COOKIES AND PRIVACY

PRIVACY POLICY

Who are we?

Stokes Partners LLP is a limited liability partnership incorporated in England and Wales and is a “controller” under the General Data Protection Regulations (GDPR) and Data Protection Act 2018.

We are registered under the Data Protection legislation to hold personal data on a database. Any personal information in our possession will be treated as private and confidential and used only in relation to our business as authorised by that legislation.

 

Whose data do we hold?

 We may hold data about the following people:

  • our clients
  • prospective clients and enquirers
  • employees and prospective employees
  • work experience students
  • contractors, suppliers and service providers
  • advisors, consultants and other professional experts
  • those with whom we work in the context of our Corporate Responsibility initiatives
  • any other visitor to our offices.

 

What information will we collect?

We may collect and process information about you through various means, including:

  • in the course of carrying out work for you (or your business)
  • via our website (e.g. on our ‘Contact Us’ page)
  • by email
  • by telephone
  • networking (e.g. at seminars, client events and/or other meetings or events either hosted or attended by us)
  • otherwise through providing our legal services or operating our business.

We will only collect information from you that is relevant to the matter that we are dealing with.  In particular, we may collect the following information from you which is defined as “personal data”, eg:

  • personal information
  • contact information
  • employment and job application details
  • family, lifestyle and social circumstances
  • financial details
  • business activities of the person whose details we are processing
  • the content of any enquiry submitted over our website
  • if you contact us, we may keep a record of that correspondence.

 

Special Categories

We may also collect information that is referred to as being in a “special category”.  This may include:

  • personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership;
  • data concerning health, a person’s sex life or sexual orientation; or
  • genetic or biometric data processed for the purpose of uniquely identifying a natural person

 

Legal basis for processing

The basis on which we process your personal data is one or more of the following:

  • it is necessary for the performance of our contract with you
  • it is necessary for us to comply with a legal obligation
  • it is in our legitimate interests to do so
  • you have given us your consent (this can be withdrawn at any time by advising our data protection officer)

 

How will we use this information?

We may use your information for the following purposes:

  • provision of legal services including advising and acting on behalf of clients
  • to respond to any query that you may submit to us
  • undertaking conflict checks, anti-money laundering and sanctions checks
  • promotion of our services
  • provision of education and training to staff
  • maintaining accounts and records
  • supporting and managing staff
  • debt collection
  • processing your bank/credit card details for payments
  • the prevention and detection of fraud
  • legal and regulatory compliance
  • customising our website and ensuring content is presented in the most effective manner

 

Promotional Communications

We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, promotions or new services.

We are sensitive to our clients’ attitude towards unsolicited communications.  We have a legitimate interest in processing your personal data for marketing purposes, which means we do not usually need your consent to send you promotional communications.  However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never sell OR share it with other organisations outside Stokes Partners LLP for marketing purposes.

You have the right to opt out of receiving promotional communications at any time. To do this:

  • you can write to the Data Protection Officer at Kingfisher House, Market Square, Crewkerne TA18 7LH
  • you can email us at [email protected]
  • you can contact us by telephone 01460 279279 – please ask to speak to a member of the Compliance Team
  • you can tell the person who has conduct of your matter

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

 

Who will we share your information with?

Under our Code of Conduct, there are very strict rules about who we can share your information with and this will normally be limited to other people who are involved with your matter.  Depending on what we are doing for you, this may include:

  • barristers
  • medical experts
  • other experts such as pensions advisors
  • other professionals such as surveyors and accountants
  • estate agents
  • private investigators
  • healthcare professionals, social and welfare organisations
  • courts and tribunals
  • HMRC, HM Land Registry and similar organisations
  • anti-money laundering agencies
  • our technology providers
  • property search agencies

We may be subject to audit or quality checks by external organisations or regulators. Information from your file may therefore be made available in these circumstances. We will always aim to obtain a confidentiality agreement with the third party whenever practicable.

We may also disclose your information to debt collection agencies if you do not pay our bills.

Where you authorise us, we may also disclose your information to your family, associates or representatives.

 

How long will we keep your information for?

  • we will keep your information throughout the period of time that we do work for you and afterwards for a period of at least 6 years as we are required to do by law.
  • in some cases (for example, where we have prepared a will for you) we may retain your information for a longer period and we will advise you of this at the time.
  • more information is set out in our data retention policy which is available on request from the Data Protection Officer.

 

Transfers of data to countries outside the UK

  • we may from time to time transfer your personal data to a country outside of the EEA
  • normally this will be necessary for the performance of your contract with us or for the exercise or defence of legal claims on your behalf
  • sometimes we may transfer data for other reasons, but we will ensure that appropriate safeguards are in place at all times

 

Security arrangements

  • we shall ensure that all the information that you provide to us is kept secure using appropriate technical and organisational measures
  • achieving and maintaining Lexcel and Conveyancing Quality Scheme Accreditations
  • in the event of any personal data breach, we have in place procedures to ensure that the effects of such a breach are minimised and shall liaise with the ICO and with you as appropriate
  • more information is available from the Data Protection Officer

 

What rights do you have?

You have various rights under the GDPR including, but not limited to the following:

  • right to be informed
  • right of access
  • right to rectification
  • right to erasure
  • right to restriction of processing
  • right to data portability
  • right to object
  • right concerning automated decision-making and profiling

 

Right of access

  • you have a right to see the information we hold about you
  • to access this, you need to provide a request in writing to our Data Protection Officer, together with satisfactory proof of identity
  • we will usually process your request free of charge and within 30 days, however, we reserve the right to charge a reasonable administration fee and to extend the period of time by a further 2 months if the request is manifestly unfounded or vexatious and/or is very complex

 

Right to erasure

  • you have a right to ask us to erase your personal data in certain cases
  • we will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to pursue or defend legal claims
  • to exercise your right to erasure, please contact our Data Protection Officer

 

Who can you complain to if you are unhappy about what we have done with your information?

If you are unhappy about how we are using your information, then initially you should contact the Data Protection Officer.

  • in writing – our address is Kingfisher House, Market Square, Crewkerne, TA18 7LH
  • by email [email protected]
  • by telephone 01460 279279 – please ask to speak to a member of the Compliance Team

If your complaint remains unresolved then you can contact the Information Commissioner’s Office, details are available at www.ico.org.uk