DAVIDSON CHALMERS LLP PRIVACY NOTICE
It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
WHO ARE WE?
In this Privicy Notice references to “we” and “us” are to Davidson Chalmers LLP, a limited liability partnership incorporated under the Limited Liability Partnerships Act 2000 with registered number SO300143 and having its registered office at 12 Hope Street, Edinburgh, EH2 4DB.
Davidson Chalmers is the data controller and responsible for your personal data and is registered with the Information Commissioner’s Office (registration number Z7188044).
We have appointed a data security officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data security officer using the details set out below.
WHAT TYPES OF DATA DO WE PROCESS?
We process personal data about lots of different categories of people, including our clients, people involved in matters we act on for our clients, people we or our staff have relationships with, and other third parties who interact with us (either directly or through our website).
Because of the nature of the services we provide, the types of data we process can be quite varied, but will usually include full names, contact details, and associated client information. Depending on the nature of our relationship with you, we may also process information about your business and company affiliations; identification (including copies of your passport); financial affairs; family, lifestyle and social circumstances; education and employment background; the services we provide you or your company; your preferences (including when visiting our offices); your relationship with our staff; the goods or service you or your company provide us; and your use of our website.
In some circumstances we may process special categories of personal data about you, in which case we take particular care to only process such data in accordance with the strict legal parameters. This type of data can include information about your health (including information you provide about your dietary requirements when attending meetings); racial or ethnic origin; religious or political beliefs; trade union membership; sex life or sexual orientation; genetic or biometric data; or philosophical beliefs.
We may obtain such personal data from you directly, from our clients, from third parties involved in matters we act on for our clients, and from other third parties (including publicly available information).
Where you are our client, it will sometimes be necessary for you to provide us with information directly, and in those cases it is your responsibility to ensure that all such information is complete in all material respects and not misleading. The accuracy and appropriateness of our advice may be affected as a consequence of your failure to do so. If any information changes, please let us know so that we can keep it updated on our systems.
HOW DO WE COLLECT YOUR DATA?
We collect most of this information from you:
- When you or your organisation use or contact us to provide legal or any other related client services;
- When you browse, provide information or use our website;
- When you or your organisation make an enquiry for our services or otherwise engage with our staff for business related purposes;
- When you attend a seminar or other event (including training) organised by Davidson Chalmers or where you are a guest of Davidson Chalmers;
- Where you sign up to receive information from us;
- Where you or your organisation provide services to us.
We may also collect information from third party sources including:
- Publicly accessible sources such as Companies House or Registers of Scotland;
- Credit reference agencies or government agencies;
- Third party organisations that you have or have had dealings with.
We may also collect information via our website or via our information technology (IT) and other systems, for example:
- Case management, document management, data rooms and time recording systems;
- Automated monitoring of our websites and other technical systems, such as our computer networks and connections, access control systems, communications systems, email and instant messaging systems.
WHAT DO WE DO WITH YOUR DATA?
We process personal data for the purpose of providing legal services to our clients and also for our own general business purposes including (without limitation):
- Providing legal advice or other services to you, including technology solutions as requested by you or your organisation.
- Operating and managing our business, assessing client satisfaction (such as by asking client representatives to participate in surveys), enhancing the client experience, conducting specific tests on our existing or new systems, networks, applications or software, and general improvement of our services;
- Fraud prevention, anti-money laundering, anti-bribery and for the prevention or detection of crime;
- Disclosures to our auditors, our own legal and other professional advisors, our insurers and insurance brokers;
- Administering our clients' accounts with us, including providing billing services and tracing and collecting any debts;
- Ensuring the safety and security of our people and premises;
- Advertising, marketing and public relations, including sending you direct marketing communications (insofar as we are permitted by law).
WHAT BASIS DO WE HAVE FOR PROCESSING YOUR DATA?
We will only process your personal data where we have a lawful basis for doing so. In general, our lawful basis will be one or more of the following:
- That the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering a contract;
- That the processing is necessary for compliance with our legal obligations;
- That the processing is necessary for the purposes of pursuing our legitimate interests (this includes carrying out the business of providing legal services and pursuing our general business interests); and
- That the processing is necessary for the establishment, exercise or defence of legal claims.
In addition, in some circumstances we may process personal data on the basis that you have provided your express consent, for example, through instructing us on a matter (including, in some instances, in respect of special categories of personal data about you – such as, data about your racial or ethnic origin, political opinions, religious beliefs or data concerning your health). Please note that you have the right to withdraw any such consent, which you can do by getting in touch with us using the contact details below.
WHO DO WE SHARE YOUR DATA WITH?
In providing services to our clients and in complying with our legal obligations, we may share the personal data that we obtain about you, insofar as we are permitted by law to do so, with the following third parties:
- Third parties involved in any matter, including (without limitation) courts, tribunals, counterparties, experts, private investigators, and other third parties involved in a matter;
- Suppliers and service providers used by us in providing services, details of which can be made available on request, including (without limitation) postal services, document storage facilities, front of house teams and IT service providers such as cloud providers of software as a service, data room providers and providers of our IT servers;
- Financial organisations, debt collection, credit reference and tracing agencies;
- Our auditors, our own legal and other professional advisors, our insurers and insurance brokers;
- Government agencies, regulators and other authorities including (without limitation) the Information Commissioner and Ombudsmen); and
- Our and your trade associations, professional bodies and business associates.
HOW LONG DO WE KEEP YOUR DATA?
We keep personal data in accordance with our internal retention procedures, which are determined in accordance with our regulatory obligations and good practice. These retention periods depend on the nature of the information (for example, we apply different retention periods to our staff information as opposed to information on our client files), and are subject to change. If you have any questions in this regard, or any concerns about how long we keep your information for, please contact us using the details below.
We may use your contact details to send you marketing materials, provided we are permitted to do so by law. You always have the right to unsubscribe from any marketing. You can do so by clicking on the relevant link in the next email we send you, or by contacting us directly at firstname.lastname@example.org.
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You can manage Cookies by changing your browser settings to block or delete cookies. To find out how, visit www.allaboutcookies.org. Please note that if you block all cookies you may not be able to access parts of our website. For more information about the types of Cookies we use and what we use them for, please see our Cookies Policy on our website (a hard copy is available on request).
YOUR PRIVACY RIGHTS
You have the following rights, which you can exercise free of charge:
You can ask us to:
- Provide a copy of your personal data;
- Correct any mistakes in your personal data;
- Delete your personal data - in certain situations;
- Restrict processing of your personal data - in certain circumstances, e.g. if you contest the accuracy of the data; and
- Provide you with a copy of the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party - in certain situations.
You can object:
- At any time to your personal data being processed for direct marketing (including profiling);
- In certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
If you would like to exercise any of those rights, please email us at email@example.com
Your objection (or withdrawal of consent) may mean we cannot perform the services you have requested of us or you may not be able to use the services we offer. We will advise you where this is the case. In certain circumstances even if you withdraw your consent we may still be able to process your personal information if required or permitted by law or for the purpose of exercising or defending our legal rights or meeting our legal and regulatory obligations.
You also have the right to complain to the Information Commissioner who may be contacted at www.ico.org.uk/concerns where any alleged infringement of data protection laws occurred. We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner so please contact us in the first instance.
HOW CAN YOU CONTACT US?
Please can get in touch with us by post, e-mail or telephone about this Privacy Notice or the information we hold about you using the details below:
Data Security Officer
Davidson Chalmers LLP
12 Hope Street
Tel: 0131 625 9191
We regularly review our Privacy Notice and will place any updates on this website. This Privacy Notice was last updated on 24 May 2018.