This page explains how we collect, process and look after any personal information that we collect about you.
This policy was last updated on 4 October 2021.
Telephone: +44 20 7874 5600
Post: Data Protection Team, Simkins LLP, Lynton House, 7 12 Tavistock Square, London WC1H 9LT, United Kingdom
We may collect personal information about you in connection with our site in the following circumstances:
We may also receive personal data about you, or confirm the personal data about you listed above, from public sources, including Companies House or information about you available on the internet (such as your employer’s website).
We do not generally seek to collect any “special categories” of personal data about you (for example, details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we seek to collect any information about criminal convictions and offences save as necessary and reasonable to vet you if you apply to us for a job or training contract or as necessary as part of the process of providing legal services to you.
To the extent that you provide us with any special categories of personal data about you (or any details of criminal convictions or offences), then (in the absence of another legal ground for processing), we will only process that information with your explicit consent, which you give to us by providing that information to us, for (a) the purpose for which you have voluntarily provided such information and (b) any purpose that is reasonably compatible with such purpose. You may withdraw that consent at any time by contacting us on the details above. Please note that we might have other legal grounds for processing such special data, such as the establishment, exercise or defence of legal claims and/or if the personal data has been manifestly made public by you, but we will not process such data without such a lawful reason.
Our site is not intended for children, and we do not knowingly collect any personal data relating to children – unless in the course of our professional advice, in which case we may make special arrangements to do so by providing a specific privacy notice and we shall, where required, seek consent for processing the child’s personal data from the child’s parent or legal guardian.
We will only use or process your personal data when we have a lawful basis for doing so. Please do not provide us with any personal information if you do not want that information to be used by us in this way. Most commonly, we will use your personal data in the following circumstances, with the following lawful bases:
We may collect information about you through channels other than the site – for example, if you obtained our contact details from another source, if you met our staff in person, or if your details were provided to us by a third party (e.g. your employer) who gave us your information in the context of us supplying legal services. In all cases, we will only use your personal data if we have your consent or another legal basis for the processing of your personal data applies. This includes us fulfilling a contract with you, complying with a legal duty, or when it is in our legitimate business interest to use your personal data. We will only rely on our legitimate business interest when it is fair and reasonable to do so.
If you become a client, then we will collect more personal information about you and/or your personnel in the course of providing our services (such as requesting ID documents that we are legally required to obtain). Any personal information collected by us during the course of our professional services is processed in accordance with our Privacy Notice to Clients, as appended to our Terms of Business.
We will only use your personal data for the purposes for which we collected the data, unless we reasonably consider that we need to use such data for another reason and that reason is compatible with the original purpose. If you would like to get an explanation of how the processing for the new purpose is compatible with the original purpose, please contact us on the details above.
If we need to use your personal data for an unrelated purpose, we shall notify you and we will explain the legal basis on which we intend to rely.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, if and to the extent that this is required or permitted by law.
We may disclose your personal information collected via the site to certain third parties, but only in the following limited circumstances:
For our clients, any transfers of personal information outside of the UK are conducted in accordance with our Privacy Notice to Clients, as appended to our Terms of Business.
We do not otherwise typically transfer personal information to locations outside the UK. To the extent that we do so, we will strive to ensure that a similar degree of protection is afforded to such information by ensuring that at least one of the following safeguards is implemented:
Please contact us on the details above if you would like further information on any specific mechanism used by us when transferring your personal information outside of the UK.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties that have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal information breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
For our clients, any personal information collected by us in the course of providing our services is retained in accordance with our Privacy Notice to Clients, as appended to our Terms of Business.
We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected such information (or for any compatible purpose), including for the purposes of satisfying any legal, accounting or reporting requirements. In some circumstances (summarised in “your legal rights” below) you can ask us to delete your personal information.
If you have applied for a job position or a training contract with us, then we will retain your personal information for the duration of the period in which we are considering your application. If you are successful in your application, then we will continue to retain your personal information until the end of your employment, and following the end of your employment, in accordance with our document retention policy for former employees. If your application is not successful, or we do not have a suitable position available at that time, we will retain your personal information for up to 12 months and, with your permission, for longer so that we can let you know about other appropriate opportunities that may arise in the future (but you may contact us on the details above at any time to request that we delete your application and any personal information we are holding about you).
Under certain circumstances, you have the following rights under data protection law in relation to your personal data:
You also have the 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 the chance to deal with your concerns before you approach the ICO, so please contact us on the details at the top of this policy in the first instance. If you wish to exercise any of those rights, please contact us on the details above.
You will not typically have to pay a fee to access your personal data (or to exercise any of the other rights). We may, however, charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in those circumstances.
We may need to request specific information from you to help us confirm your identity and to 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 are not disclosed to any person that has no right to receive such data. We may also contact you to ask you for further information in relation to your request to speed up our response.
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 shall notify you and keep you updated.