Data Protection Privacy Notice – Scotland

Who are we

We are Shakespeare Martineau (Scotland ) LLP, a limited liability partnership registered in Scotland (registered number SO306986) with its registered office at 15 Queen Street, Edinburgh EH2 1JE.

What information do we collect?

We collect personal information concerning a person or organisation for the purposes of assessing whether we may enter into a professional relationship with that person/organisation, and subsequently in the course of that professional relationship.

Whilst we cannot list all types of information we may gather in the course of our professional relationship with you, this may include:

• your full name;
• contact information such as your address, telephone number, e-mail address, the company you work for, and your job title or position;
• your preferences in respect of marketing materials;
• your financial information e.g. in relation to paying for services;
• your image (e.g. CCTV or photos when attending our meetings or events);
• personal information provided to us by you or generated by us in the course of providing legal services to you;
• health or religious beliefs (e.g. for the purposes of access or dietary requirements); and
• any other information you voluntarily provide to us.

 

What we use your data for

We use the information you provide primarily for the provision of legal services. In addition we use personal data for the following additional purposes:

• compliance with legal and regulatory obligations and good practice, e.g. identifying clients and verifying their identity, and preventing money laundering and terrorist financing;
• operational reasons, such as recording transactions, training and quality control;
• statistical analysis;

• updating and enhancing client records;
• analysis to help us manage our practice;
• staff administration and assessments, monitoring staff conduct, disciplinary matters;
• credit reference checks via external credit reference agencies;
• marketing our own products and services to you (where appropriate);
• to keep your information and marketing preferences accurate;
• to pursue available remedies or limit any damages that we may sustain.

 

Basis of processing

The basis of processing for the provision of legal services is the performance of our obligations under our contract with you (or to take steps at your request to enter into a contract with you). You are under no obligation to provide your personal data but failure to do so will mean that we either cannot accept instructions from you or will not be able to provide appropriate legal advice.

The basis of processing for the additional purposes is our legitimate interests, which are the improvement of our ability to provide legal services, compliance with our regulatory obligations, and where appropriate marketing our products and services.

 

Who we share your information with

Our work for you may also require us to give your information to third parties such as expert witnesses, credit reference agencies, service providers, representatives and agents, law enforcement agencies, regulatory bodies, auditors, brokers, insurers and other professional advisers.

 

Where we store your information

In limited circumstances, the data that we control may be transferred to, and stored at a destination outside of, the European Economic Area (“EEA”). For example, we use a limited number of suppliers for the purpose of supporting our business processes that are based in a different jurisdiction.

We take appropriate steps to ensure that your information is treated securely in accordance with applicable laws.

 

How long we store your information

We retain your personal information in accordance with applicable regulation, law and our document retention policy. We will never retain your information for longer than is necessary.

For more information on our retention periods, please contact GDPR@shma.co.uk.

 

Your rights

Under data protection legislation, you have a right of access to the personal data we hold about you, and a right to rectification, erasure, restriction of or objection to processing, and the right to data portability, as set out in the General Data Protection Regulation. You should let us know if you believe the information we hold about you needs to be corrected or updated.

In order to exercise these rights, please contact our Data Protection Officer on 0121 214 0000 or at GDPR@shma.co.uk.

Should you be unhappy with our processing of your personal data, you have a right to complain to the Scottish Information Commissioner's Office, which is the regulator for data protection. More information can be found on our complaints page.

 

Your obligations

If you send us personal data about anyone other than yourself you will ensure that you have any appropriate consents and notices in place to enable you to transfer that personal data to us, and so that we may use it for the purposes for which you provide it to us.