Introduction
Y and G Legal Limited respects and values your privacy and is committed
to protecting your personal data. This privacy statement will inform you how we
look after your personal data and tell you about your privacy rights and how
the law protects you.
This privacy statement explains:
1.
Important information and who we are
2. The date we collect about you
3. How is your personal data collected
4. How we use your personal data
5. Disclosures of your personal data
6. International transfers
7. Data security
8. Data retention
9. Your legal rights
________________________________________
1. Important information and who we are
Purpose
of this privacy statement
This privacy statement aims to give you information on how Y and G Legal
Limited collects and processes your personal data in the
course of our business, including through your use of our website, when
you contact us or request information from us, when you engage our legal or
other services or as a result of your relationship with one or more of our
staff and clients.
It is important that you read this privacy notice together with any
other privacy statement or fair processing notice we may provide on specific
occasions when we are collecting or processing personal data about you so that
you are fully aware of how and why we are using your data. This privacy
statement supplements the other notices and is not intended to override them
Controller
Y and G Legal Limited is the controller and responsible for your
personal data (collectively referred to as the “Company”, “we”, “us” or “our”
in this privacy statement).
Our Compliance Officer is responsible for overseeing questions in
relation to this privacy notice. If you need further information or have any
question or complaints about our privacy statement or practices, please contact
our Compliance Officer using the details set out below.
Contact
details
Compliance Officer
Y and G Legal Limited
5 Stratford Place
London W1C 1AX
Email: yuliya.a@oracle-family.com
Tel: +44 (0)20 77256901
You have a right to make a complaint at any time to the Information
Commissioner’s Office (ICO), the UK supervisory authority for data protection
issues (www.ico.org.uk).
We would, however, appreciate a chance to deal with your concerns before you
approach the ICO so please contact us in the first instance.
Changes
to the privacy statement and your duty to inform us of changes
It is important that the personal data we hold about you is accurate and
current. Please keep us informed if your personal data changes during your
relationship with us.
2. The data we collect about you
“personal data”, or “personal information”, means any information about
an individual from which that person can be identified. It does not include
data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data
about you which we have grouped together as follows:
• Basic information, including your first name, maiden
name, last name, prefix or title), the company you work for, your job title or
position, date of birth, gender and your relationship to a person.
• Contact information, including postal or billing
address, email address and telephone numbers.
• Financial information, including bank account details
and other payment-related information.
• Technical information, including information from your
use of our website.
• Usage information, including information about how you
use our website and services.
• Marketing and communications information, including
your preferences in receiving marketing from us and your communication
preferences.
• Information that you provide to us for the purposes of attending
meetings and events.
• Personal information (which may also include special category data)
provided to us by (or on behalf of) clients, or generated by us in the course
of providing services to clients.
• Any other information which is otherwise personal information which
you may provide to us.
3. How is your personal data collected
We use different methods to collect data from and about you, including:
• Direct interactions – You may give us personal
information through interactions with us directly, for example by corresponding
with us by post, telephone, e-mail or otherwise or as necessary in the course
of provided legal services to you.
• Automated technologies or interactions – We may
gather personal information as you interact with our website.
• Third parties or publicly available sources – We
may collect or receive personal data about you from third parties and public
sources.
4. How we use your personal data
We will use your personal data in the following circumstances:
• To comply with our legal or regulatory obligations.
• Where it is necessary for our legitimate interests (or those of a third
party) and your interests and fundamental rights do not override those
interests.
• Where we need to perform a contract which we are about to enter into or
have entered into with you.
Generally, we do not rely on consent as a legal basis for processing
your personal data other than in relation to sending direct marketing
communications to you via e-mail, telephone or other means of communication.
You have a right to withdraw consent to marketing at any time by contacting us
(see above for contact details).
Purposes
for which we will use your personal data
We have set out below, in a table format, a description of the ways we
plan to use your personal data, and which of the legal bases we rely on to do
so. We have also identified what our legitimate interests are where
appropriate.
Please note that we may process your personal data for more than one
lawful ground depending on the specific purpose for which we are using your
data. Please contact us if you need details about the specific legal ground we
are relying on to process your personal data where more than one ground has
been set out in the table below.
|
Purpose/Activity |
Type of data |
Lawful basis for
processing including basis of legitimate interest (where applicable) |
|
To take you on as
a client of the firm (including carrying out identity checks with third
parties) |
(a)Basic |
(a)Necessary to
comply with a legal obligation |
|
To provide legal
services to you |
(a)Basic |
(a)Necessary to
comply with a legal obligation |
|
To manage our
relationship with you, including notifying you about changes to our privacy
policy |
(a)Basic |
(a)Necessary to
comply with a legal obligation |
|
To administer and
protect our business and this website (including troubleshooting, data
analysis, testing, system maintenance, support, reporting and hosting of
data) |
Technical |
Necessary for our
legitimate interests (for running our business, network security, to prevent
fraud and crime) |
|
To use data
analytics to improve our website, services, marketing, customer relationships
and experiences |
(a)Technical |
Necessary for our
legitimate interests (to keep our website updated and relevant, to develop
our business and inform our business strategy) |
|
To make
suggestions and recommendations to you about services that may be of interest
to you |
(a)Basic |
Necessary for our
legitimate interests (to develop our services and grow our business) |
Use
of Y and G Legal Limited website
Our website uses traffic analysis tools to analyse website traffic to
help us continually improve the design, content and layout of the site.
‘Cookies’ are small pieces of information sent by a computer’s web
server to a web browser, which enables the server to collect information from
the browser. A cookie essentially takes the form of a small text file deposited
on your computer’s hard drive.
We may place a cookie on your machine to help us gather the above
website data or, where necessary, to ensure that pages where you log in
function correctly. We do not access any information stored in cookies placed
on your machine by other websites.
If you would like to prevent our cookies from being stored on your
computer in future, you can do so by referring to your Internet browser’s
instructions. You can do this by clicking on the Help menu. Please note however
that if you disable our cookies you may not be able to access certain services
or facilities on our site and your use of our site may be limited. Further
information about deleting or controlling cookies is available at www.allaboutcookies.org.
Marketing
We strive to provide you with choices regarding certain personal data
uses, particularly around marketing.
You may receive marketing communications from us if you have requested
information from us or engaged our services, or if you have provided us with
your details for a specific marketing purpose, and in each case, where you have
not opted out of receiving that marketing.
If you receive marketing communications from us and no longer wish to do
so, you may opt out at any time by emailing us at info@oracle-family.com.
We will get your express opt-in consent before we share your personal
data with any company or person outside of Y and G Legal Limited for marketing
purposes.
Change
of purpose
We will only use your personal data for the purposes for which we
collected it, unless we reasonably consider that we need to use it for another
reason and that reason is compatible with the original purpose. If you wish to
get an explanation as to how the processing for the new purpose is compatible
with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will
notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your
knowledge or consent, in compliance with the above rules, where this is
required or permitted by law.
5. Disclosures of your personal data
We may share your personal information with certain trusted third
parties in accordance with our contractual arrangements with them, including:
• Our professional advisers and auditors
• Our outsourced support service providers such as dictation, IT support and
photocopying
• Third parties who we engage in the course of providing services to
clients with their prior consent, such as barristers, local counsel and
technology service providers such as data room and case management services.
Where necessary, or for the reasons stated in this policy, your personal
information may be shared with regulatory bodies, courts, tribunals or similar
bodies. We may also be required to disclose your information to comply with
legal or regulatory requirements. However, we will use reasonable endeavours to
notify you before we do this, unless we are legally prohibited from doing so.
We do not sell, rent, or otherwise make personal information
commercially available to any third party, unless with your prior consent.
6. International transfers
We may need to transfer your personal information to locations outside
the European Economic Area (EEA) in order to provide our services to you.
Please see ‘Disclosures of your personal data’ for more detail on how
information may be shared with Y and G Legal Limited and third party service
providers.
Whenever we transfer your personal data out of the EEA, we ensure a
similar degree of protection is afforded to it by ensuring at least one of the
following safeguards is implemented:
• We will only transfer your personal data to countries that have been
deemed to provide an adequate level of protection for personal data by the
European Commission. For further details, see European Commission: Adequacy of the protection of personal data
in non-EU countries.
• Where we use certain service providers, we may use specific contracts
approved by the European Commission which give personal data the same
protection it has in Europe. For further details, see European Commission: Model contracts for transfer of personal data
to third countries.
Please contact us if you want further information on the specific
mechanism used by us when transferring your personal data out of the EEA.
7. Data security
We have in place appropriate security measures to prevent your personal
data from being accidentally lost, used or accessed in an unauthorised way,
altered or disclosed. In addition, we limit access to your personal data to
those employees, agents, contractors and other third parties who have a
business need to know. They will only process your personal data on our
instructions and they are subject to a duty of confidentiality.
We have in place procedures to deal with any suspected personal data
breach and will notify you and any applicable regulator of a breach where we
are legally required to do so.
8. Data retention
We will only retain your personal data for as long as necessary to
fulfil the purposes we collected it for, including for purposes of satisfying
any legal, accounting or reporting requirements.
To determine the appropriate retention period for personal data, we
consider the amount, nature, and sensitivity of the personal data, the
potential risk of harm from unauthorised use or disclosure of your personal
data, the purposes for which we process your personal data and whether we can
achieve those purposes through other means, and the applicable legal
requirements.
9. Your legal rights
Under certain circumstances, you have rights under data protection laws
in relation to your personal data.
• Right to be informed
• Right to access your personal data
• Right to request that your personal data be corrected
• Right to erase your personal data
• Right to restrict processing of your personal data
• Right to transfer your personal data
• Right to withdraw consent
If you wish to exercise any of these rights set out above, please
contact us.
No
fee usually required
You will not have to pay a fee to access your personal data (or to
exercise any of the other rights). However, we may charge a reasonable fee if
your request is clearly unfounded, repetitive or excessive. Alternatively, we
may refuse to comply with your request in these circumstances.
What
we may need from you
We may need to request specific information from you to help us confirm
your identity and ensure your right to access your personal data (or to
exercise any of your other rights). This is a security measure to ensure that
personal data is not disclosed to any person who has no right to receive it. We
may also contact you to ask you for further information in relation to your
request, to speed up our response.
Time
limit to respond
We try to respond to all legitimate requests within one month.
Occasionally it may take us longer than a month if your request is particularly
complex or you have made a number of requests. In this
case, we will notify you and keep you updated.