As an essential part of our business, we collect and manage client and non-client data. In doing so, we observe the UK data protection legislation and are committed to protecting and respecting clients’ and non-clients’ privacy and rights.

We act as a “Data Controller” in respect of the information we gather and process.

What information do we collect about you?

We seek to collect information about you so that we can: –

  • Enable business development
  • Provide services to you
  • Respond to your enquiries
  • Deliver information to you about our services
  • Process and respond to any complaints
  • Enable us to meet legal obligations which are imposed on us
  • Obtain payment from you
  • Audit usage of our website

The information we need for these purposes is known as your “personal data”. Your personal data includes your name, home address, email address, telephone numbers, national insurance numbers, date of birth and other financial information. We collect this information from you in a variety of ways e.g., over the telephone, by completing a form, via email or during direct face to face meetings.

Information may be passed to us by third parties in order that we can undertake legal work on your behalf. Typically, these organisations can be: –

  • Banks or building societies
  • Panel providers who allocate legal work to law firms
  • Organisations that have referred work to us
  • Government departments

How do we use this information?

We use the data collected from you for the specific reasons and purposes listed in the table below. This table will also help you understand when your data will be shared with a third-party organisation.

Purpose for processing data Legal basis for processing data Third Party organisations with whom data is shared
To provide legal services to you and respond to enquiries To meet contractual requirements None
To obtain payment for our services and provide you with invoices/bills To meet contractual requirements Tax inspectors, HM Revenue and Customs, Government and auditors (external and internal)
To process and respond to any complaints To meet a legal obligation Indemnity Insurance providers, Legal Ombudsmen, regulator the SRA
To monitor and record the use of our website and information relating to the use of our services To meet a legitimate interest in order to improve our services and experiences on our website Web service providers, cookie providers
To monitor the quality of our services via satisfaction questionnaires To meet a legitimate interest in order to improve our services None
To ensure that the firms offices and its stored information is secure we use CCTV services To meet contractual requirements CCTV services providers
To verify your ID and source of funds To meet contractual requirements Anti-Money Laundering search providers
To obtain insurance policies on your behalf To meet contractual requirements Legal Indemnity Insurance Companies.
To seek advice from Third Parties such as legal or non-legal experts To meet contractual requirements Counsel, legal experts and non-legal experts, banks, financial institutions, brokers
To conduct human resource administration to include assessing suitability and/or fitness to work To meet contractual obligations this includes taking action before entering a contract Disclosure and Barring services

 

Your rights

Under the terms of data protection legislation, you have the following rights: –

  • Right to Access
    You are entitled to access your personal data. This is known as a “subject access request”. You can obtain this information at no cost. We will send you a copy of the information within 30 days of your request. A request for personal data means that you are entitled to a copy of the data we hold on you
    – such as your name, address, contact details, date of birth, etc but it does not mean that you are entitled to the documents that contain this data.
    To make a Subject Access request, please send your request in writing to our office to ESN Solicitors, 267-271 High Street, Erdington, Birmingham, B23 6SR or by email to info@esnsolicitors.com
  • Right to be Informed
    This Privacy Notice and our Cookie Policy fulfils our obligation to tell you the ways in which we use your information.
  • Right to be Forgotten
    You have the right to ask that we erase all personal information that we hold about you. Where it is appropriate that we comply with your request, your request will be actioned within 30 days. For further information please contact our office or email info@esnsolicitors.com
  • Right to Rectification
    You have the right to have personal data rectified if it is inaccurate or incomplete. Please contact our office if you wish to exercise this right.
  • Right to object
    You have the right to object to the continued use of your data for any purpose listed above for which consent is identified as the lawful basis for processing i.e. you have the right to withdraw your consent at any time.
    You have the right to object to the continued use of your data for any purpose listed above for which the lawful basis of processing is that it has been deemed legitimate.
  • Right to Restrict Processing
    If you wish us to restrict the use of your data because: –
    ➢ You think its inaccurate but will take time to validate;
    ➢ You believe our data processing is unlawful, but you do not want your data erased;
    ➢ You want us to retain your data to establish, exercise or defend a legal claim or;
    ➢ You wish to object to the processing of your data, but we have yet to determine whether this
    is appropriate

Please contact our office on the details supplied

Complaints about the use of personal data

We are not aware of any justifiable reason that would constitute a legitimate reason for objecting or complaining about the way we process or control information.

However, if you wish to raise a complaint then you can contact our office in writing or by email to
info@esnsolicitors.com

If you are not satisfied with our response you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) who may be contacted at Wycliffe House, Water Lane, Wilmslow SK9 5AF or via their website https://ico.org.uk/

How long will we retain information for?

We will retain information for a period of 6 years. This is due to regulatory reasons and to ensure our business records are adequate to maintain the requisite levels of insurance to protect clients and nonclients. None of the information that we collect, process or store is transferred outside of the European Economic Area (EEA).

Privacy and Security of your data

We recognise that your information is valuable, and we take all reasonable measures to protect it whilst it’s in our care.

We have high standards of technology and operational security to protect personally identifiable data from loss, misuse, alteration or destruction.

We adopt a high standard when it comes to confidentiality obligations and both internal and external parties have agreed to protect the confidentiality of all information to ensure all data is handled and processed in line with our stringent confidentiality and protection policies.

We use computer safeguards such as firewalls, data encryption and software penetration testing. Where possible, physical access controls our buildings and files to keep data safe and secure.

General Questions and comments regarding our Privacy Policy are welcomes and should be sent to our office or to info@esnsolicitors.com

Contact Us

ESN Solicitors

267-271 High Street

Erdington, Birmingham

B23 6SR

T: 0121 377 7773

F: 0121 377 6621

E: info@esnsolicitors.com

Social Media

Contact Us

ESN Solicitors

267-271 High Street

Erdington, Birmingham

B23 6SR

T: 0121 377 7773

F: 0121 377 6621

E: info@esnsolicitors.co.uk

Social Media

A List of our Partners is available for inspection at our Registered Office.

We are authorised and regulated by the Solicitors Regulation Authority. Our Solicitors Regulation Authority Number is 441787

Copyright 2019 ESN Solicitors