Privacy notice

On the conclusion of your retainer we will archive your file. We will store it for six years in accordance with current Solicitors Regulation Authority’s rules. After that it will be destroyed.

Our contact details

Austins Solicitors
Building 3 Chiswick Business Park 566 Chiswick High Road, Chiswick, London W4 5YA
Tel: 0800 3777716 (+44203 858 0041) Fax 08456 583635
Authorised and Regulated by the Solicitors Regulation Authority SRA No: 404976

What type of information we have

We hold personal information on your behalf that is collected during anti-money laundering checks and our retainer. This includes, but is not limited to, your name, residential address, email addresses and financial information.

How we get the information and why we have it

The information is held on your file, in both hard copy (paper) and electronically. We only collect relevant data in order to carry out your instructions and in accordance with our legal or contractual obligations.

We only collect personal information where we have a legal or contractual obligation to do so. For example, when processing your personal information is necessary for:

  • the performance of your contract and before you enter into a contract
  • compliance with our statutory, regulatory and legal obligations
  • protecting your vital interests

What we do with the information

We use your personal data to:

  • provide legal advice and related services (including marketing communications, where you have requested them)
  • manage our business
  • comply with our legal obligations
  • improve and monitor the performance of our digital platforms

We take steps to minimise the amount of personal data we hold about you and to keep it secure.

We delete your personal data when we no longer need it, and we have policies in place to govern when that is.

You have a number of rights in relation to your personal data. We are happy to answer your questions about any of the above – please email: sja@austinsandco.co.uk

How we store your information

When your retainer is concluded, we will archive your file and store it for six years. This is in accordance with current Solicitors Regulation Authority’s rules. After that it will be destroyed.

Your data protection rights

We use the information you provide primarily for the provision of legal services to you. We also use it for related purposes including:

  • updating and enhancing client records
  • analysis to help us manage our practice
  • statutory returns
  • legal and regulatory compliance

Our use of that information is subject to your instructions, data protection law and our duty of confidentiality.

Third parties

Our work for you may require us to pass on such information to third parties such as expert witnesses and other professional advisers. These can include advisers appointed by another party to your matter.

We may also give such information to others who perform services for us, such as typing or photocopying.

Our practice may be audited or checked by our accountants, our regulator or by other organisations. We do not normally copy such information to anyone outside the European Economic Area.

Access to your data

You have a right of access, under data protection law, to the personal data that we hold about you.

We seek to keep that personal data correct and up to date. You should let us know if you believe the information we hold about you needs to be corrected or updated.

The person responsible for data protection in this firm is Sarah Austin, the firm’s principal. If you would like to check what data we hold for you, please email sja@austinsandco.co.uk in the first instance.

Data protection in respect of money laundering checks

We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport. These will be processed only for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

You consent to us retaining such data for longer than the five year statutory period, unless you tell us otherwise.

Data protection – your obligations

If you send us personal data about anyone other than yourself, you will ensure you have any appropriate consents and notices in place to enable you to transfer that personal data to us so that we may use it for the purposes for which you provide it to us.

Individual’s rights

The GDPR introduces the following rights for individuals:

  • the right to be informed
  • the right of access
  • the right to rectification
  • the right to erasure
  • the right to restrict processing
  • the right to data portability
  • the right to object
  • the right not to be subject to automated decision-making including profiling

On the whole, your rights under the GDPR are the same as those under the Data Protection Act but with some significant enhancements.

The right to data portability is new. It only applies:

  • to personal data an individual has provided to a data controller
  •  where the processing is based on the individual’s consent or for the performance of a
    contract
  • when processing is carried out by automated means.

Your personal data will be held in electronically and can be provided free of charge.

Complaints

You can complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113