Privacy Policy GDPR and Website Terms & Conditions

Privacy Policy

Please read this privacy notice carefully as it contains important information that explains how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or 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.

Key terms

It would be helpful to start by explaining some key terms used in this policy:

We, us, our

Goodman Derrick LLP and our Partners, fee earners and employees

Our data protection officer

Because our activities do not involve the large scale, regular and systematic monitoring of individuals, or special categories of personal data (see below), or data relating to criminal convictions and offences we are not required to appoint a data protection officer. 

If you have questions in respect of the personal data that we hold then please refer them to the Partner dealing with your affairs or to the Senior Partner

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

Genetic and biometric data

Data concerning health, sex life or sexual orientation

Personal data we collect about you

The table below sets out the personal data we will or may collect in the course of advising or acting for you.

Personal data we will collect

Personal data we may collect depending on why you have instructed us

Basic contact details including your name, address and telephone number

Electronic contact details such as your email address and mobile phone number

Information to enable us to check and verify your identity, for example your date of birth or passport details

Information relating to the matter in which you are seeking our advice or representation

Information to enable us to undertake a credit or other financial checks on you

Your financial details so far as relevant to your instructions, for example the source of funds if you are instructing us on a purchase transaction

 

Your National Insurance and tax details

Your bank or building society details

Details of your professional online presence, for example your LinkedIn profile

Details of your spouse or partner, and dependants or other family members, if for example you instruct us on a family matter or a will

Your employment status and details including salary and benefits, if for example you instruct us on matter related to your employment or in which your employment status or income is relevant

Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information if you instruct us on an immigration matter

Details of your pension arrangements, if for example you instruct us in relation to the breakdown of a relationship

Details of your wealth, including land or property, investments, antiques, goods and chattels, if you instruct us on a Private Client or matrimonial matter

Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including if applicable relevant special category personal data), if for example you instruct us on matter related to your employment or in which your employment records are relevant

Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, if for example you instruct us on discrimination claim

Your trade union membership, for example if you instruct us on discrimination claim or your matter is referred or funded by a trade union

Your medical records (including if applicable relevant special category personal data), for example if we are acting for you in a personal injury claim or estate planning matter

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

How your personal data is collected or stored

We collect most of this information direct from you, either when we first meet with you or in correspondence (post, e mail or otherwise) or by telephone or in exceptional cases via internet based communication systems.  If you have been referred to us by an existing client or contact then they may have provided basic information to us.  However, we may also collect information:

  • from publicly accessible sources, for example
    • Companies House;
    • HM Treasury;
    • HM Land Registry;
  • directly from a third party, for example
    • Equifax” (or similar) consumer credit reporting agency, and other client due diligence providers;
    • HM Treasury UK and International Sanctions consolidated list;
    • “Linked in” (or similar) professional social networking sites;
    • “Beauhurst” (or similar) private company deals and press release agencies
  • from a third party with your consent, for example
    • your bank or building society, another financial institution or advisors;
    • consultants and other professionals we may engage in relation to your matter;
    • your employer, or trade union, professional body or pension administrators;
    • your doctors, medical and occupational health professionals;
  • from you via the enquiry form on our website.  Please note that we use cookies on our website to monitor usage and make it easier to use, and to stop our on line forms for being used to send spam e mail.  We do not use cookies to identify individuals or to capture and store personal information.  For more information on cookies please see our cookies policy here.
  • via our information technology (IT) systems, for example:
  • our document management and time recording systems, which store various documents we have received or created, and records details of the work we have done for you in connection with our assignment;
  • if you have corresponded by email with, or recorded a telephone voicemail message for any member of staff, then your name and basic contact details, and possibly job title and employer may have been recorded;
  • if you have met with any member of staff and left with them a business card or similar then your name and basic contact details, job title and employer are likely to have been recorded;
  • we use Google Analytics to monitor our websites so we can make improvements.  Our use of Google Analytics requires us to pass to Google your IP address but no other information.  We are unable to identify individuals who have been browsing our site but Google themselves may be able to.  Google Analytics privacy statement is here and a note of how they use information here.
  • other IT systems, such as our computer networks and connections, telephone communications systems, email and instant messaging systems may capture limited details of those using them.

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason for doing so, for example:

  • for the proper performance of the services we have agreed to provide in our contract with you, or at the outset of our relationship to take steps to ensure we are not conflicted or otherwise unable to enter into a contract with you;
  • to comply with our legal and regulatory obligations (including our responsibilities to other clients);
  • for either our legitimate interests or yours, or those of a third party; or
  • where you have given us consent.

A legitimate interest includes 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.

The table below explains what we use (process) your personal data for and our reasons for doing so:

What we use your personal data for

Our reasons

To provide legal services to you

For the proper performance of our contract with you, or at the outset of our relationship to take steps to ensure we are not conflicted or otherwise unable to enter into a contract with you;

 

Conducting checks to identify our clients and verify their identity

Conducting checks to ensure that in acting for you we are not putting ourselves in a conflict with other clients we already act for

Screening for financial and other sanctions or embargoes to prevent us acting for clients we should not

Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, for example under rules issued by The Solicitors Regulation Authority

To comply with our legal and regulatory obligations

Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies

To comply with our legal and regulatory obligations

Ensuring business policies are adhered to, for example policies covering security and internet use

For our legitimate interests or yours, or those of a third party, for example to make sure we are following our own internal procedures so we can deliver a good service to you

Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests or yours, or those of a third party, for example to be more efficient so we can deliver a good service to you

Ensuring the confidentiality of commercially sensitive information

To comply with our legal and regulatory obligations

For our legitimate interests or yours, or those of a third party, for example to protect our own or our clients’ intellectual property and other commercially valuable or price sensitive information

Statistical analysis to help us manage our practice, for example in relation to our financial performance, client base, work type or other measures

For our legitimate interests or yours, or those of a third party, for example to be more efficient so we can deliver a good service to you

Preventing unauthorised access and modifications to systems

To comply with our legal and regulatory obligations

For our legitimate interests or yours, or those of a third party, for example to prevent and detect cyber or criminal activity that could be damaging either to us or to you

Updating and enhancing client records

For the proper performance of our contract with you, or at the outset of our relationship to take steps to ensure we are not conflicted or otherwise unable to enter into a contract with you;

To comply with our legal and regulatory obligations

For our legitimate interests or yours, or those of a third party, for example making sure that we can keep in contact with our clients about existing and new services

Statutory returns

To comply with our legal and regulatory obligations

Ensuring safe working practices, staff administration and assessments

To comply with our legal and regulatory obligations

For our legitimate interests or yours, or those of a third party, for example to be more efficient so we can deliver a good service to you

Marketing our services to:

  • existing and former clients;
  • third parties who have expressed an interest in our services;
  • third parties with whom we have had no previous dealings.

For our legitimate interests or yours, or those of a third party, for example to promote our business to existing and former clients, and to inform our clients of new or developing legal issues that may become a concern to them

External Compliance file reviews and quality assurance checks, for example for the Conveyancing Quality Scheme, our insurers and the annual audit of our accounts and client monies

To comply with our legal and regulatory obligations

For our legitimate interests or yours, or those of a third party, for example to maintain our accreditations so we can demonstrate we operate to a high standard

The above table does not apply to special category personal data, which we will only process with your explicit consent.

Promotional communications

We may use your personal data to send you updates, typically by email but also via Twitter and other social media should you have chosen to “follow” us, including:

  • our monthly newsletter “GD Online” containing topical discussions and legal developments that we judge will be of interest to you
  • information about our services, including practice area developments that are of topical relevance, or new to the firm or where we have hired additional resource or expertise
  • Invitations to seminars and events we judge are relevant to you or your business and may be of interest to you

We have a legitimate interest in processing your personal data for promotional purposes.  In addition our clients benefit from a better understanding of new and developing legal issues.  (See above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes without your explicit consent.

You have the right to opt out of receiving promotional communications at any time by:

  • speaking with the Partner who looks after the services that we provide to you, or
  • contacting us by e mail at law@gdlaw.co.uk, or
  • using the ‘unsubscribe’ link in emails, or
  • updating your marketing preferences on our Marketing preferences page here

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your personal data with

We routinely share personal data with:

  • professional advisers who we instruct on your behalf or refer you to in the course of the provision of the services we have agreed with you, for example barristers, medical professionals, accountants, tax advisors or other experts;
  • other third parties where necessary to carry out your instructions, for example your mortgage provider or HM Land Registry in the case of a property transaction, or Companies House in the case of a Corporate transaction;
  • our insurers and brokers who source our Professional Indemnity insurance, or external auditors, for example in relation to the statutory audit of our accounts and the management of Client monies;
  • our bankers, in the event we hold client monies in a designated deposit account;
  • exceptionally and only to the extent necessary external service suppliers, representatives and agents that we use to make our business more efficient, for example the providers of our IT infrastructure, overnight typing services, marketing systems providers or print and document collation services.

We only ever give our service providers the minimum data necessary for them to perform their services.  We only allow them to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.

We may also need to share some personal data 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.

We will not share your personal data with any other third party.

Where your personal data is held

Information may be held at our offices and, to the limited extent necessary for them to perform their services, those of our third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).

Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the EEA’.

How long your personal data will be kept

We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:

  • 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 data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. When it is no longer necessary to retain your personal data we will delete or anonymise it as far as practical.

Transferring your personal data out of the EEA

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

  • with your and our service providers located outside the EEA;
  • if you are based outside the EEA;
  • if there is an international dimension to the matter in which we are advising you.

These transfers are subject to special rules under European and UK data protection law.  If you would like further information please contact the Partner who generally provides our services to you (see ‘How to contact us’ below).

Your rights

You have the following rights, which you can exercise free of charge:

Access

The right to be provided with a copy of your personal data

Rectification

The right to require us to correct any mistakes in your personal data

To be forgotten

The right to require us to delete your personal data in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data in certain circumstances, for example if you contest the accuracy of the data

Data portability

The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations

To object

The right to object:

at any time to your personal data being processed for direct marketing (including profiling);

in certain other situations to our continued processing of your personal data, for example processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision-making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email, call or write to the Partner who looks after the services we provide to you, or to the Senior Partner, or to Law@gdlaw.co.uk - see below: ‘How to contact us’; and
  • let us have enough information to identify you, typically your full name, address and client or matter reference number;
  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
  • let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access 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 anticipate that we can resolve any query or concern you may 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, normally live 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.

Changes to this privacy policy

This privacy policy was published on 1st May 2018 and last updated on 1st May 2018.  We may change this privacy policy from time to time, when we do we will inform you by publishing details on our website

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.  Either contact the Partner who looks after the services we provide to you, or to the Senior Partner, or to Law@gdlaw.co.uk


Website Terms & Conditions

Nothing on the web site accessible via www.goodmanderrick.com, www.gdlaw.co.uk or www.goodmanderrick.co.uk (“Web Site”) constitutes legal advice or gives rise to a solicitor/client relationship. Specialist legal advice should be taken in relation to specific circumstances.

Availability of our Web Site

We will try to make our Web Site available but cannot guarantee that our Web Site will operate continuously or without interruptions or be error free and can accept no liability for its unavailability. You must not attempt to interfere with the proper working of our Web Site and, in particular, you must not attempt to circumvent security, tamper with, hack into, or otherwise disrupt our computer system, server, Web Site, router or any other internet connected device.

Exclusions

The information on this Web Site is given for general information purposes only we do not give any warranty as to the availability, accuracy, completeness, currency or reliability of the information and material published on the Web Site and expressly disclaim (to the maximum extent permitted by any applicable law) all liability for any damage or loss resulting from your use of or reliance on the information and material published on the Web Site.

We shall not be liable for any damage (including, without limitation, damage for loss of profits or loss of business) arising in contract, tort or otherwise from the use of, or inability to use this Web Site or any information contained on it, or from any action or decision taken as a result of using this Web Site or any such information.

We accept liability for death or personal injury caused by negligence or responsibility for fraudulent misrepresentation that cannot, under English law, be excluded.

General

Copyright in the information on this Web Site belongs to Goodman Derrick LLP, you may print any page or download it to a local hard disk for your personal non commercial use only.

By accessing this Web Site you are deemed to have accepted this disclaimer in full.

This disclaimer shall be governed by and construed in accordance with English law and is subject to the exclusive jurisdiction of the English courts.

Online Privacy Practices

We are keen to strike a fair balance between your personal privacy and ensuring you obtain full value from the internet and the services we may be able to market to you. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

We are fully registered under the Data Protection Act 1998 (“the Act”) and ensure we comply with all the protection the Act affords you. Further information on the Act is available on the internet at www.dataprotection.gov.uk.

Registration

We collect the details such as the e-mail address and name (where possible) of visitors to our Web Site, the e-mail addresses of those who communicate with us via e-mail and information volunteered by users when they request information such as newsletters or marketing information from us.

What we do with your information

The information we collect is used by us to:

  • contact you for marketing purposes, for example, so that we may provide you with information about the firm and newsletters;
  • to improve the content of our Web Site;
  • to support your relationship with us and fulfill any agreements entered into between you and us;
  • to allow you to participate in interactive features of our services, when you choose to do so; and
  • to notify you about changes to our services.

If you do not want to receive e-mail or correspondence from us in the future, please let us know by contacting us using the details below and telling us that you do not want to receive e-mail or correspondence from Goodman Derrick LLP.

If you supply us with your postal address on-line you may receive periodic mailings from us with information on new services or upcoming events. If you do not wish to receive such mailings, please let us know by contacting us using the details below. Please provide us with your exact name and address. Please also use the address below if you have any queries regarding the personal information we hold about you, and make sure you clearly mark your communication as a “Data Protection Query”.

Except as set out above, the information you provide will be kept confidential and will be used only to support your relationship with us. We will not sell or transfer your personal data to any third parties for direct marketing purposes.

Keeping your Personal Information Safe and Current

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Web Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Cookies

Interested in this issue but short of time? Here's what we think you need to know:

  • We use cookies to make our website easier for you to use
  • We use cookies to help stop our online-forms from being used to send spam-email
  • We use cookies to monitor usage so we can spot trends and make improvements
  • We DO NOT use cookies to identify individuals (and never will)
  • We DO NOT store personal information in cookies

We believe that our use of cookies is necessary for the smooth functioning of the website. We do not believe that they pose any threat to your personal privacy or online security and we recommend that you indicate that you will "allow" cookies. If you "disable" cookies the interactive functions of the website will not operate. For example, data-submission via forms, as well as user-registration, user-login, and many other features of the website can not work fully without using cookies.