Changes we are making for GDPR compliance.
What is a Privacy Notice?
Under the General Data Protection Regulations you are entitled to understand exactly how your personal information will be obtained, used, disclosed and managed
How we look after and safeguard information about you:
At Ross Williams Solicitor we take your privacy extremely seriously and as a client you can be assured that we will only ever use your personal information for the purpose of provided the legal services that you have instructed us to provide. We may use your data for related purposes including :
Updating and enhancing client records;
Analysis to help us improve our practice;
Statutory Returns and compliance with professional obligations and regulatory requirements.
It is likely we will also need to use your data and exchange that information with third parties in the natural process of progressing your case. We will only disclose your personal information when it is necessary to do so.
Protecting your information
The data controller at Ross Williams Solicitors is Neil Donald. We aim to provide you with the highest quality of care for your removal and storage service. To do this we need to keep records about you, your property and your personal belongings. We know that you value your privacy and the security of personal information held about you.
Information recorded about you may include:
Basic details, such as address, name, telephone number and email address
Our guiding principle is that we hold your records in strict confidence
Personal identification information
We may collect personal identification information from users in a variety of ways, including, but not limited to, when users visit our site, subscribe to the newsletter, fill out a form, and in connection with other activities, services, features or resources we make available on our site. Users may be asked for, as appropriate, name, email address, phone number. Users may, however, visit our site anonymously. We will collect personal identification information from users only if they voluntarily submit such information to us. Users can always refuse to supply personally identification information, except that it may prevent them from engaging in certain site related activities.
How we protect your information
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.
Sharing your personal information
We do not sell, trade, or rent users personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates and advertisers for the purposes outlined above. We may use third party service providers to help us operate our business and the Site or administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes provided that you have given us your permission.
The legal basis for processing your personal data for consent.
GDPR states that consent must be unambiguous and involve a clear affirmative action (an opt-in). So the main change you will see is the requirement to opt in for all enquiries either electronically, by phone or be mail.
What rights do you have?
Your right to view your records held
You have the right to view information we hold about you and your move records. To request a copy, please write to Neil Donald and a copy will be provided within 20 working days.
A request for personal information can also be obtained direct from our website, https://www.rosswilliams-law.co.uk/gdpr-request-personal-data/
Under the General Data Protection Regulation, you have a number of important rights regarding your personal information. In summary these rights are as follows and include the right to:
- Request access to personal information;
- Request inaccurate information to be reviewed and corrected;
- Request a restriction to the processing of personal information;
- Request personal information held by the Chambers to be erased in certain circumstances;
- Request a copy of the personal information that has been provided to us;
- Object to the processing of personal information or the continued processing of personal information;
- and request not to be subject to automated decision making which produces legal effects that concern or affect you in a significantly similar way
You have the right to confidentiality.
All of our staff contracts of employment contain a requirement to keep client information confidential.
Freedom of Information (FOI) Act 2000
The Freedom of Information Act, gives the general right of access to all types of recorded information held by the practice. The intention of the Act is to encourage a spirit of openness and transparency. Our company aims to fully support this.
Any individual or organisation can make a request for information. The applicant does not have to explain why this information is requested.
Responding to Freedom of Information requests
All requests for information will be responded to within 20 working days. A fee may be charged when dealing with a request. This will be calculated in accordance with the Act. If a fee is required for information requested, the 20 day timescale can be extended to up to three months. A typical fee is twenty pounds per request.
Should the request for information exceed the charges set by the Secretary of State, this practice does not have to action the request.
Policies and procedures
Ross Williams Solicitors have a number of important policies that detail how we provide care and service to our clients. Please ask us if you would like to see copies of the following policies or procedures:
- Confidentiality policy
- Data protection policy
- Information governance policy
- Complaints policy
We welcome comments, suggestions and complaints so that we can continually improve our service to you. Please contact Neil Donald in person or by phone, letter or email if you have a comment, suggestion or complaint.
We take complaints very seriously and have an effective procedure to resolve any problems in the shortest possible time. You can read more about our procedure in our complaints policy. We always want to have satisfied clients.
If you require to contact us, please do so either by email or in writing.
Data Controller – Neil Donald
Ross Williams Solicitors
26 Tilehouse Street,
Further information regarding the rights under the General Data Protection Regulation can be found by visiting https://www.ico.org.uk These rights are subject to the conditions and restrictions set out in the General Data Protection Regulation and the Data Protection Act 2018.
We want to give you the best possible service. However, if at any point you become unhappy or concerned about the service, we have provided then you should inform us immediately, so that we can do our best to resolve the problem.
In the first instance it may be helpful to contact the person who is working on your case to discuss your concerns and we will do our best to resolve any issues at this stage. If you would like to make a formal complaint, then you can read our full complaints procedure here, making a complaint will not affect how we handle your case.
The Solicitors Regulation Authority can help you if you are concerned about our behaviour. This could be for things like dishonesty, taking or losing your money or treating you unfairly because of your age, a disability or other characteristic.
You can raise your concerns with the Solicitors Regulation Authority.
What do to if we cannot resolve your complaint
The Legal Ombudsman can help you if we are unable to resolve your complaint ourselves. They will look at your complaint independently and it will not affect how we handle your case.
Before accepting a complaint for investigation, the Legal Ombudsman will check that you have tried to resolve your complaint with us first. If you have, then you must take your complaint to the Legal Ombudsman:
- Within six months of receiving a final response to your complaint
- No more than six years from the date of act/omission; or
- No more than three years from when you should reasonably have known there was cause for complaint.
If you would like more information about the Legal Ombudsman, please contact them.
Call: 0300 555 0333 between 9am to 5pm.
Legal Ombudsman PO Box 6806, Wolverhampton, WV1 9WJ
How secure is your information?
We take the security of your information very seriously and we have ensured that appropriate measures and safeguards are in place to provide unauthorised access to your information.
What should you do if you are not happy?
In the first instance we would ask that you contact our Managing Partner who is also our Compliance Officer by e-mail setting out any issues that you may have. It would be helpful if you could include Data Protection Issue within the subject matter.
We will aim to respond with 28 days of receiving your reply. Please try to provide us with some identification documentation ( Address ID and/or Photo ID) when sending your query. We may need to delay responding in the event satisfactory ID is not received.
If you remain dissatisfied you are also able to complain directly to the Information Commissioners Office by visiting http://ico.org.uk/concerns or by calling them on 0303 123 1113