What you should know.
- This policy is applicable to Emma Randle Solicitor plus colleagues, for the management of our clients personal data associated with the legal services we provide.
- We collect, manage and store client personal data for legal procedures and legal applications within Spain and United Kingdom.
- Client data is stored for the duration of engagement by the client and 6 years thereafter or until the client specifically requests we delete their data.
- Legal matters and our business on behalf of the client regularly dictates we share information with other legal bodies and authorities, therefore only when legally necessary will we share client data. The legal bodies and authorities we deal with are within Spain, the EU and the UK.
- Clients have the right to a record of the items of data we hold on them. The client is totally aware of the data we hold, as we request personal data and certificates from the client in the first instance.
- If a client is not satisfied with the manner in which we hold, manage or store their data then they have the right to lodge a complaint with a Data Protection Authority (DPA);
- Clients have the right to withdraw consent at any time for us to store and manage their data, however this would imply they no longer wish us to legally represent or act on their behalf.
General Data Protection Regulations
1. Data protection principles
We are committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General Provisions
- This policy applies to all personal data processed by us.
- A Responsible Person shall take responsibility for our ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
- We shall register with the Information Commissioner’s Office as an organisation that processes personal data.
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, we shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to us shall be dealt with in a timely manner.
4. Lawful purposes
- All data processed by us must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
- We shall note the appropriate lawful basis in the Register of Systems.
- Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in our systems.
5. Data minimisation
- We shall ensure that personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
6. Accuracy
- We shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
7. Archiving / removal
- To ensure that personal data is kept for no longer than necessary, we shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
8. Security
- We shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted this should be done safely such that the data is irrecoverable.
- Appropriate back-up and disaster recovery solutions shall be in place.
9. Breach
- In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, we shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach.
END OF POLICY