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PRIVACY POLICY

THE CHAMBER PRACTICE CLIENT PRIVACY NOTICE

The Chamber Practice will be a "controller" of the personal information that you provide to us when you instruct us to act on your behalf.

When you become a client of The Chamber Practice, we will collect, store and use the personal information that you provide to us in your instructions and during the course of our solicitor/client relationship. We may ask you for additional personal information during the course of our solicitor/client relationship, which shall be collected, stored and used in accordance with this privacy notice.

We may also collect, store and use the following personal information relating to you from third parties from time to time and if you would like information regarding any such information, please let us know.

WHY WE NEED YOUR PERSONAL INFORMATION – CONTRACTUAL PURPOSES

We need to collect your personal information so that we can perform our service agreement with you. We will use your personal information to:

• provide you with legal advice, including by communicating with you by email, letter and/or telephone;

• represent you as your solicitors in connection with any legal matter you instruct in;• respond to and communicate with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the provision of legal services by us to you, including using your personal information to investigate any complaint by you and take any appropriate action.
In relation to any information you provide us with relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation, we will only store that information where it specifically relates to, and is relevant to, the legal advice/services you have asked us to provide you with.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to provide you with legal advice and represent you as your solicitors.

WHY WE NEED YOUR PERSONAL INFORMATION – LEGAL OBLIGATIONS

We are under a legal obligation to process certain personal information relating to our clients for the purposes of complying with our obligations under:

• the Law Society of Scotland requirements for solicitors, including the Law Society of Scotland Practice Rules 2011, and relevant legislation, including the Legal Services (Scotland) Act 2010; and
• UK anti-money laundering legislation, including The Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 (SI 2017 No. 692) and Proceeds of Crime Act 2002.
WHY WE NEED YOUR PERSONAL INFORMATION – LEGITIMATE INTERESTS

We also process our clients' personal information in pursuit of our legitimate interests to:

• send clients communications by email or post with information regarding legal updates and information;• promote our services by sending clients communications with information regarding our firm and our services;
• invite our clients as guests to any events we may hold.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us by email on matthew@thechamberpractice.co.uk, by telephone on 01382 203000, or by writing to us at:

Matthew Cohen, Practice Manager

The Chamber Practice

15 Albert Square

Dundee

Tayside

DD1 1DJ

If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a client.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Law Society of Scotland for compliance purposes and the Police National Crime Agency for AML purposes.

The Chamber Practice employs third party suppliers to provide services, including client case management software, IT services,, estate agency software  and cashroom services. These suppliers may process personal data on our behalf as "processors" and are subject to written contractual conditions to only process that personal data under our instructions and protect it.

We may also share personal data with other professional advisors for the purposes of taking advice.

In the event that we do share personal data with external third parties, we will only share such personal data strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal data in accordance with those purposes.

HOW WE PROTECT YOUR PERSONAL INFORMATION

Your personal information is stored on our electronic filing system and our servers based in the UK, and some data is also stored in paper files in our storage system within our offices. This data is accessed by our staff and data processors for the purposes set out above. We have appropriate safeguards in place to protect your data.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We keep our clients’ personal data indefinitely to ensure ongoing compliance with our legal and contractual obligations as set out above.

YOUR RIGHTS

You can exercise any of the following rights by writing to us at

matthew@thechamberpractice.co.uk or:

Matthew Cohen, Practice Manager

The Chamber Practice

15 Albert Square

Dundee

Tayside

DD1 1DJ

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and

• if you wish us to delete your personal information, you may request that we do so.

 

Any requests received by The Chamber Practice will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

 

 

Marketing Contacts / Non Client and Third Party Policy

 

This is a policy for non-client/third-party persons that contact the chamber practice throughout the natural course of business where we may obtain data from you.  This policy is primarily directed for  individuals who  contact us  the purposes of obtaining information about our services and products, and hose following our Facebook, social media  and other information services or blogs that we may provide from time to time.  It is also for those who contact us via videoconferencing facilities, and telephone.

 

It also relates to 3rd parties and individuals who contact is in relation to viewing any of our properties for sale (Our  estate agency system is provided by third-party software provider) and in accordance with standard practice throughout the industry we routinely contact individuals that have viewed our properties for the purpose of obtaining feedback and if appropriate with their consent to offer any other properties that we may have or services that may be appropriate under the circumstances.  Such circumstances may also include those that come for initial meetings  and consultations with.  Individuals by requesting and agreeing having such meetings and consultations with us are agreeing (prior to becoming a client) to our contacting them on a regular basis with a view to promoting our services and products. As indicated below you have the right to restrict, delete the use of such Services.

 

The Chamber Practice will be a "controller" of the personal information that you provide to us when you contact us and request information from us.

Under permitted circumstances we will collect, store and use the personal information that you provide to us which shall be collected, stored and used in accordance with this privacy notice.

We may also collect, store and use the following personal information relating to you from third parties from time to time and if you would like information regarding any such information, please let us know.

 

We  process your  personal information in pursuit of our legitimate interests to:

• send communications by email or post with information regarding legal updates and information whether by phone, post  or electronic mail or social media or other technological communication;

• promote our services by sending  with information regarding our firm and our services;
• invite you as guests to any events we may hold.

* TO hold your data for carrying out work on legitimate work on behalf of our clients such as estate agency, any litigation or other work we may be instructed in.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us by email on matthew@thechamberpractice.co.uk, by telephone on 01382 203000, or by writing to us at:

Matthew Cohen, Practice Manager

The Chamber Practice

15 Albert Square

Dundee

Tayside

DD1 1DJ

 

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Law Society of Scotland for compliance purposes and the Police National Crime Agency for AML purposes.

The Chamber Practice employs third party suppliers to provide services, including client case management software, IT services,, estate agency software  and cashroom services. These suppliers may process personal data on our behalf as "processors" and are subject to written contractual conditions to only process that personal data under our instructions and protect it.

 

In the event that we do share personal data with external third parties, we will only share such personal data strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal data in accordance with those purposes.

HOW WE PROTECT YOUR PERSONAL INFORMATION

Your personal information is stored on our electronic filing system and our servers based in the UK, and some data is also stored in paper files in our storage system within our offices. This data is accessed by our staff and data processors for the purposes set out above. We have appropriate safeguards in place to protect your data.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We keep your data for marketing, information and quoting services purposes until requested to remove or delete them.  We will retain viewing data via our estate agency and firm records until a property is sold or removed from our marketing service for Estate Agency.  We will keep other data  to ensure ongoing compliance with our legal and contractual obligations as set out above.

YOUR RIGHTS

You can exercise any of the following rights by writing to us at

matthew@thechamberpractice.co.uk or:

Matthew Cohen, Practice Manager

The Chamber Practice

15 Albert Square

Dundee

Tayside

DD1 1DJ

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and

• if you wish us to delete your personal information, you may request that we do so.

 

Any requests received by The Chamber Practice will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

 

 

 

 

 

 

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