How and why we use your information
This policy applies to information we collect about people who use our services (our clients), as well as individuals whose data is collected in the course of providing legal services, our employees (including prospective employees), suppliers and contractors, and visitors to our website, including people who send us an online enquiry. Khan Mather Limited is committed to protecting the privacy of its clients and ensuring that the personal data we control is kept and used securely. Khan Mather Limited is a data controller and we are registered as such on the data protection public register. Our registration number is: Z2640972.
We process personal information where:
- It is necessary for the performance of a contract (for example to provide legal services to our clients);
- Where we have the consent of the individual (for example to send a newsletter to);
- We are required or authorised by law to do so, or
- It is necessary to pursue our legitimate interests, as reasonably expected and where there is no detriment or minimal impact on the individual’s privacy.
We set out in further detail below the personal data that we collect in respect of different categories of individual, as well as how to access the personal information we hold about you, should you wish to request it.
People who use our services (our clients)
We have to hold and use the personal information of the people who are our clients in order to provide the legal services that they have requested.
We may hold the following type of personal data in relation to our clients (depending on the nature of the legal services provided):
- Identification information (including copies of ID documentation);
- Contact information (such as address, phone numbers and email addresses);
- Financial information (in relation to making payments for our services and/or payment of damages in litigation cases);
- Health information (such as medical records, particularly in personal injury cases);
- Information in relation to religious beliefs (where this is relevant);
- Images (for example photographs of injuries sustained);
- Any other information provided by the client or in relation to the client, obtained during the course of providing the legal services.
This information is collected either directly from the client, individuals acting on their behalf, such as a litigation friend, or from third parties, such as your medical records may be obtained from your health care providers where these are needed for the case.
The personal information held will primarily be used to provide the legal services and manage the client relationship, however it may also be used for administration and marketing and we may also disclose information to our agents and third parties in order for them to carry out services on our behalf. We will not disclose your personal information to third parties unconnected with your claim, without first obtaining your consent to do so, unless we are required to do so by law to establish or defend legal claims, or comply with our statutory or regulatory obligations, or have other grounds to do so under the Data Protection Act 2018. For example, we need to check the identity of new clients for money laundering purposes in order to comply with our legal obligations and regulatory requirements and we may need to carry out additional checks in this regard. We may in certain circumstances disclose information to the appropriate authorities if there is suspicion of money laundering. We may contact existing clients with information regarding new legal services or products that may be of interest to you – if this contact is by email recipients will be able to unsubscribe from any future marketing by clicking on the link at the end of each marketing email.
Visitors to our website
When someone visits our website, we collect standard Internet log information and details of visitor behaviour patterns in order to find out the number of visitors to our website. We collect this information in a way which does not identify any one and we do not try to find out the identities of those visiting our website. When visitors to our website submit an online enquiry requesting a call back, we will use the personal information provided in order to respond to them and deal with their enquiry. If no services are to be provided to the enquiries as a result, then their personal information will be deleted.
Job applicants, current and former employees
When individuals apply to work with us, we will only use the information they supply to us (which may include data such as contact details, education and past employment details, ID, right to work status etc.) to process their application and assess their eligibility for the role. This information will be collected from the applicant and relevant third parties such as referees. Personal information about unsuccessful candidates will be held for up to 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. Once a person has taken up employment with us, we will compile a file relating to their employment for the purposes of HR administration. This information will only be used for purposes directly relevant to that person’s employment. Once their employment has ended, we will retain the file in accordance with our retention policy following which it will then be destroyed.
Third parties, such as suppliers and contractors
We will from time to time collect personal data of those that assist us in the administration of the business, for example suppliers of services to us, including expert’s and counsel, who may be instructed in litigated cases. Information will be collected from those third parties, including identification information, contact information and financial information (in order to make payment), which will be collected from the third party directly, in order to meet our legal obligations and manage our relationship with the third party.
We will always retain your personal information in accordance with applicable law and data protection regulation and for no longer than is necessary. In determining the retention period, we take account of factors such as the purpose for which it was collected, how long we need to keep it in the event of any claims or related litigation and in order to comply with any relevant legal obligations on us.
We are committed to protecting your personal data and consider that the security of the data that we process is of the upmost importance. Our in-house IT and data compliance experts are dedicated to ensuring that the most appropriate technical and organisational measures are applied to our systems and controls across the office.
This privacy notice is a non-exhaustive summary of how we collect and use personal information, including the personal information obtained via this website. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. The contents of this notice will be reviewed periodically, and any changes will be posted on this page, therefore you are advised to refer back to it from time to time.
Your data rights and Access to personal information
Individuals can find out if we hold any of their own personal information by making a ‘subject access request’ under the Data Protection Act 2018. If we do hold information about you we will give you a description of it, tell you why we are holding it, tell you who it could be disclosed to and let you have a copy of the information in an intelligible form. To make a subject access request to us you need to put the request in writing to the address provided below or commence the process via the contact box at the contact us section of our website.
Individuals have further rights under the Data Protection Act 2018, such as the right to object to processing, to request that information is deleted in certain circumstances or for inaccurate personal information to be corrected or deleted – further information about these rights are available on the ICO’s website www.ico.org.uk
How to contact us
Requests for further information or to make a subject access request can be put in writing and sent to: Khan Mather Limited Second Floor 21-23 Stamford New Road Altrincham WA14 1BN
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