Please read this policy carefully. HMK Legal is committed to protecting and respecting your privacy.
This policy sets out how we process any personal data we collect from you, or that you provide to us.
For the purpose of the General Data Protection Regulation (Data Protection Legislation), the data controller is HMKay Legal Limited T/A HMK Legal, Clavering House, Clavering Place, Newcastle upon Tyne NE1 3NG (we/us).
Our data protection lead is Helen Kay and HMKay Legal Limited T/A HMK Legal is registered as a data controller with the Information Commissioner’s office with registration number ZA124133.
1. Information we may collect about you
We may collect and process the following data about you:
1.1 information that you provide by filling in forms on our Site. This includes information you provide for recruitment purposes, for enrolment on any training course we run or to raise a query;
1.2 information you provide when you ask us to provide you with a quote for our services;
1.3 information you provide when you are engaged as our client;
1.4 information we ask you to provide if you report a problem with our Site;
1.5 details of your visits to our Site including, but not limited to, traffic data, location data, weblogs and other communication data and the resources that you access.
If you contact us, we may keep a record of that correspondence.
2. IP addresses and cookies
2.1 We may collect information about your computer, including, where available, your IP address, operating system and browser type, for system administration purposes. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
2.3 If you wish to restrict or block any cookies that are set by our Site or any other, you can do so by adjusting your browser settings (check your ‘help’ function within your browser to find out how). Alternatively, you can visit www.aboutcookies.org which contains comprehensive information about cookies, including how to delete them. By continuing to use our Site you consent to the setting of these cookies.
3. Where we store your personal data
3.1 The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for one of our suppliers. Such staff maybe engaged in, amongst other things, the provision of support services. Any of your personal data that is transferred outside the EEA will only be transferred to a country with an adequate ruling or where appropriate safeguards (such as the relevant company(ies) being signed up to privacy shield or having incorporated standard model contract clauses or equivalent) are in place.
3.2 All information you provide to us is stored on secure servers which may include the secure servers of our IT software suppliers (where applicable).
3.4 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
4. How we use your information
4.1 We use information held about you in the following ways:
4.1.1 to ensure that content from our Site is presented in the most effective manner for you and for your computer;
4.1.2 to provide you with information, products or services that you request from us;
4.1.3 where you have instructed us as a client, to provide you with information about similar services we offer, where permissible in accordance with applicable legislation. You can opt out of receiving such communications at any time by contacting us or clicking the applicable link in a communication from us.
4.1.5 to carry out our obligations arising from any contracts entered into between you and us; and
4.1.6 to notify you about changes to our services.
4.2 We process your information on the following legal bases:
- Where you are a client
For the performance of a contract with you; or it is necessary for our legitimate business interests (e.g. to manage our relationship or to recover debts owed); or consent where we obtain special categories of data; or to comply with our legal obligations
- Where you request information or a quote for services from us
For the performance of a contract; or to take steps at your request before entering into a contract; or our legitimate business interests to fulfil your request
- Where you are a client and we want to send you legal updates and information on associated legal services
Necessary for our legitimate business interests (to develop our services and grow our business)
- Where you are not a client and we want to send you legal updates and information on associated legal services
On the basis of consent
Where we are processing your personal data for compliance with our contractual obligations to you, we may not be able to provide you with the services you have requested if you do not provide the personal data needed to open your file and/or to carry out your instructions.
5. When we disclose your information
5.1 We may disclose your personal information to third parties in limited circumstances, including:
5.1.1 in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
5.1.2 if HMK Legal or substantially all of its assets are acquired by a third party, in which case personal data held by it about its clients will be one of the transferred assets;
5.1.3 if we are under a duty to disclose or share your personal data in order to comply with any legal or compliance obligation (for example to the Police or any relevant regulatory body), or in order to enforce or apply our terms of business and other agreements;
5.1.4 where necessary to protect the rights, property, or safety of HMK Legal, our clients, or others;
5.1.5 to our auditors or other inspecting organisations from time to time (including any accrediting organisations). This also includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction; and
5.1.6 if you are our client, occasionally it is necessary to pass your personal data to third parties in order to carry out the services you have requested, or to send communications to you (where permissible in accordance with applicable legislation) using our third party processors. We will always tell you if this is the case before sharing your information; and
5.1.7 if you have provided consent to receive communications from us or we have a legitimate business interest to send communications to you (for example in relation to legal updates, legal services, training, events, and / or newsletters) we may transfer your information to our third party processors for the purposes of sending such communications to you.
6. Your rights
6.1 Right to object
You have the right to ask us not to process your personal data for direct marketing purposes where we are relying on consent to do so. We will ask you (before collecting your data) if you consent to us using your data for such purposes. We may use a third party processor to send communications to you. Where you do provide your consent, you can opt-out at any time by contacting us at email@example.com.
6.2 Right to access
Data Protection Legislation gives you the right to access information held about you. Your right of access can be exercised in accordance with Data Protection Legislation by contacting Helen Kay at firstname.lastname@example.org.
6.3 Right to Erasure
In certain circumstances you can request us to delete or put your data beyond use (where our software systems do not allow deletion) so we cannot identify you. You can make this request at any time by contacting us at email@example.com but please note we may be compelled to maintain certain of your information due to specific legislative or regulatory requirements.
6.4 Right to rectification
You have the right to require us to correct any inaccuracies in your data free of charge. You can also exercise this right at any time by contacting us at firstname.lastname@example.org and:
6.4.1 providing us with enough information to identify you; and
6.4.2 specifying the information that is incorrect and what it should be replaced with.
6.5 Right to data portability
You have the right to request your data in a structured, commonly used, machine-readable and inter-operable form to be transferred to yourself or another data controller by contacting Helen Kay our data protection lead at email@example.com .
6.6 Request restriction of processing
You have the right to request that processing of your personal data is restricted by contacting firstname.lastname@example.org . We will then discuss with you the possible consequences of such restrictions.
6.7 Right to complain
You have the right to complain to the Information Commissioner’s office. Their website can be found here: www.ico.gov.uk
7. When we will delete your information
We will only retain your personal data for as long as it is necessary.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security or integrity of your data transmitted to our Site and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
9. Third party links
Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.