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PRIVACY Policy

INTRODUCTION

 

At Fahri Jacob Solicitors we take Data Security very seriously. We recognise the importance of ensuring that personal data is only collected when it is absolutely necessary, and that it is processed only when we have legal basis to do so. We continuously monitor our Policies and Procedures to ensure that the environments in which any data is stored are protected. 

 

Our contact details are Fahri Jacob Solicitors, 147 Crouch Hill, London N8 9QH.  Telephone number 0208 347 4070, Fax 0208 347 4077, DX 35953 Crouch End, email family@fahrijacob.co, website www.fahrijacob.co. 

 

Our Data Protection Officer is Steven Jacob the Senior Partner of the firm who is responsible for how we gather, hold and use your data.  He can be contacted at the above address or using the above details.  For GDPR purposes, we do not have any data controller representatives outside of the Firm.

 

As a valued Client it is our responsibility to process any data you provide for us, or that we collect on your behalf, in a secure environment, and use staff who are specifically trained as to the sensitivity of the data that passes before them in the course of their employment.

 

Under the General Data Protection Regulation (GDPR), we have responsibilities defined for us which we accept and fulfil. In the case of data provided by you in the course of using our services, we are the Data Controller, which means that we will make decisions as to how we process your Data in order to fulfil the needs of your matter. 

 

Our Privacy Policy is designed to reassure our Clients, our service users and the outside agencies we engage that we will only process your data when is necessary, and even then, within the most secure physical and electronic environments.

 

In addition to that, the GDPR gives you certain rights, one of which is the right to be informed of the data we gather and what we do with it. In line with this right, this Privacy Policy will inform you of the following:

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THE INFORMATION WE GATHER

 

We gather two types of information about users:

 

  1. Tracking information: 
     

Information that is collected about every user of our website, whether such user sends an enquiry using the website or not, is automatically gathered using "Cookies." A Cookie is a small bit of data that is written to the user's hard drive by a web server and used to track the pages the user has visited. Cookies do not include personal information about you. Cookies are only read by the computer that placed them, and cannot execute any code or virus.

 

  1. Personal information: 

Information that relates to an identifiable individual. When you use our services, you will be required to provide your personal information and identification such as your name, address, email address, telephone number, date of birth and national insurance number.  This is the basic minimum information we will require to accept you as a client.  The further information is likely to be detailed information about your case, details of your family, your business or work, property and health etc. You are not obliged to provide us with the data but if you do not provide the data we cannot provide you with legal services.

 

 

Use of the Information:

 

  1. Tracking Information: 

We may use tracking information to build higher-quality, more useful services by performing statistical analyses of users' activities, and by measuring demographics and interest regarding specific areas of our website.

  1. Personal Information: 

We will use your personal data to be able to act on your behalf and progress your case. This Privacy Policy itself is also notice that such information is collected and used to be able to deal with your matter.

 

Your contact details and other data you supply as part of your instructions to the Firm are stored and processed by us to enable you to access the services on our website and to provide you with the legal assistance you seek.

 

We may pass your data on to chosen third parties such as experts, opponents through court pleadings, barristers, process servers for the sole purpose of delivering legal services to you.  This will be discussed with you before any data is shared in this way by this Firm.

 

DISCLOSURE AND TRANSFER OF PERSONAL INFORMATION

 

We do not sell, trade or lease the personal information you entrust to us.

 

Your data may be disclosed to outside bodies such as the relevant government body, court, opponents in the matter, other solicitors representing other parties, the Legal Aid Agency, local authorities, process servers, estate agents, valuers, medical experts, barristers and others.  This is necessary to be able to provide you with the legal service you require.  You can ask this firm to stop using your data in this way but this may mean that we can no longer act for you.  Your data may be shared with our assessors or regulatory bodies but you can tell us you do not want this to happen.

The Firm does not transfer personal data to a third country or international organisation Third countries and international organisations are those outside the EEA (European Economic Area) and therefore outside the protection of GDPR.  The transfer of data to a third country or international organisation will only arise if it is required as a certain aspect of your matter.  If your matter requires data to be transferred to a third country or international organisation, you will be informed prior to any such transfer and advised of safeguards in place to protect the integrity of the data and this will be discussed with you before any data is shared in this way.

 

We use the appropriate security methods to protect the data that resides on our servers and on our case files and data bases. However, no security system is impenetrable. We cannot guarantee the security of our systems, nor can we guarantee that information that users supply will not be intercepted while being transmitted to us over the Internet or unwarranted disclosures by third parties.

 

We may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

 

SOURCES AND LEGAL BASES FOR PROCESSING OF PERSONAL DATA

 

Under the GDPR (General Data Protection Regulation) we are required to provide you with certain information relating to the data we process. These are as follows:

 

  • The general categories of personal data that we may process;

  • In the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

  • The purposes for which we may process personal data; and

  • The legal basis of the processing.

 

When you become a client or send us an enquiry using our website, we ask you for your contact details, including your name, address, telephone number and email address and details of the matter.  We may process this data to allow essential functions to include communication with you, ensuring data security, checking your identity and undertaking the work necessary to progress your matter. There are several Legal Bases for these activities, such as fulfilment of our contract with you, and conducting our Legitimate Business Interest of providing legal services and ensuring good customer service.

 

When you become a client of the firm or use our services and sign a client care letter you are consenting to this Firm gathering and processing your data.  You have the right to withdraw that consent at any time, however, withdrawal of consent cannot be backdated from the actual date of receipt.

 

When you become a client of the firm or use our services but do not sign the client care letter, you are entering into a contract with us to provide legal services and part of that contract is that the Firm gathers and processes your data.  You and this Firm have the right to terminate that contract, however, termination cannot be backdated from the actual date of receipt.

 

We may process data about your use of our website and services, and this may include the pages you visit, and the type of matter you have, the cost of the matter and the outcome. This usage data may be processed to analyse the use of the website and our services, in order to make improvements. The legal basis for this processing is our Legitimate Business Interest of making our Firm as efficient and effective as possible.

 

 

RETENTION AND DELETION OF PERSONAL DATA

 

The GDPR (General Data Protection Regulation) requires us to maintain a Policy in relation to how long we keep various categories of personal data.  Personal data is kept for no longer than it is needed in order to serve the purpose for which it was collected. We retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person.

 

The length of time we retain your data to include your file is usually 6 years but may be longer in certain cases.  We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person or for our statistical purposes.

 

We will hold your personal information for as long as is necessary to provide the legal service to you in respect of your matter.  Once the matter is finished we will not retain any original documents for you.  You must ensure that you collect all the original documents at the end of your matter. 

 

YOUR RIGHTS

 

The GDPR defines certain Rights that you as a Data Subject may exercise in relation to your Personal Data. In Summary, these Rights are as follows:

 

  • 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

  • Rights in Relation to Automated Decision Making and Profiling.

 

Some of the details of Terms listed above are explained as follows. As some of these terms are complex, this should not be seen as a full explanation, and we certainly recommend that you read information presented by the Regulatory Bodies for further details.

 

The Right of Access

 

You have the right to request copy of the personal data we hold, plus supplementary information, such as whether we are processing your data, along with the reasons. In most cases, as long as the rights of a third party are not compromised, we will comply with your request within a calendar month.

 

The Right to Rectification

 

If any data we hold is incorrect, you have a right to request that this is corrected for you.

 

The Right to Erasure

 

If you no longer wish us to store or process your personal data, you have a right to request that any data we hold is erased or deleted. If you contact us to request a Right to Erasure, we will comply where possible, but there are exceptions, or exclusions to this right. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims. It may also be that the Legitimate Business Interests of the Firm would be threatened by the erasure. For these reasons, we have the right to reject a request under the Right to Erasure, but we will always explain to you why the decision was taken and what you can do next.

 

The Right to Restrict Processing

 

You may have a reason to request that we do not process your data for a specific period of time. Legal Bases for this could be:

 

  1. You contest the accuracy of the personal data.

  2. Processing is unlawful but you do not want the data to be erased.

  3. We no longer need the personal data for the purposes of our processing, but you need the personal data for the establishment, exercise or defence of legal claims.

 

As an alternative to the Right to Erasure, you may wish to request that we do not process your data for a specific period of time. You can make this request under your Right to Restrict Processing.

 

There are several legal exemptions to the Right to Restrict Processing:

 

  1. with your consent;

  2. for the establishment, exercise or defence of legal claims;

  3. for the protection of the rights of another person;

  4. for reasons of important public interest.

  5. that the Legitimate Business Interests of the firm would be threatened by the restriction.

 

For these reasons, the Firm has the right to reject a request under the Right to Restrict Processing, but we will always explain to you why the decision was taken, and what you can do next.

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The Right to Object

 

We do not use your data for marketing purposes.  If, at a future time, we decide to do so, you have the right to object to our processing of your data in relation to Marketing. If you object, we will cease to contact you for this reason from the date of your request.

 

You also have a right to object to our processing of your personal data on grounds relating to your particular situation, but the processing may be necessary for:

 

  1. the performance of a task carried out in the public interest or in the exercise of any official authority vested in us;

  2. the purposes of the legitimate interests pursued by us or by a third party.

 

If you exercise your Right to Object, we will cease to process the personal information unless there are legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims. It may also be that the Legitimate Business Interests of the firm would be threatened by the objection. For these reasons, the Firm has the right to reject a request under the Right to Restrict Processing, but we will always explain to you why the decision was taken, and what you can do next.

 

Right to data portability

 

Where the processing is based on consent and the processing is carried out by automated means, you have the right to receive the personal data you have provided to the Firm, in a structured, commonly used and machine-readable format and have the right to transmit it to another controller.  If this section applies, you have the right to have the personal data transmitted directly from this Firm to another data controller, where technically feasible.   

 

Rights in Relation to Automated Decision Making and Profiling.

 

The Firm does not use your data for automated decision making or profiling.

 

Notification of breaches

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If you believe that there has been a breach by us of your rights in relation to your data then please contact our Data Protection Officer immediately and set out in writing what you believe the breach was, when it occurred and any impact the breach has had upon you.

 

Complaints

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If you have any complaints about the way that your data is controlled and/or processed by us then you have the right to complain to the Information Commissioners Office (ICO). The address if the ICO is:

Wycliffe House

Water Lane

Wilmslow
SK9 5AF

 

Tel: 01625 545 745

 

If you do wish to complain to the ICO then you must do so within one month.

 

You may also ask us any questions about this Privacy Notice or the firm’s Privacy Policy.

 

You may email us at info@fahrijacob.co

If you would prefer to contact us by Post, please write to:

Data Protection Officer

Fahri Jacob Solicitors

147 Crouch Hill

London N8 9QH

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