How we use your information
We keep important information about you and your firm on our computers, in our email, in cloud storage and on paper for a certain period of time. We do this specifically to:
- deliver you the paralegal services that we have agreed upon in the contract. For instance, we may use your information to write letters on your behalf or prepare legal documents to help you with your matter;
- comply with the law. For instance, we have a legal obligation to report suspicious activity to the National Crime Agency (‘NCA’) if we suspect money laundering.
We may send you informational newsletters in the future that most clients find useful and keep you up-to-date about the industry. IPS relies upon the ‘legitimate interest’ in maintaining contact with former clients and those who are working in legal industry to do this in data protection law and your agreement for the purposes of the Privacy & Electronic Communications Regulations (which can be implied under these Regulations). We will make it quick and easy for you to ‘unsubscribe’ of future newsletters in every communication sent. You can opt out now by emailing the information officer or email@example.com if you don’t want to receive these communications
We may keep your information on computer servers within the European Union. If at any point your information is stored on computer servers outside of the EU we have:
- Chosen the countries that are approved for this purpose
- Are located in a country where we are happy that your information is safeguarded .
Both the above scenarios are covered under Article 45 of the General Data Protection
Regulation or GDPR.
We are not authorised to use your personal information to make ‘automated decisions’ that may affect you.
Will you share my information with anyone else?
In most circumstances we will not share your information with third parties unless it needs to be shared as a part of the work we do and to collect feedback from our clients on our behalf through platforms such as ‘Trustpilot’ or Google Reviews, etc. Some circumstances require us to make reports of suspicious activity to the NCA. We also work with some trusted contractors or consultants who may have access to your information beforehand, such as virtual paralegals, service providers or copiers. All contractors have signed a confidentiality contract with us that requires your information to be accessed appropriately and kept confidential (among other GDPR requirements).
How long will you keep my information?
In general, we destroy all files after keeping them for 6 years. However, we do keep certain original documents or files that may need to be kept longer if discarding them involves a risk of destroying important information.
We will also always keep a handful of information after completion of your work to in order to comply with our professional duties.
Can I see what information you hold about me?
We have a right to payment of any outstanding costs before releasing a client’s whole file. However, you do have a separate right under the GDPR to access your ‘personal data’ free of charge. This includes the delivery of data in a particular electronic format (‘portable’ format).
Please contact Mr. Arjun Dubal; Managing Director, email: firstname.lastname@example.org if you would like to request a copy of your personal data.
What if I have other questions or concerns?
All contact details are detailed on our headed paper, and our information officer is: Mr. Arjun Dubal; Managing Director, email: email@example.com. You can contact the information officer if you:
- want to express your concerns about how your personal data is being used;
- wish to correct or delete any records about your personal information;
If we are unable to address your complaint about how your personal information is being used, you may explore option to make a complaint directly to the Information Commissioner’s Office (ICO).
It is essential that you contact the firm immediately in writing if you do not wish to be bound by the terms in the ‘Privacy Notice’.