Privacy Notice

Effective date 24.05.18

The purpose of this Privacy Notice is to explain:

  • What personal information we collect
  • How we obtain that data
  • Why we collect this personal information and how we use it
  • Who has access to it and how we keep it safe
  • In what circumstances we may pass it on to others
  • And importantly, what your rights are

For clients of Hughes Parry Limited, please read this notice alongside our terms and conditions of business.  If you are not a client, but are for example another party in a matter that we are dealing with on behalf of our client, then we may hold basic data about you which relates to that particular transaction or case.

This notice is only intended for clients and prospective clients. If you are not our client but are another party to a matter we are dealing with, you should first of all contact your own representative and ask them what information they have provided to us.  However your rights in relation to your data remain the same.

Who we are

Hughes Parry Limited is a firm of solicitors.  We use the trading name of ‘Hughes Parry Solicitors’.

We can be contacted by email: reception@hughes-parry.co.uk, by telephone: 01352 712422, by facsimile: 01352 719011 or by writing to us via the Document Exchange: DX 21727 Holywell or to our Registered Office at 35 High Street, Holywell, Flintshire, CH8 7TE.

Hughes Parry Limited is registered at Companies House under company number 7157256 and is registered for VAT under registration number 987 5419 59. Hughes Parry Limited is also authorised and regulated by the Solicitors Regulation Authority under reference 533052. Our professional rules of conduct can be viewed at: http://www.sra.org.uk/solicitors/handbook/code/content.page.

We collect, process and store data. We also process data provided by or required by others.  We are registered with the Information Commissioner’s Office under reference Z238648X and have been since 24 September 2010.

Our policies and procedures relating to the collection, storage and disclosure of your information are designed to comply with the Data Protection Act 1998 and the General Data Protection Regulation (commonly known as ‘GDPR’).

What Data do we collect?

We collect ‘personal data’.  In accordance with General Data Protection Regulation (‘GDPR’) personal data means “any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier”.

The information we will ask you to provide will depend upon the work we are completing for you. In most cases the personal data that we will collect will be restricted to basic information, such as:   

  • name and contact information including email address
  • your gender, age and occupation
  • your National Insurance number

The above information is commonly collected to enable us to complete identification checks and complete the documentation that is required as part of the work for which you have instructed us.

We may also ask you to provide more detailed information to enable us complete the legal work you have asked us to undertake.  This information may consist of:

  • your financial information
  • family information

From time to time some of the work we do may require us to ask for more sensitive information.  This may include information about your:

  • physical or mental health
  • racial or ethnic origin
  • religious or other beliefs

What is the source of the data that we collect?

The information that we hold may be obtained from a number of sources.  This can include:

  • Information you have provided to us about yourself or someone else (you may need their authority to do this).
  • Information we have received from third parties which we need to enable us to complete the legal work that you have asked us to undertake. These can include:
  • Banks, building societies or other financial institutions
  • Your accountant or financial advice representative
  • Insurance and pension companies where you have a policy with them
  • Your doctor or other medical organisations – who may provide your personal and medical records and information
  • Organisations that have referred work to us

Why do we need this data and what do we do with it? 

Our lawful basis for processing any data is due to the contract that exists between you as a client and Hughes Parry Limited.  The processing is necessary for the contract that we have with you or because you have asked us to take specific steps before entering into a contract.

Therefore the reason we ask you to provide us with your personal data, is to enable us to complete the contract for legal work that you have asked us to undertake. We may therefore ask you for personal data so we can:

  • Check your identity
  • Communicate with you
  • Verify source of funds
  • Pay funds to you
  • Obtain any insurance policy that may be required
  • Keep internal and financial records

We will also ask you for personal data so we can effectively conduct your legal transaction or case.  This would include:

  • Providing advice to you
  • Preparing documentation
  • Completing any transactions, such as the sale or purchase of a property
  • Conducting any contested matter on your behalf
  • Attending hearings on your behalf
  • Obtaining advice from any other person or organisation including experts

Who has access to the information that we hold?

We have policies and procedures to make sure that we carefully and securely process your personal data. Please be assured that we will never sell your information and nor will we share your information for marketing purposes.

Ordinarily the information we hold about you will only be viewed and processed by members of the team at Hughes Parry Limited.  In order that we can carry out your legal work there will however be times when we need to disclose some of the information that we hold to other people or organisations.  This may include:

  • Solicitors who act for your opponent or who act on the other side in a transaction
  • Courts or Tribunals
  • Barristers (who we ask to advise or represent you)
  • Non-legal experts
  • Land Registry (to obtain information about a property or to register you as the owner of a property)
  • HM Revenue & Customs (commonly in respect of payment of Stamp Duty)
  • Banks, building societies or other financial institutions
  • Your accountant or financial advice representative
  • Insurance and pension companies, where you have a policy with them
  • Your doctor or other medical organisations – who may provide your personal and medical records and information
  • Suppliers of support services that we have a contract with
  • External auditors
  • Regulators such as the Solicitors Regulation Authority or the Information Commissioners Office
  • Providers of identity verification
  • Any disclosure that may be required by law or the regulations that we are subject to
  • In exceptional circumstances if there was an emergency and we believed that you or others may be at risk

When we do share your information with these external parties, you can be reassured that we ensure that they comply strictly with our instructions and that they will never use the personal information that we pass to them for their own purposes, unless you have explicitly consented to them doing so.

There may be times when use of your personal data requires your specific consent.  When this situation arises we will contact you separately.  We will fully explain the position and your rights and we will ask for this consent.  You are free to withdraw this consent at any time.

How do we protect your data and the data we hold?

As you would expect we take all reasonable steps to protect all of the data that we hold.  This data is valuable.  The steps we take include:

  • Use of technology to protect your data from loss
  • Only members of the team at Hughes Parry Limited have access to those parts of our building where paper data is stored and in any event access to our building is strictly controlled.
  • Any contractors, agents and all staff agree to protect confidentiality of all information that they have access to. These individuals are bound by confidentiality obligations.  They may be subject to disciplinary action, including termination and criminal prosecution, if they fail to meet these obligations.

How long do we keep your data?

Your personal information will usually be retained in computer and paper files. The time period that we keep the data is based on the needs of our business and the legal requirements that we are subject to. Your personal information will therefore be kept for as long is necessary for the processing purpose(s) for which the information was collected, and any other permissible, related purpose. We will retain your personal information until the time limit for claims arising from the transaction has expired, or to comply with regulatory requirements regarding the retention of such data.

As a general rule we keep your personal information for a minimum of 6 years from the last date that we undertook any work for you. The nature of certain types of legal matters may mean that we keep your personal data for longer periods of time (so for longer than 6 years). Please feel free to contact us if you would like more information.

Your rights

The General Data Protection Regulation (GDPR) outlines a number of rights.  In summary you have:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

More information about these rights, including the conditions under which they apply, can be found at this web link: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

At any time you can ask for a copy of all of the personal data that we hold about you.  If you would like to make this request, please contact Shan Hughes-Parry or the person who is dealing with your matter.

If you discover that any of the information that we do hold is wrong or misleading you can ask us to change it.  If you have any concerns or complaints about our use of personal data please contact Shan Hughes-Parry by email shan@hughes-parry.co.uk , by telephone: 01352 712422 or by writing to our office at 35 High Street, Holywell, Flintshire, CH8 7TE.

If after you have contacted us, you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have the right to complain to the Information Commissioner’s Office.  Their helpline is 0303 123 1113. More information can be found at this web link: https://ico.org.uk/concerns/

Marketing

We will never sell the information we hold about you to a third party.  Neither will we ever pass on your information to a third party for marketing purposes.  We do not use direct marketing.  We may contact you in relation to services we have supplied to you, for example, if we prepared your Will and store it at our office we may contact you to see if you would like to update it.

If this policy changes we will update this notice and ask your permission before we ever send any marketing information to you.

How we use Cookies

What is a cookie?

Cookies are text files containing small amounts of information which are downloaded to your personal computer, mobile or other device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.

How long are cookies stored for?

Persistent cookies – these cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.

Session cookies – these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience.

You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.

Cookies used on the Website

A list of all the cookies used on the Website by category is set out below.

Strictly necessary cookies

These cookies enable services you have specifically asked for.  These cookies are essential in order to enable you to move around the Website and use its features, such as accessing secure areas of the Website.

Performance cookies

These cookies collect anonymous information on the pages visited.  By using the Website, you agree that we can place these types of cookies on your device.

These cookies collect information about how visitors use the Website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Website works.

Functionality cookies

These cookies remember choices you make to improve your experience.  By using the Website, you agree that we can place these types of cookies on your device.

These cookies allow the Website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

Third party cookies

These cookies allow third parties to track the success of their application or customise the application for you. Because of how cookies work we cannot access these cookies, nor can the third parties access the data in cookies used on our site.

For example, if you choose to ‘share’ content through Twitter or other social networks you might be sent cookies from these websites. We don’t control the setting of these cookies, so please check those websites for more information about their cookies and how to manage them.

Links to other websites

Our website may contain links to other websites which we believe may be of interest to you. If you use these links to leave our site, you should be aware that we do not have any control over that other website. As a result we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these other sites.  Those sites are not subject to our privacy policy and you should therefore exercise caution and look at the privacy policy applicable to the website in question.

Changes to this Privacy Notice and our Privacy Policy

Please note that from time to time our Privacy Policy may change. We will never reduce your rights under this policy without your explicit consent.  Any changes to this policy are likely to be minor but in any event we will post any changes on this page.  If any changes are significant we will provide a prominent notice and may provide an email notification of these changes. Each version of this Privacy Notice can be identified at the top of the page by its effective date.  We will store earlier versions at our office for your review, if required.

Questions?

If you have any questions concerning the content of this notice and our policies please contact Shan Hughes-Parry by email shan@hughes-parry.co.uk, by telephone: 01352 712422 or by writing to our office at 35 High Street, Holywell, Flintshire, CH8 7TE.

Hughes Parry Limited is registered in England and Wales Reg No. 7157256 and uses the trading name of Hughes Parry Solicitors VAT Reg No. 987 5419 59. Our registered office is 35 High Street, Holywell, Flintshire CH8 7TE and we are authorised and regulated by the Solicitors Regulation Authority under reference 533052. Our professional rules of conduct can be viewed at: http://www.sra.org.uk/solicitors/handbook/code/content.page. We can be contacted by email at reception@hughes-parry.co.uk. The Alternative Dispute Resolutions Regulations 2015 require us to provide consumers with details of the Official Dispute Resolution platform. The ODR platform can be viewed at: http://ec.europa.eu/odr.