This Privacy Notice, together with any agreement between us, sets out the basis on which we collect and use information about you.
We are committed to ensuring that your information stays safe and secure and that our use of your information is kept to a minimum.
Who We Are
Keebles LLP (also trading under the name PM Legal) is a limited liability partnership registered under number OC351421 in England and Wales and is regulated by the Solicitors Regulation Authority. The Registered office is Commercial House, 14 Commercial Street, Sheffield, S1 2AT. We also have offices in Leeds and Doncaster.
We are Authorised and Regulated by the Solicitors Regulation Authority. For Data Protection purposes our Information Commissioner’s Reference is Z4853075. Any questions relating to Data Protection and Privacy issues should be addressed to our Sheffield office or sent to firstname.lastname@example.org or by ringing on 0114 276 5555.
Collection of Information
Information about you may be collected in the following ways:
- When we provide legal services to you;
- When we deal with you on behalf of a client;
- When we obtain your information from third parties;
- When you provide us with the information;
- When you or your business provide services to us or to our clients;
- When you visit our website;
- When you fill in forms on our website;
- When you enquire about working with us or apply to work with us;
- In certain circumstances when you have previously worked with us;
- When we obtain publicly available information about you such as from the electoral roll, Companies House, HMRC, DWP, or the Land Registry;
- When you provide us with information for the purpose of us providing you with details of our legal services or for inviting you to events.
Categories of Information
The categories of information we collect may include, but are not limited to, those set out below:
- Your contact information;
- Professional information such as details of your qualifications and employment;
- Information about your visit to our website stored on your device using cookies;
- Information necessary for us to provide you with legal services;
- In certain limited circumstances, where necessary, we may collect sensitive personal information about you such as information about your health;
- Details of your nationality and residency status;
- Your date of birth;
- Information regarding your health including details of absences from work due to health issues;
- Information about your family circumstances;
- Information about your business;
- Information about your property(ies) you own or lease;
- Information about the sale/purchase price of a property in which you have an interest;
- Information about mortgages or loans taken out by you;
- Details of loans you or your business have made;
- Details of loans you have guaranteed;
- Information about your finances including your bank details;
- Information about benefits you receive;
- Information about your tax affairs;
- Information about your employment status and/or directorships;
- Details of the events or circumstances leading to our instruction;
- Information regarding your involvement in those events or circumstances;
- Details of your communications with us;
- Details including dates and times of your visits to our offices;
- Details of your shareholdings;
- Details of insurance policies held by you or policies of which you are a beneficiary;
- Information about trusts of which you are a trustee or beneficiary;
- Details of Lasting Powers of Attorney of which you are Donee or Attorney;
- Details of your will or wills for which you are an executor or beneficiary;
- Information about you where you have witnessed a document;
- Information obtained from a visit to our website such as the IP address of the device you used to access our website or other information stored as cookies on that device;
- Any other information that you choose to send us
Uses of Your Information
We may use your information in the following ways:
- To carry out any steps required before entering into a contract with you or with a third party;
- To provide legal services to you and to our clients;
- When you provide services to us;
- To comply with our professional duties and legal responsibilities;
- To respond to requests you put to us;
- To provide you with information regarding services we provide, to provide legal and industry updates and to market our services. We will never sell your information to third parties;
- As part of our recruitment process;
- To improve our services following client feedback;
- To ensure that content from our website is presented in the most effective manner on your device;
- We do not currently carry out any automated decision making based on your information;
- Sometimes the ways we use your information may change. If we think you would not expect this change we will notify you first.
We will never use your information unless we have a lawful basis to do so.
The lawful basis on which we use your information will depend on the relationship between us.
The most common basis for our clients and suppliers will be a contract between us or steps taken to enter into that contract.
We may use your information if it is in our legitimate interests to do so. We will only do so if our interests are not overridden by your interests, rights or freedoms and if our use of your information is necessary.
Our Legitimate Interests might include:
- Running our business;
- Carrying out our client’s instructions;
- Our recruitment process;
- Carrying out our obligations to our employees;
- For the detection and prevention of crime;
- Complying with our regulatory and professional obligations.
The legal basis of providing marketing information to you is usually your consent or if it is in our legitimate interests to do so. We may also use your information if its use is necessary in order to comply with our legal and regulatory obligations. Where we use sensitive information or information relating to criminal convictions on your behalf we will commonly use the lawful basis of the fact that we are providing legal advice, to allow us to bring or defend legal claims and compliance with our legal and regulatory obligations in relation to employment, equality reasons, preventing or detecting unlawful acts, protecting the public against dishonesty, and preventing fraud and money laundering.
Release to Third Parties
We may release your information to third parties in the course of providing services to you or to our clients or in carrying out our obligations to our employees; We will only release your information to third parties if it is necessary to do so; We may be required to release your information to third parties by law, regulations or professional rules; Where your information is released to a third party we will, where possible, take steps to ensure that they agree to give your information the same protection we do and will comply with their relevant legal duties; We have no control over how third parties may use your information. If you wish to restrict the way they use your information you will need to agree any restrictions with them direct; If a third party provides us with your information we will use it in accordance with this policy; Information on our computer systems may be held by third parties (such as cloud providers) but will not be held outside the European Economic Area; If it becomes necessary to release your information to third parties outside of the European Economic Area, then we will discuss this with you and consider what steps can be taken to make sure that the information is adequately protected. Our website may contain links to the websites of third parties. If you follow a link to those websites, please note that those websites are likely to have their own Privacy Notices over which we have no control. We do not accept any responsibility or liability for those policies. The third parties we may release information to include:
- Other parties involved in transactions or litigation;
- Solicitors or other professionals acting for other parties in transactions or litigation;
- Barristers we instruct or who act for other parties in transactions or litigation;
- Accountants, financial advisers, pension providers and pension advisers;
- Liquidators, Administrators and Insolvency Practitioners;
- Executors, trustees and beneficiaries of estates and trusts;
- Expert witnesses instructed by us or our opponents;
- Debtors and creditors;
- Mediators and arbitrators;
- Providers of private medical treatment;
- Government agencies such as the HMRC, Land Registry, Government Gateway and DWP;
- Banks, building societies or other lenders;
- The courts and tribunals;
- Bailiffs, Enforcement Agents and Process Servers;
- The Children and Family Court Advisory and Support Service;
- Your insurers;
- Your employer;
- The Police;
- Estate agents, auctioneers and letting agencies;
- Landlords, Tenants and Tenancy Management Organisations;
- GPs, Hospitals, Ambulance Services and providers of Occupational Health services;
- Social workers;
- Local Authorities;
- Land search providers;
- Utility Companies;
- Providers of credit / debit card payment services such as Sage Pay and Global Payments;
- Companies carrying out identity, anti-money laundering or criminal records checks;
- The Legal Aid Agency;
- Our regulators such as the Solicitors Regulatory Authority or the Information Commissioners Office;
- We sometimes use email listing providers such as Mail Chimp and Survey Monkey to provide updates to you when you have specifically requested these by entering your details on our website. These companies will hold your data outside of the EEA. Although they provide some information regarding their compliance you should consult their own Privacy Notices on their websites for more details. These email providers will allow you to unsubscribe from receiving emails at any time.
If we use collect and use your personal information you have certain rights in relation to that information. Those rights might not apply if that information is collected and used during the course of our providing legal services where our duty of client confidentiality or where legal professional privilege applies.
You have a right to be informed about any information we collect about you and details of the reasons we do so and the legal basis of this. The purpose of this Privacy Notice is to inform you. We will also, where appropriate, provide you with more specific information during the course of our dealings with you. If you have any questions about how we collect and use your information these should be sent to the address at the top of this notice in writing or by email.
You have the right to request access any information that we hold about you or to details of how we use that information free of charge. Any requests should be sent to the address at the top of this notice in writing or by email. When you request information, we will provide this to as soon as reasonably possible but in any event within a month of your request. There may be rare occasions, where the request is complex for example, when it might take us longer to comply, but we will inform you as soon as possible if that is likely to be the case. We will always respond within three months of your request. Although we will usually charge no fee for access to your information we are entitled to do so if your request is manifestly excessive or we are asked to provide further copies of information already supplied to you. Any fee will be based on the cost of providing this information to you. We will always do what we can to provide your information to you in your preferred format. However, this is not always possible. We may need to take steps to verify your identity before we can consider your request.
If your information changes you should let us know so that we can update it. Any requests should be sent to the address at the top of this notice in writing or by email. If you consider that any of the information we hold about you is inaccurate or incomplete you should let us know so that we can consider it. Any requests should be sent to the address at the top of this notice in writing or by email. We will consider carefully any requests for rectification of the information we hold about you. If the information has been transferred to third parties, we will also inform them if your request. If we do not consider that the information we hold is inaccurate we will inform you of this and explain why. We may need to take steps to verify your identity before we can consider your request.
If we have obtained your consent to collect and use your information you can withdraw that consent at any time. Any requests should be sent to the address at the top of this notice in writing or by email. Please note that withdrawal of your consent may make it impossible for us to continue providing services to you.
You can object to our using your information. Any requests should be sent to the address at the top of this notice in writing or by email. You can block our website from storing cookies on your device by activating the settings in your browser which allow you to do this. We will always carefully consider any objections to us using your information. Your right to object to us using your information will only apply where we are using your information because we consider we have legitimate interests to do so or where you have consented to us sending you marketing material and you withdraw that consent. When you object to us using your information, you must explain the reasons for your request. We may refuse your request and continue using your information if we consider that we have compelling legitimate grounds for doing so which override your rights or where the information is required by us for bringing or defending legal claims. We may need to take steps to verify your identity before we can consider your request.
You have the right to ask us to consider erasing any information we may hold about you. Any requests should be sent to the address at the top of this notice in writing or by email. We will consider carefully any requests to erase your information. You have a right for your information to be erased if it is no longer necessary for the purposes for which it was originally collected, if you withdraw your consent, if there are no overriding legitimate interests for using, the information was unlawfully used, or the information has to be erased to comply with a legal obligation. If your information has been transferred to a third party, then we will inform them when we erase your information. We can refuse a request to erase information if it is required for a legal or regulatory obligation or it is required for us to bring or defend legal claims. We may need to take steps to verify your identity before we can consider your request. We will deal with any request as soon as reasonably possible but in any event within a month of your request. There may be rare occasions, where the request is complex for example, when it might take us longer to comply, but we will inform you as soon as possible if that is likely to be the case. We will always provide a response within three months of your request. We may restrict our use of your information while we consider any requests to erase or rectify it or requests to restrict its use. If we no longer need to use your information but you ask us to keep it to enable you to bring or defend a legal claim we will restrict its use. If your information has been transferred to a third party, then we will inform them of any restriction we place on use of your information. If we decide to remove any restriction we will inform you of this.
Limitations to Use of Your Information and Retention Periods
We will always keep the information we collect, and the extent to which we use it, to the minimum required. We will keep your information only for as long is as necessary and will then delete or anonymise it. We are required to hold some types of information to fulfil regulatory and professional obligations. When we delete or anonymise your information we will take steps to ensure that this is done safely and securely. Some information may remain on our systems beyond the dates specified above where there is currently no feasible way of deleting that information. We are working with our systems providers to rectify any such limitations. If you require specific information about the period for which we keep your information, please ask. The period for which we keep your information before deleting or anonymising it will depend on the type of information and the purpose for which we have used it. We will generally hold your information for as long as we have a reasonable need to do so for our business purposes. If we provide legal services to you, or where we use your information for the purpose of providing those services, we will hold your information for as long as we continue to provide those legal services and then for as long as someone could bring a claim against us or as long as required to meet certain regulatory requirements. We may also retain limited information relating to the legal services provided for longer periods to enable us to avoid accepting new instructions where a conflict of interest may arise. Where we have drafted a will or acted in connection with the administration of an estate we will generally keep information for 25 years from the date we finish providing those services. Where we have acted in connection with a personal injury claim or other litigation or dispute resolution we will generally keep information for 7 years from the date we finish providing those services. Where we have acted in connection with insolvency, bankruptcy or debt recovery proceedings we will generally keep information for 7 years from the date we finish providing those services. Where we have acted in connection with a divorce we will generally keep information for 15 years from the date we finish providing those services. Where we have acted in connection with the sale, purchase or lease of a property we will generally keep information for 12 years from the date we finish providing those services. Where we have provided advice in respect of employment matters or act in respect of employment claims we will generally keep information for 7 years from the date we finish providing those services. Where we have acted in connection with care proceedings relating to a child we will generally keep information for 21 years from the date we finish providing those services. Where we have acted in connection with litigation or dispute resolution relating to property disputes we will generally keep information for 12 years from the date we finish providing those services. Where we have provided advice in relation to company or business transactions we will generally keep information for 15 years from the date we finish providing those services. Where legal services have been provided to, or involve, a child the relevant period above will usually be taken to start from their 18th birthday. Information provided to us do solely so that we can provide you with marketing information will generally be kept for as long as we consider that our services might be of interest to you. If you withdraw your consent, we will ensure that we no longer contact you for that purpose. We will retain sufficient information to record that withdrawal of your consent. Where you have asked us to retain documents for you such as wills or property deeds we will store these for as long as you require us to do so.
Changes to Policy
You have the right to complain about the way we use your information. Complaints should be addressed to us using the contact details at the top of this notice. If you are unhappy with our response, then you can complain to the Information Commissioner’s Office whose contact details can be found at www.ico.org.uk or by ringing 0303 123 1113.