PRIVACY POLICY
At Ryans Solicitors, accessible from https://www.ryanslaw.co.uk, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that is collected and recorded by Ryans Solicitors and how we use it.
If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.
This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they shared and/or collect in Ryans Solicitors. This policy is not applicable to any information collected offline or via channels other than this website. Our Privacy Policy was created with the help of the Free Privacy Policy Generator.
Consent
By using our website, you hereby consent to our Privacy Policy and agree to its terms.
Information we collect
The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
The table below sets out the personal data we will or may collect in the course of advising and/or acting for you.
| Personal data we will collect | Personal data we may collect depending on why you have instructed us |
|---|---|
|
Your name, address and telephone number Information to enable us to check and verify your identity, for example your date of birth or passport details Electronic contact details, for example your email address and mobile phone number Information to enable us to undertake a credit or other financial checks on you Your financial details so far as relevant to your instructions, for example if you are instructing on a financial matter Information about your use of our IT, communication and other systems, and other monitoring information, for example if using our secure online client portal |
Your National Insurance and tax details Your bank and/or building society details Details of your online presence, for example your Facebook or LinkedIn profile Details of your spouse/partner and dependants or other family members, for example if you instruct us on a family matter or a will Your employment status and details including salary and benefits, if you instruct us on matter where these details are relevant Your employment records including details of your attendance, sickness, performance, disciplinary, conduct and grievances (including relevant special category personal data), for example if you instruct us on matter in which your employment records are relevant Your nationality and immigration status and information from related documents, such as your passport or other identification for example if you instruct us on an immigration matter Details of your pension arrangements, for example if you instruct us about financial arrangements following breakdown of a relationship Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, for example if you instruct us on discrimination claim Your trade union membership, for example if your matter is funded by a trade union Personal identifying information, such as your eye colour or your parents’ names, for example if you instruct us to incorporate a company for your Your medical records, for example if we are acting for you in a personal injury claim |
How your personal data is collected
We collect most of this information from you, direct or via our secure online client portal. However, we may also collect information:
• from publicly accessible sources, for example Companies House or HM Land Registry;
• directly from a third party, including:
• your bank or building society, other financial institutions or advisors;
• your employer and/or trade union, professional body or pension administrators;
• consultants and other professionals we may engage in relation to your matter;
• your doctors, medical and occupational health professionals;
• sanctions screening providers;
• credit reference agencies;
• client due diligence providers;
• via our website based upon our use of cookies (for more information on cookies, please see our cookies policy)
• via our information technology (IT) systems, including:
• case management, document management and time recording systems;
• door entry systems and reception logs;
• automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason:
• to comply with our legal and regulatory obligations;
• for the performance of our contract with you or to take steps at your request before entering into a contract;
• for our legitimate interests or those of a third party; or
• where you have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal data for and our reasons for doing so:
| What we use your personal data for | Our reasons |
|---|---|
| To provide legal services to you | For the performance of our contract with you or to take steps at your request before entering into a contract |
|
Conducting checks to identify our clients and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, for example under health and safety regulation or rules issued by our professional regulator Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies and our providers of commercial finance |
To comply with our legal and regulatory obligations |
| Ensuring business policies are adhered to, for example policies covering security and internet use | For our legitimate interests or those of a third party, to ensure we are following our own internal procedures so we can deliver the best service to you |
| Operational reasons, such as improving efficiency, training and quality control | For our legitimate interests or those of a third party, to be as efficient as possible so we can deliver the best service for you at the best price |
| Ensuring the confidentiality of commercially sensitive information |
For our legitimate interests or those of a third party, to protect our intellectual property and other commercially valuable information To comply with our legal and regulatory obligations |
| Statistical analysis to help us manage our practice and to assess our financial performance, client base, work type or other efficiency measures | For our legitimate interests or those of a third party, to be as efficient as we can so we can deliver the best service for you at the best price |
| Preventing unauthorised access and modifications to systems |
For our legitimate interests or those of a third party, for example to prevent and detect criminal activity that could be damaging for us and for you To comply with our legal and regulatory obligations |
| Updating and enhancing client records |
For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, for example making sure that we can keep in touch with our clients |
| Statutory returns | To comply with our legal and regulatory obligations |
| Ensuring safe working practices, staff administration and assessments |
To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you |
|
Marketing our services and those of selected third parties to:
third parties with whom we have had no previous dealings |
For our legitimate interests or those of a third party, for example to promote our business to existing and former clients |
| Credit reference checks via external credit reference agencies | For our legitimate interests or a those of a third party, including for credit control and to ensure our clients are likely to be able to pay for our services |
The above table does not apply to special category personal data, which we will only process with your explicit consent.
Promotional communications
We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services or products.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never share it with other organisations for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
• contacting us by sending an email to compliance@ryanslaw.co.uk
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
Who we share your personal data with
We routinely share personal data with:
• professional advisers who we instruct on your behalf or refer you to, for example barristers, medical professionals, accountants, tax advisors or other experts;
• other third parties where necessary to carry out your instructions, for example your mortgage provider, HM Land Registry or Companies House;
• credit reference agencies;
• insurers, brokers and legal funding providers;
• external auditors or accountants, for example in relation to accreditation and the audit of our accounts;
• our bank;
• external service suppliers, representatives and agents that we use to make our business more efficient, for example typing services, marketing agencies, document collation or analysis suppliers;
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually information will be anonymised, but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Where your personal data is held
Information may be held at our offices, third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’)
Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the UK’.
How long your personal data will be kept
We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:
• to respond to any questions, complaints or claims made by you or on your behalf;
• to show that we treated you fairly;
• to keep records required by law
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Log Files
Ryans Solicitors follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.
Cookies and Web Beacons
Like any other website, Ryans Solicitors uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information.
For more general information on cookies, please read “What Are Cookies” from Cookie Consent.
Advertising Partners Privacy Policies
You may consult this list to find the Privacy Policy for each of the advertising partners of Ryans Solicitors.
Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on Ryans Solicitors, which are sent directly to users’ browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.
Note that Ryans Solicitors has no access to or control over these cookies that are used by third-party advertisers.
Third Party Privacy Policies
Ryans Solicitors’s Privacy Policy does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.
You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.
GDPR Data Protection Rights
We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
• The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.
• The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guide to the General Data Protection Regulations (GDPR) from the Information Commissioner’s Office (ICO).
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.
Children’s Information
Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.
Ryans Solicitors does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
The GDPR also gives you right to lodge a complaint the Information Commissioner who may be contacted at https://ico.org.uk/make-a-complaint/ or telephone: 0303 123 1113.