Privacy Policy
THE COMPANY OF FRIELS SOLICITORS LIMITED
This Privacy Policy applies to all Employees and Directors of Friels Solicitors Limited.
This Policy describes:- (a) the information that Friels Solicitors Limited collect about data subjects (b) how such data may be processed, used and shared; and (c) the rights of data subjects regarding such data.
Training All staff were trained that client details i.e addresses, phone numbers etc are not to be given out.
All staff are trained regarding client confidentiality and nothing can be disclosed to anybody outwith the firm.
Data Collection Data held by Friels Solicitors Limited is provided to the company in the course of their instructions to act for or advice given to a client or clients.
Security The firm operates a cloud based Case Management System. This holds the financial records and the client records including files. The system is maintained and serviced by Denovo Business Intelligence Limited. This is approved by the Law Society of Scotland. The company also operates a secured system called “Instant Office”. This holds all Anti-Money Laundering details for clients. It will hold:-
Both systems are password protected with strong passwords. The Anti-Money Laundering system is maintained and serviced by Kirklands.
All paper files are secured within both offices. Both offices have security which is approved by More Than. Both offices have intruder alarms fitted which are directed towards the Police and the Directors should there be a breach.
Use of Information Friels Solicitors Limited may use a data subject’s information to:-
Friel Solicitors collect and process both personal data and special categories of personal data as detailed in the GDPR. This includes:-
This information will be usually obtained from the client. The same categories of information may also be obtained from third parties, such as other legal professionals or experts, members of the public, family and friends of the data subject, witness, courts and other tribunals, investigators, government departments, regulators, public records and registers.
Data provided to or generated by Friels Solicitors Limited will normally be protected by legal professional privilege, unless and until the information becomes public in the course of proceedings or otherwise. Friels Solicitors Limited have an obligation to keep client information confidential, except where it otherwise becomes public or is disclosed as part of the case or proceedings.
Third Parties We Share Data WithWe only share data with the normal third parties such as Courts, Banks, Mortgage Providers, Registers of Scotland, Millar & Bryce, Surveyors when they are instructed and persons employed to put up for sale signs and show round houses.
Sharing Personal Data Members may share personal data with:Lawful Processing We do not carry out special category data save for what may be contained in court pleadings. Friels Solicitors Limited where they process personal data require to have a lawful basis for doing so. The lawful basis are:
The Lawful Basis upon which Friels Solicitors Limited process personal data are as follows:-
If the data subject has consented to the processing of the data subject’s personal information, then Friels Solicitors Limited may process that information for the Purposes set out above to the extent to which the data subject has consented to the member doing so, but Friels Solicitors Limited may also process the information under another of the lawful bases listed below, irrespective of whether specific consent therefor has been given;
If the data subject is a client, processing is necessary for the performance of a contract for legal services or in order to take steps at the request of a data subject prior to entering into a contract;
Processing is necessary for compliance with the obligations imposed upon Friels Solicitors Limited, including carrying out anti-money laundering or terrorist financing checks;
Processing is necessary in the legitimate interests of Friels Solicitors Limited and their clients, including, but not limited to, the provision of legal services and the giving of legal advice to clients;
Processing is necessary in the public interest or in the exercising of official authority vested in a Friels Solicitors Limited.
Marketing We do not involve ourselves in marketing.
Data Retention Conveyancing files are kept for 7 years and then destroyed. Court files are kept for 7 years and then destroyed. Executry files are kept for 7 years and then destroyed.
Conveyancing sale files are kept for 5 years. Court debt files are destroyed almost after the case is finished.
Data Protection Officer Data Protection Officer is Mark Carlin a director of the company.
Data Controller The relevant Data Controller is Mark Carlin a director of the company.
Reporting Personal Data Breaches The Data Protection Officer will report any breaches to ICO and the client.
Data Subjects’ Rights Data subjects may have the right to:-
Subject Data Requests The Data Protection Officer will deal with these
File Destruction The files are securely destroyed by First Scottish Secure Destruction.
Basis for Processing Personal Data It is necessary to process a personal data if clients provide a legal service.
Processing is necessary to meet a legal obligation such as Anti-Money Laundering Regulations requirements
Privacy Notice A privacy notice is contained in letters of instruction for the clients.
Consent Insofar as clients are concerned, Friels Solicitors Limited rely in part on explicit consent to process information being provided when the client agrees (in person or via his solicitor as agent) to the instruction of Friels Solicitors Limited. Clients have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity Friels Solicitors Limited have carried out prior to withdrawal of such consent. Moreover, where Friels Solicitors Limited also rely on other bases for processing information, data subjects may not be able to prevent processing of data.
Cloud Server The infrastructure we supply is on a hosted virtual cloud server platform, this is located in a UK Data Centre.
Our disaster recovery procedures include daily backups away from the main Data Centre to an Amazon Web Services bucket located in a different UK location.