We comply with relevant data protection laws and regulations which regulate our use of your personal data.
In dealing with clients, other legal professionals and other parties in the course of our business, we most commonly obtain personal data consisting of names, physical and electronic addresses and telephone numbers.
We may obtain personal data from you when you contact us or visit our offices, including when you call us, or when you or your organisation corresponds with us using any means of communication. This includes personal data you provide to us when you:
- Contact us with a question or enquiry;
- Contact us or authorise anyone to contact us about employment with Gray Solicitors Ltd;
- Register for a seminar, event, or to receive legal updates or newsletters;
- Attend events or provide our staff with business cards or contact details;
- Deal with us when we are providing services to one of our clients (which may be you, your organisation or a third party); or
- Deal with us in order to provide us with goods or services.
We may also collect and retain personal data:
- Obtained from public sources about you or your organisation;
- Obtained from monitoring and recording equipment (including CCTV) at our offices which we use to secure our premises and protect the people who use them; and
- Obtained from third parties, who may include our clients, legal and accountancy professionals and their firms, insolvency practitioners, courts, professional regulators, public bodies, and other entities, including credit reference agencies and providers of analysis, screening and database services who have a right to disclose this information to us.
We can use any personal data we obtain for a number of purposes, as set out below. We will not retain personal data for longer than is necessary for the purpose or purposes for which we use it and we also explain below generally how long we will retain personal data for a given purpose. We may of course hold the same pieces of personal data and use them for multiple purposes.
- To provide you or your organisation or our clients with information or services (we will keep this until you tell us to remove your personal data from our records for these purposes, or until we have reason to believe that you may no longer have any need for this information and our services) and to improve and to tailor how we provide those services and that information;
- To perform a contract with the person about whom we hold data (we will keep your data for so long as is necessary for the contract and then as required for legal and compliance purposes);
- To deal with enquiries or requests or to contact people on behalf of our clients (we’ll keep your data for so long as is necessary to deal with the enquiry or request);
- To protect or pursue Gray Solicitors Ltd’s legitimate interests or those of our clients, the courts or anyone else we provide personal data to, after taking into account the legitimate interests of the person the data is about;
- To comply with the law – for example, when performing background, know-your-client or money laundering checks (we’ll keep your data for so long as is necessary to document our compliance with the law and our regulator’s requirements);
- To protect the personal and organisational security and the financial resources of our firm and our clients (we’ll keep your data for so long as we reasonably think necessary to protect those interests);
- To assess the credit-worthiness of a person or organisation we’re considering doing business with (we’ll keep your data until we make a decision about doing business with them);
- To promote the services we provide and obtain new business (we’ll keep your data unless you ask us to remove it from our records or we decide you’re not likely to be interested in our services);
- To pay our debts (we’ll keep your data until we’ve paid our debts and then as necessary for our tax affairs and to prove we’ve made the payment – this may be up to 6 years);
- To offer our business contacts the opportunity to attend events and seminars and to receive information about the firm, legal updates and topics we think might interest them (where you have opted in to receive this information from us or if the law permits us to provide it without an explicit opt-in, we’ll keep your data unless you ask us to remove it from our records or we decide you’re not likely to be interested in our events, seminars and information);
- To promote the administration of justice, comply with the Solicitors Regulation Authority Standards and Regulations, including our solicitors’ duties as officers of the court (we’ll keep your data for so long as is necessary to achieve this – in some cases this may be up to 12 years); and
- In any other way which we consider necessary and appropriate in order to conduct our business as a law firm, including to fulfil our professional, regulatory and legal obligations to our clients, the courts or other persons (we’ll keep your data for as long as we need to in order to achieve this, but for no longer than is necessary).
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