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Llys Cennen Solicitors Data Protection Policy

Llys Cennen solicitors (“Llys Cennen”) and its website www.llyscennen.co.uk

Llys Cennen and its website which this privacy policy covers will ensure that when we collect your Personal Data it is:

  • processed lawfully, fairly and in a transparent manner
  • collected only for specified, explicit and legitimate purposes
  • adequate, relevant and limited to what is necessary for the purposes for which it is processed
  • accurate and up to date
  • not kept in an identifiable form for longer than is necessary for the purposes for which you provided it
  • secured by appropriate technical and organisational measures
  • not transferred without adequate protection

It is important that we keep your information accurate and up-to-date and so in return, we ask you to:

  • give us accurate information
  • tell us as soon as possible if there are any changes, such as a new address

Who are we?

Llys Cennen Solicitors are a firm of solicitors regulated by the Solicitors Regulation Authority and based at 52 College Street, Ammanford, Carmarthenshire SA18 3AG SRA No. 59301, 9 Barn Road, Carmarthen SA31 1DE SRA No. 598473 and 56 Rhosmaen Street, Llandeilo, Carmarthenshire SA19 6HA SRA No. 564623.

Information Commissioner’s Office Registration Number: Z8975506

VAT Registration Number: 791 2498 00

For further information regarding this policy, please contact our Data Protection Officer Mr Hywel Davies at any of the above listed addressed or using the following telephone or e-mail address:

 

 

What is Personal Data?

Personal Data is any information identifying you or information relating to you that allows us to identify you. This can be either directly or indirectly from that data alone or in combination with other identifiers we possess or can reasonably access.

Personal Data can be factual (for example, a name, email address, location or date of birth) or an opinion about that person’s actions or behaviour.

Personal Data includes special categories of Personal Data and pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed.

Special categories of Personal Data is information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data, and Personal Data relating to criminal offences and convictions.

Pseudonymisation or pseudonymised is the replacing of information that directly or indirectly identifies an individual with one or more artificial identifiers or pseudonyms so that the person, to whom the data relates, cannot be identified without the use of additional information which is kept separately and secure.

What types of Personal Data do we collect?

The types of Personal Data that we collect include name, age/date of birth, contact information, user activity details and user preferences, device details,  credit and debit card information and payment details, contractual details including goods and services provided, and  copies of documents you provide to prove your age or identity,

We do not routinely collect Personal Data about children under 16. There are a limited number of activities that we undertake which may involve the collection of children’s’ Personal Data, for example competition entries and photo/video permission forms.

For further information on the types of Personal Data that we hold on you, please contact us.

How and why do we collect Personal Data?

We collect Personal Data, for example, when you visit any of our websites or locations, request a quotation, make contact with us (including making a complaint), if you complete a survey we send or you otherwise provide a service review.

We collect and process your Personal Data based on one or more of the following reasons / legal bases:

  • It is necessary for us to perform a contract that you have entered into with us, or because it is necessary before entering into a contact (for example, to provide you with the legal service that you have requested);
  • You have given us consent to process your Personal Data for a specific purpose (for example, to provide you information about our legal services);
  • The processing is necessary for us to comply with our legal obligations (for example, to conduct due diligence on you, our client);
  • We have a legitimate interest to do so, and have taken your rights into consideration (for example, to obtain feedback on our service or to better understand you as a client);and/or
  • The processing is necessary to protect your vital interests (for example, to protect your life)

How can I access or correct my Personal Data, request that it be deleted, ask for it to be transferred to another organisation or exercise any of my other rights?

The majority of the Personal Data that we collect is collected directly from you, in which case you are responsible for its accuracy. We encourage you to tell us as soon as possible if there are any changes to your Personal Data, such as a new address. When information is found to be inaccurate, either through our own checks or following a communication from you, it is updated.

You can update your Personal Data by contacting our Ammanford office.

  • Telephone: 01269 592658
  • E-mail:  hywel@llyscennen.co.uk
  • Mail: Llys Cenenn Solicitors, 52 College Street, Ammanford SA18 3AG

Please note that it may take up to 48 hours (during working days) to update your details.

For further information regarding this policy, to access your Personal Data, request that it be deleted, or ask for it to be transferred to another organisation, please contact the Data Protection Officer by using the above mentioned contact details.

We will not reuse your Personal Data for a new purpose other than for what it was originally collected, unless the new use is compatible with the original purpose for which the Personal Data was collected, we have notified you of the new use and given you a reasonable opportunity to object to it, or the new use is otherwise permitted or required by law.

For further information on how and why we have collected your Personal Data, please contact us.

How long do we keep hold of your information?

We keep your Personal Data for as long as we need it to satisfy our business and legal requirements; normally this is no longer than 12 years after you cease your matter with us. Once the Personal Data is no longer required, it is either deleted or anonymised.

It is important to note that all employees at Llys Cennen follow an organisation-wide data security policy. Only employees authorised are provided access to Personal Data and these employees will have agreed to ensure confidentiality of this information.

What rights do I have in relation to the Personal Data you hold about me?

Unless subject to an exemption, you have the following rights with respect to your Personal Data:

  • The right to request a copy of your Personal Data which Llys Cennen holds about you;
  • The right to request that we correct any Personal Data if it is found to be inaccurate or out of date;
  • The right to request your Personal Data is erased where it is no longer necessary for us to retain such data;
  • The right to withdraw your consent to the processing at any time where we are relying on your consent as the legal basis for processing your Personal Data;
  • Where applicable, the right to request that we transfer your Personal Data directly to another data controller, (known as the right to data portability);
  • The right, where there is a dispute in relation to the accuracy or processing of your Personal Data, to request a restriction is placed on further processing;
  • The right to object to the processing of Personal Data where processing is based on legitimate interests, the performance of a task in the public interest/exercise of official authority, direct marketing and processing for the purposes of scientific/historical research and statistics;
  • The right to lodge a complaint with the Information Commissioner’s Office.

 

How can I make a complaint about how you have handled my Personal Data or responded to a request to exercise my data subject rights?

If you are dissatisfied with the handling of your Personal Data or how we have responded to a request to exercise your data subject rights, you have the right to ask for an internal review. An internal review will consider whether or not your Personal Data and/or request were handled appropriately, in line with applicable data protection laws and regulations.

Internal review requests should be submitted to the Data Protection Officer by using the contact information above. Internal reviews will be carried out by the Partners. We aim to respond within 20 working days of the receipt of the request for an internal review.

If you are dissatisfied with the outcome of the review, then you may seek a review by the Information Commissioner’s office, which has the powers to uphold or overturn the decision. Please see ICO contact information below. Llys Cennen solicitors will abide by the decisions of the ICO, unless it considers itself to have grounds for an appeal to the First-Tier Tribunal (Information Rights).