include:
• Your name, job title, business address, telephone number, mobile phone number, facsimile number, email address and in certain circumstances your home address.
• Further business information necessarily processed in a client contractual relationship with Clausen Miller LLP, or voluntarily provided by you, such as instructions given, payments made, requests and projects.
• Payment information, necessary for the processing of payments and fraud prevention, including bank account details, credit/debit card details and other related billing information
• Information provided for anti-money laundering obligations, including copies of passports, driving license, birth certificate, national identity card or other identifying information required.
Information collected from other sources
We also obtain personal information from other sources including:
• Publically available resources, including Companies House, credit agencies and business
How we use your information
We may use the information we collect for:
• Providing legal advice and other services as instructed or requested by you or your organisation
• Managing and administering you or your organisation’s business relationship with our firm, including processing payments, accounting, auditing, billing and collection and similar support services
• To fulfil our anti-money laundering obligations
• To comply with our legal and regulatory obligations and requests anywhere in the world, including reporting to national and international regulatory bodies and government authorities
• To maintain our list of contacts
• To send you legal updates, marketing communications and other information or materials which may be of interest to you or your organisation
• To evaluate, recruit and hire personnel
With whom will we share your information
We may share your personal data in the following circumstances:
• Between Clausen Miller LLP and its associate firms, on a confidential basis, for the purpose of providing legal advice or services and for administrative, billing and other business services
• If you are a client of our firm, or are contracted to or are an agent of a client, in order to provide legal services we may disclose your information to the courts, Barristers, other legal specialists (including mediators and arbitrators), lawyers advising other parties in a matter we are assisting you with, foreign law firms for the purpose of obtaining foreign legal advice, forensic accountants, consultants and experts engaged in your matter.
• If we have collected your data in the course of providing legal services to any of our clients, we may disclose it to that client, and where permitted by law to others for the purpose of providing those services.
• We may share data with companies providing services for money laundering checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies.
• We may share your contact details on a confidential basis to third parties for the purposes of collecting your feedback on the firm and its staff performance, such as legal directories
• We will share personal information with law enforcement or other authorities if required by applicable law
Whether information has to be provided by you
In order for us to act and advise you or your organisation, personal data will be required to enter into a contractual relationship with our firm and personal data may also be required for our firm to meet its legal compliance obligations, for example anti-money laundering screening. The choice to provide us with personal data is entirely voluntary, however without certain personal data it will unfortunately not be possible for our firm to act for you or your organisation.
How long your personal information will be kept
Your personal information will be deleted when it is no longer reasonably required for the purpose described under “How we use you information”, or you withdraw your consent (where applicable) and we are not legally required or otherwise permitted to continue storing such data, for example pension records, or records for tax purposes.
We will retain your personal information where required by Clausen Miller LLP to assert or defend against legal claims until the end of the relevant retention period or until the claims in question have been settled.
Reasons we can collect and use your personal information
Depending on the purpose we use the personal information we collect, we may process your information on one or more of the following legal grounds:
• Contract – processing is necessary for the performance of client instruction or other contract with you or your organisation
• Legal Obligation – to comply with our legal obligations
• Legitimate interest – processing is necessary for purposes of our legitimate interest or those of any third party recipients that receive your personal data, provided that such interests are not overridden by your interests or fundamental rights and freedoms
• Consent – processing may be based on consent when you have expressly given that to us
Transfer of your information out of the EEA
Personal information may be stored and transferred abroad in accordance with the circumstances described under “With whom we will share your information”. If you are in the European Union (EU), this may include countries which do not provide the same level of data protection laws currently in force in the EU. We will ensure that such transfers are made subject to appropriate safeguards, as required by the General Data Protection Regulation, or your informed consent has been given.
Subject to certain legal conditions, you have the right to request a copy of the personal data about you which we hold, to have inaccurate personal data corrected and to object to or restrict our using your personal data. You may also make a complaint if you have a concern about our handling of your personal data.
If you wish to do any of these, please contact us and we will respond in a timely manner. We may request that you prove your identity, in order for us to comply with our security obligations and to prevent unauthorised disclosure of data. We reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to data and for any additional copies of personal data you request from us.
Keeping your personal information secure
We have appropriate technical and organisational 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.
How to complain
We hope that we can resolve any query or concern you raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information 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 updated in April 2018. We reserve the right to update and change this privacy notice from time to time in order to reflect any changes to the way we process your personal date or changing legal requirements. In case of such changes we will post the changed privacy notice on our website or publish it otherwise. The changes will take effect as soon as they are posted on this website.
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 firstname.lastname@example.org, write to Clausen Miller LLP, 34 Lime Street, London EC3M 7AT or call 020 7645 7970.
This information is not accessed or used.