Allan Jay Paine Limited Privacy Policy 

Allan Jay Paine Limited is committed to protecting your personal data and your privacy. This policy sets out how we obtain and use your personal data, the basis on which we are allowed to do so, who has access to your personal data and what your rights are.

Who we are

Data is collected, processed and stored by Allan Jay Paine Limited and we are what is known as the “data controller” of the personal information you provide to us.
Allan Jay Paine Limited is a Limited Liability Company incorporated in England and Wales, authorised and regulated by the Solicitors Regulation Authority under number 562924.

We are registered with the Information Commissioner’s Office, the Supervisory Authority for Data Protection in the UK, under registration number Z7527815.

Children

Our website and services are not intended for children and we do not knowingly collect data relating to children.

What data we may collect from you

The exact information we will request from you will depend on the services that you have asked us to provide or what we are contracted to do for you. We will only collect information that is relevant to the matter that we are dealing with for you.

There are two types of personal data that you may provide to us:-
  • Personal data which is the general information that you supply about yourself such as your name, address, contact details, date of birth, financial information, place of birth, gender and nationality.
  • Sensitive personal date which is by its nature more sensitive information and may include your racial or ethnic origin, religious beliefs, sexual orientation, criminal convictions, political opinions, health data, trade union membership, philosophical views, biometric and genetic data.

The legal basis for processing

The law on data protection sets out a number of reasons for which a company may collect and process your personal date including:-
  • Consent – you have given your consent (which can be withdrawn at any time).
  • Contractual obligations – where we need your data to fulfil our contract with you.
  • Legal compliance – where it is necessary to enable us to comply with a legal obligation.
  • Legitimate interest – where we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business.

What we use your data for

The primary reason for asking you to provide us with your personal data is for the provision of legal services to you and for associated purposes including but not limited to the following:-
  • Verification of your identity.
  • Verification of source of funds.
  • Processing your legal transaction including advising and acting on your behalf.
  • Responding to requests for information from regulated bodies or government agencies.
  • Legal and regulatory compliance.
  • Keeping financial records of your transactions and the transactions we make on your behalf.
  • Seeking advice from third parties such as legal and non-legal experts.
  • Updating client records.
  • Providing information following completion of your legal transaction.

Who we share your data with

We have data protection rules in place to oversee the effective and secure processing of your personal data. We will not sell your information to third parties nor will we share your information with third parties for marketing purposes.

We may on occasion, in carrying out your legal work, be required to share your information with third parties who will assist with your matter including but not limited to the following:-
  • HM Land Registry.
  • HM Revenue and Customs.
  • Courts or Tribunals.
  • Barristers or Solicitors.
  • Medical experts.
  • Estate Agents.
  • Banks and Building Societies.
  • Financial organisations.
  • Insurance companies.
  • Providers of identity verification.
  • Central government.
  • Any disclosure required by law or regulation.
  • External auditors or regulators.
  • Suppliers and service providers.
  • Expert witnesses.
  • Non legal experts to obtain advice or assistance.
  • Mortgage advisers.
  • Educators and examining bodies.
  • Professional bodies.

How we secure your data

We recognise the importance of ensuring that your data remains secure and we take all appropriate steps to protect it. All personal data is handled and processed in line with our stringent confidentiality and data protection policies. Personal information retained on manual files will be held securely with appropriate physical access controlled to our buildings and files to keep data safe. Electronically held data will be password protected with appropriate computer safeguards such as firewalls, screensavers which activate after 3 minutes of inactivity, routine and periodic backups and storage of information on secure servers.

However no method of transmission over the internet or method of electronic storage is completely secure. In the event of a personal data breach we have procedures in place to minimise the consequences of that breach and to report appropriately to yourself and relevant authorities.

How long we keep your data for

Your personal data will be retained electronically and/or in manual files throughout the period of time that we do work for you and for as long as necessary to fulfil the purposes for which the information was collected; or as required by law or other professional regulations; or as long as set out in any relevant contract you may hold with us.

What are your rights?

Under the European General Data Protection Regulations you have the following rights:-
  • Right of access – you are entitled to access your personal data. To access this you need to provide a written request to the person dealing with your matter or Mandy Bird. A request for access means you are entitled to a copy of the data we hold about you but it does not mean you are entitled to the documents that contain this data. We will normally process your request within 30 days and without charge. Please note we do reserve the right to charge a reasonable fee if your request is repetitive, vexatious, excessive or particularly complex.
  • Right to be informed – this right is fulfilled by way of this privacy notice and our transparent explanation as to how we use your personal information.
  • Right to rectification – you are entitled to have personal data rectified if it is inaccurate or incomplete.
  • Right to erasure – you have the right to request the erasure of your personal data in certain specific circumstances.
  • Right to data portability.
  • Right to object.
  • Right to withdraw consent.
  • Right to restrict processing.
  • Right to lodge a complaint – you may lodge a complaint with the Information Commissioners Office. If you wish to raise a complaint about how we use your personal data you should initially contact Mandy Bird. If you are not satisfied with our response you may lodge a complaint with the Information Commissioners Office. 

International transfers

We do not normally transfer your personal data outside the European Economic Area (EEA). If a transfer or data is made to a country outside of the EEA this will normally be necessary for the performance of your contract and we will ensure that appropriate safeguards are in place and that any such transfers will be made in compliance with EGDPR.

Third party links

Our website may include links to third party websites and applications. Please be aware that we do not control these websites nor can we be responsible for their privacy statements which you should carefully consider on every website you visit.

Cookies

Our website, like the majority of websites, uses cookies to capture limited information about the website’s users and to help us develop and improve our website. “Cookies” are small pieces of information sent to your computer or device and stored on its hard drive to allow our website to recognise you when you visit.

It is possible to switch off cookies by setting your browser preferences, however if you select this setting you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies our system will issue cookies when you use our site. For more information about cookies and how to stop cookies being installed or how to delete existing cookies from your hard drive visit the following website: http://www.allaboutcookies.org.