Edwards & Company Solicitors is the Data Controller under the General Data Protection Regulation (GDPR), which means that it determines what purposes personal information held, will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.
Edwards & Company Solicitors is registered with the Information Commissioner’s Office as a Data Controller: Reference Z7431106
Edwards & Company Solicitors contact details are;
28 Hill Street
Telephone (028) 9032 1863
Data Protection Officer
Telephone (028) 9032 1863 ext 260
Why do we collect data from you?
During the course of our business, we compile and hold certain personal information about you for the purposes of providing you with legal services. In providing these services, we will act as both a Data Controller and, in some instances as a Data Processor, in respect of your personal information.
What is ‘personal information’?
Personal information is information that can directly identify you, or indirectly identify you from in combination with other information.
Personal information can also include special categories of personal information or criminal conviction and offences data.
What type of personal information will we collect from you?
The type of personal information we require will depend on the legal services you require from us. The following are examples of personal information we are likely to obtain from you during the course of your business with us;
• full name and title
• contact information including e-mail and postal addresses, telephone numbers and fax numbers
• details of any potential conflicts of interest
• date of birth
• criminal convictions
• identification or supporting documents (such as passport, driving license, birth certificate, utility bill etc)
• bank and financial details
• medical/health records
• employment records
You will provide to us directly most of the personal information about you that we will process, for the purposes of providing you with legal services.
We may also receive and process personal information indirectly, from your employer, your GP or healthcare provider and/or financial institutions for the purposes of providing you with legal services.
How will we use your information?
In accordance with the General Data Protection Regulations and Data Protection Act 2018, we will only use your personal information when the law allows us to. The lawful bases we rely on for processing your information are:
• In order to meet our contractual obligations under our agreement with you;
• Where it is necessary for our legitimate interests, or those of a third party (except where such interests are overridden by your interests, rights or fundamental freedoms);
• Where we need to comply with a legal or regulatory obligation.
We do not rely on consent as a legal basis for processing your personal information other than in relation to sending third party direct marketing communications to you. We do not share your personal information or data with any third party for this purpose.
We use your information to:
• Provide services, quotations, and information requested by you;
• Direct your enquiries to the appropriate member of staff;
• Conduct legal proceedings on your behalf;
• Maintain the safety, security and integrity of our services;
• Investigate and address your concerns;
• Communicate with you about products, services, promotions, surveys, news, updates and events;
• Process or support payments for services;
• Investigate or address legal proceedings relating to your use of our services, or as otherwise allowed by law.
Sharing your data with third parties
We may share your personal data with:
• Our business partners;
• Our legal advisors in the event of a dispute or other legal matter;
• Law enforcement officials, government authorities, or other third parties to meet our legal obligations;
• In connection with, or during negotiations of, any merger, sale of company assets, consolidation or restructuring, financing, refinancing, or acquisition of some or all of our business by another company;
• Any other party where we ask you and you consent to the sharing.
How we store your personal information and for how long
Your information is securely stored on site at our offices situated at 28 Hill Street, Belfast, BT1 2LA digitally on our secure IT systems and in our secure off site storage facility.
We will continue to retain your personal data while you remain a client and, thereafter, in accordance with the Law Society of Northern Ireland file retention and destruction guidelines. Our terms and conditions provides specific detail in relation to the length of time we will retain your personal information, depending on the type of legal services undertaken on your behalf.
What are your data protection rights?
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we shall respond to you within one month of receiving your request. In the event your request is complex, and will therefore take us some time to respond, we shall respond to you within three months of receiving your request. We shall write to you in the first month to explain the reason for delay.
Please contact us on the information provided above if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us on the contact information provided above.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk