Privacy notice

READ THIS PRIVACY NOTICE CAREFULLY BEFORE USING OUR SITE

This notice applies to prospective clients and suppliers and other third parties. This notice does not apply to our clients (please refer to the data protection provisions in our terms of engagement with you) or employees. We also recommend that you store this document in a safe place.

This privacy notice (together with our TERMS OF USE and any other documents referred to in it) (this notice) sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. By using our site, you accept the practices described in this notice.

This notice was last updated on 15 May 2023. We may amend this policy at any time, and whenever we do so we will notify you by posting a revised version on our site. Please review this notice each time you visit our site as it may have been updated since your last visit.

For the purpose of the Data Protection Act 2018 (UK GDPR), the controller is LJD Law Ltd. Our registered office is at Brookfield Court, Selby Road, Garforth, Leeds, LS25 1NB (this is our Accountants place of business). If you have any questions regarding this notice or believe we have breached the UK GDPR, please contact us.

Prospective Clients and Suppliers

Personal information we collect: If you contact us or we contact you (by phone, email or otherwise), we will hold the following personal information:

your name and contact details, and any other details you give us when you make an enquiry about our services
information and documentation that you give us about your business activities including communications with you and people within your business and
information and documentation that we obtain about you and your business from publicly available information (e.g. your website, social media and Companies House) when we carry out research (this is to ensure that we understand you and your business).

We may also collect information about you from social media platforms including when you interact with us on those platforms or access our social media content. The information we may receive is governed by the privacy settings, policies, and/or procedures of the applicable social media platform, and we encourage you to review them before you interact with us on them.

Using your personal information: We will use this information to:

prospective clients – provide you with the information you have requested from us (i) so that we can both decide whether to enter into a contract and/or (ii) to pursue our legitimate interests
prospective clients – comply with our legal obligations to carry out identification checks and obtain information about the source of your money so that we can discharge our regulatory obligations relating to money laundering, crime and terrorist funding
prospective clients, and suppliers – protect the rights, property, or safety of LJD Law Ltd, our clients, suppliers, contacts or others and/or
suppliers – enable us to perform our contract with you (or your employer), or to take steps to enter into such contract.

Sharing your personal information: Our staff will be given access to personal information, but their use shall be limited to the performance of their duties and in line with the reason for processing. Furthermore, we will only share personal information with third parties in the following instances:

when information about you is stored in our IT and CRM systems
in connection with any legal proceedings (including prospective legal proceedings)
where we are required by our regulator (the Solicitors Regulation Authority’s, or SRA’s, privacy policy) or by law to do so and/or
with our telephony supplier (which would get to see phone numbers if we call you) and our broadband supplier (which could see email addresses (but not the content of what you send us, if you encrypt it).

Retaining your personal information: In relation to prospective clients, if we both decide:

to enter into a contract, this information will be kept for the duration of your relationship with us, then 7 years. Identification verification will be kept for the duration of your relationship with us, then 5 years. Our standard terms of business (which will be provided upon our engagement) will set out our views and practices regarding use of a client’s (and their employees) personal information, not this notice or
not to enter into a contract, this information will be kept for the duration of your enquiry and for up to one year thereafter or, if we are required by the SRA or by law to retain for longer, we will retain it for the required period and/or where the information is being used in connection with legal proceedings (including prospective legal proceedings) it will be retained for the duration of those legal (and any enforcement) proceedings.

In relation to suppliers, if we both decide:

to enter into a contract, this information will be kept for the duration of your relationship with us, then 7 years or
not to enter into a contract, this information will be kept for the duration of our discussions and for up to one year thereafter or, if we are required by law to retain for longer, we will retain it for the required period and/or where the information is being used in connection with legal proceedings (including prospective legal proceedings) it will be retained for the duration of those legal (and any enforcement) proceedings.

Other Third Parties

Personal information we collect: If you contact us or we contact you (by phone, email or otherwise) for any other reason (e.g. you are on the other side of a matter we are working on, you are a professional contact we work with, or you have made an enquiry or sought information from us), we will hold your name, contact details and any other personal information you choose to give us. We may also collect:

information and documentation that we obtain about you and your business from publicly available information (e.g. your website, social media and Companies House) and
information about you from social media platforms including when you interact with us on those platforms or access our social media content. The information we may receive is governed by the privacy settings, policies, and/or procedures of the applicable social media platform, and we encourage you to review them.

Using your personal information: We will use this information for the following legitimate interests (whether ours or a third party’s):

to liaise with you or other in your business in connection with a client matter
to manage a professional relationship we have with you or your business
to provide you with the information you have requested from us or to follow up on your enquiry and/or
to protect the rights, property, or safety of LJD Law Ltd, our clients, suppliers, contacts or others (we will also use your information where we are required by law to do so).

when information about you is stored in our IT and CRM systems
in connection with any legal proceedings (including prospective legal proceedings)
where we are required by our regulator (the Solicitors Regulation Authority’s, or SRA’s, privacy policy) or by law to do so and/or
with our telephony supplier (which would get to see phone numbers if we call you) and our broadband supplier (which could see email addresses (but not the content of what you send us, if you encrypt it).

Retaining your personal information: This information will be kept for the duration of (as applicable) (i) the client matter we are working on, plus 7 years (ii) our professional relationship with you and for up to one year thereafter or (iii) your enquiry and for up to one year thereafter. However:

if we are required by the SRA or by law to retain it for longer, we will retain it for the required period and/or
where the information is being used in connection with legal proceedings (including prospective legal proceedings) it will be retained for the duration of those legal (and any enforcement) proceedings.

Your Rights

In relation to personal information we hold about you, you have the right to:

get access to your personal data that we hold and receive information about our processing of it
ask us to correct the record of your personal data maintained by us if it is inaccurate or to complete incomplete data
ask us, in certain instances, to erase your personal data or cease processing
object to us processing your personal data for direct marketing purposes (you can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you)
challenge us processing your personal data which has been justified on the basis of our legitimate interests
ask us, in certain instances, to restrict processing personal data to merely storing
ask us, in certain instances, to request that some of your personal data is provided to you or to another data controller, in a commonly used, machine-readable format and
complain to the Information Commissioner’s Office (www.ico.org.uk).

If you would like to exercise any of these rights, please contact info@ljdlaw.co.uk (we may ask you to verify your identity – please cooperate with us in our efforts to verify your identity). Please note that we may need certain personal information to enable us to provide the services and/or information you ask for, so changes you make to your preferences, or restrictions you ask us to make on how we use personal information, may affect what information we can provide.

International data transfers

When we transfer your information to other countries, we will use, share and safeguard that information as described herein. To provide legal and other services, we may transfer the personal data we collect to countries outside of the UK which do not provide the same level of data protection as the country in which you reside and are not recognised by the UK Government as providing an adequate level of data protection. We only transfer personal data to these countries when it is necessary for the services we provide you, or it is necessary for the establishment, exercise or defence of legal claims or subject to safeguards that assure the protection of your personal data, such as UK Government approved standard contractual clauses. If you have questions about, or need further information concerning international data transfers, please contact us.

How we protect your Personal Information

To help protect the privacy of personal information you transmit, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. In addition, we train our staff about the importance of confidentiality and maintaining the privacy and security of your personal information. However, as you will be aware the transmission of information via the internet isn’t completely secure. Although we will do our best to protect your personal information, we can’t guarantee the security of your personal information transmitted to our site; any transmission is at your own risk. Once we have received your personal information, we will use reasonable procedures and security features to try to prevent unauthorised access.

Links to Other Websites

Our site may, from time to time, contain links to and from the websites of third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we don’t accept any responsibility or liability for these policies. Please check these policies before you submit any personal information to these websites.