Privacy Policy

The General Data Protection Regulation (the “GDPR”) seeks to protect and enhance the rights of data subjects. Neale Turk Rochfort (“NTR”) is committed to protecting and respecting your privacy. NTR recognises the importance of the correct and lawful treatment of personal information and will only use personal information as set out in this Privacy Notice.

 

This Privacy Notice sets out how NTR collects and uses any information that you give us when you use our service and (together “the Website”). The expressions “we”, “us” and “our” refer to NTR.

We have appointed a Privacy Officer to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information, please contact the Privacy Officer at:  mdb@nealeturkrochfort.co.uk, or by post to: Privacy Officer, Mohamed D Bangura, Neale Turk Rochfort, 12 Kings Ride, Camberley, Surrey, GU15 4JG.

We may change this Privacy Notice at any time by updating this page, so you should therefore check with us from time to time to ensure you are aware of any changes.

It is important that you read this Privacy Notice, together with any NTR terms and conditions that we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such personal information. This Privacy Notice supplements the other notices and is not intended to override them.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

Who are we?

Neale Turk Rochfort is a Law firm in the heart of Camberley, Surrey since 1972. We have a long established tradition of providing service to local residents and are proud that a significant amount of our work comes from returning clients.

In what capacity will NTR hold personal information about you?

During the course of providing its services, NTR, compile and hold certain personal information about you. This may include personal information about Home/Business address, email and contact numbers. There are some situations we will store personal contact information, that has been provided by our clients, for example when dealing with Beneficiaries, Estate Accounts Information, Banking Accounts details, and Financial Information etc.

In providing these services, we will act as both a Data Processor, as a Data Controller in respect of your personal information.

 

 

How is your personal information collected?

 

We use different methods to collect personal information from and about you.

  1. Directly from you: Typically, the personal information that we collect about you will be the personal information about your matter. In some instances, however, it could be provided in other electronic formats, on application forms, or in other communications which may be in writing, by telephone, or by any other means.

 

  1. From third parties: We will also gather personal information from other sources, including from Lenders, law firms, credit reference agencies and regulatory bodies.

 

What personal information will NTR hold about you?

Personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal information about you, as follows:

(a). full name and title,

(b). contact information including email addresses and postal addresses, telephone numbers and fax numbers

(c).  details of any potential conflicts of interest

(d). date of birth identification or supporting documents (such as copy passport, driving license, birth certificate, utility bill etc.)

 

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).

How will NTR use personal information held about you?

We will only use your personal information when the law allows us to.

We will use your personal data where we need to: (a) carry out your instructions in the matter in which we are instructed to act for you; (b) where it is necessary for our legitimate interests (or those of a third party and your interests and fundamental rights do not override those interests; or (c) where we need to comply with a legal or regulatory obligation. In summary this means we use your personal information to enable us to carry out your instructions.

We do not rely on consent as a legal basis for processing your personal information other than in the above situation dealing with Special Categories of Data.

Most commonly, we will use your personal information in the following circumstances and for the purposes of:

  • Carrying out your instructions
  • Compliance with applicable laws and regulations
  • Necessary to comply with a legal obligation
  • Processing payment for the purchase/sale in Conveyancing transactions
  • Performance of a contract with you
  • Necessary for our legitimate interests (to recover debts due to us)
  • Undertaking anti-money laundering, identity and credit checks
  • Performance of a contract with you
  • Necessary to comply with a legal obligation
  • administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or the partnership restructuring exercise
  • Necessary to comply with a legal obligation

 

Change of purpose:

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosure of your personal information:

NTR may share the personal information that it has about you with Lenders and with any organisation the Lender may appoint to carry out the services in the future (collectively, the “Relevant Parties”), Banks and Building Societies, Agents and Brokers, Government Agencies (such as the Inland Revenue, Probate Registry, Land Registry), Courts and Tribunal Services and Local Authorities.

Your personal information may also be disclosed to the following parties: 

Employees of the Relevant Parties; Providers of IT solutions to the Relevant Parties; Third Party Consultants, Contractors or other service providers who may access the personal information when providing services to the Relevant Parties (including but not limited to IT support services); government bodies, law enforcement agencies, regulatory bodies, legal societies, trade associations and in response to other legal or regulatory requests from similar third parties; legal advisers, auditors, contractors or other advisers auditing, assisting with or advising on any of the business purposes of the Relevant Parties.

If you give us personal information regarding another person, you are confirming they have given you permission to provide their personal information to us to be able to process their personal information and that you have advised them that their personal information will be passed to NTR.

 

 

Will your personal information be transferred to other countries?

We may need to share personal information with third parties in both the UK and internationally for a variety of reasons. We require third parties to respect the security of your personal information and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.

 

We may transfer the personal information we collect about you to countries outside the EU to carry out your instructions, process your personal information on one of the grounds listed above. It is possible that the European Commission will have deemed such countries adequate. This means we can transfer your personal information to those countries as they will provide an adequate level of protection for your personal information.

However, not all countries to which we may transfer your personal information will be deemed adequate by the European Commission. To ensure that your personal information does receive an adequate level of protection we will put in place standard contractual clauses approved by the European Commission with those third parties wherever necessary. This ensures that your personal information is treated in a way that is consistent with and which respects the applicable laws on data protection.

What happens if you choose not to provide us with personal information or are unable to provide us with personal information? If you fail to provide certain personal information when requested, we may not be able to agree to act for you, carry out your instructions or we may be prevented from complying with our legal obligations.

If you are unable or not willing to provide personal information this may also impact our ability to progress matter.

What are your rights relating to the use of your personal information? Under the GDPR, you have certain rights in respect of the processing of your personal information, which may vary dependent on the legal basis for collection of your personal information and the uses made of this personal information.

For all uses made of your personal information you have the right to be informed about how we use your personal information, and this notice discharges that obligation. However, further rights may apply in different circumstances, as set out below:

  • Right of access- you have a right to access a copy of the personal information that is held about you (subject to Data Protection Laws).
  • Right of rectification- you have a right to correct personal information that is held about you if it is inaccurate or incomplete.
  • Right to be forgotten- in certain circumstances you can ask for the personal information held about you to be erased (please note our retention period set out below).
  • Right to restrict processing- where certain conditions apply you have a right to restrict processing (please note this may impact our ability to provide our services to you or you and progress your matter).
  • Right to data portability- you have the right to have the personal information held about you to be transferred to another organisation, where applicable NTR will provide copies of personal information in a structured commonly used, and machine readable form.
  • Right to object- you have the right to object to certain types of processing, such as marketing (please note that we will only ever use your contact information for marketing purposes where you have provided express consent).
  • Right to withdraw consent- In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact mdb@nealeturkrochfort.co.uk, or by post to: Privacy Officer, Mohamed D Bangura, 12 Kings Ride, Camberley, Surrey, GU15 4JG.

 

In the event you wish to exercise any of these rights, please make your request in writing to NTR’s Privacy Officer.

How long will NTR retain your personal information for?

We will only retain your personal information for the duration of your matter with us, and 6 years thereafter before disposal, EXCEPT for wills which will never be destroyed.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated.

 

11 May 2018.