GDPR And Data Protection Privacy Notice
ARIS International lawyers is firmly committed to respecting and protecting the privacy of all personal data received or collected, in strict adherence to the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and best business practice.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.arislawyers.com you are accepting and consenting to the practices described in this policy.
Lawful basis for processing
The Data we collect about you
|Personal data we will collect
||Personal data we may collect depending on why you have instructed us
- Your name, address and telephone number.
- Information to enable us to check and verify your identity, e.g., your date of birth or passport details.
- Electronic contact details, e.g., your email address and mobile phone number.
- Information relating to the matter in which you are seeking our advice or representation.
- Your financial details so far as relevant to your instructions.
- Information about your use of our IT, communication and other systems, and other monitoring information, e.g., if using our secure online client portal.
- Your National Insurance and tax details
- Your bank and/or building society details.
- Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter.
- Your employment status and details including salary and benefits, eg if you instruct us on a matter related to your employment or in which your employment status or income is relevant.
- Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, eg, if you instruct us on an immigration matter.
- Details of your pension arrangements, e.g., if you instruct us on a matter about financial arrangements following the breakdown of a relationship, or where relevant to your matter.
- Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), e.g. if you instruct us on a matter related to your employment or in which your employment records are relevant.
- Your racial or ethnic origin, gender, and sexual orientation, religious or similar beliefs, if relevant in a matter.
- Your trade union membership, eg, if relevant to your matter.
- Your medical records, if relevant to the matter you are instructing us.
By holding Identity Data and Family Data, we implicitly hold ‘Special Category’ data about you, as this includes details about your race or ethnicity or religious affiliation, which could be inferred through it being held by us. Additionally, where relevant to your case or your ability to access our offices, we potentially hold information about your health or disability (e.g. Medical Surgeries).
In addition to the above, we would also hold details of any criminal records you disclose to us as well as details of any children under 18 where relevant to your case.
How your Data is collected
We use different methods to collect data from and about you including through:
·Direct interactions. You may give us your Identity, Contact and Financial Data and Previous and current claims by filling in forms or by corresponding with us by our website, post, phone, email or otherwise. This includes personal data you provide when you:
(1) Complete an initial assessment form, or any other service including online consultation request forms;
(2) make a payment;
(3) send us key case data;
(4) give us feedback.
·Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Our site is hosted by GAYA Internet (registered company number. 117-03-42707 in South Korea). GAYA Internet logs all requests in order determine the causes of reported faults and to detect and block suspicious traffic. The log records the time of the request, your IP address, the requested resource, the referring site (if specified by your browser), and your browser’s user agent string (which will usually include the name and version of your browser and operating system). Log files are deleted after ninety days.
·Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
(1) Consultants and other professionals we may engage about your matter;
(2) your employer and/or trade union, professional body or pension administrators;
(3) Technical Data from analytics providers such as Google based outside the EU.
How we use your personal data
- To comply with our legal and regulatory obligations;
- For the performance of our contract with you or to take steps at your request before entering into a contract;
- For our legitimate interests or those of a third party; or where you have given consent.
We may use your personal data to send you updates (by email, text message, telephone or post) about legal or immigration developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services or products.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How we use your personal data’). This 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 ARIS International Lawyers ltd for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
- contacting us by firstname.lastname@example.org
- Using the unsubscribe links at the bottom of our email newsletter communication.
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.
Data Storage and International transfers
We primarily store data internally, i.e. in the UK and on private infrastructure, however in the course of processing we may rely on tools and services which are hosted outside of the EU, for example, Drop Box, WeTransfer or Gmail. Your data may therefore be held and processed outside the EU at any given time in order to enable lawful and legitimate processing.
The GDPR requires us to implement appropriate technical measures to protect data. We verify the identity of any individual who requests access to data before granting access. hey will only process your personal data on our instructions and they are subject to a duty of confidentiality. We use Transport Layer Security (TLS, also known as SSL) to encrypt any data you supply to us through our website and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will keep your personal data after we have finished advising or acting for you based on business needs and legal requirements.
We will do so for one of these reasons:
- To respond to any questions, complaints or claims made by you or on your behalf;
- To show that we treated you fairly;
- To keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Your legal Rights
You have the following rights, which you can exercise free of charge:
||The right to be provided with a copy of your personal data.
||The right to require us to correct any mistakes in your personal data.
|To be forgotten
||The right to require us to delete your personal data—in certain situations.
|Restriction of processing
||The right to require us to restrict processing of your personal data—in certain circumstances, e.g. if you contest the accuracy of the data.
||The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
||The right to object:
—at any time to your personal data being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
|Not to be subject to automated individual decision-making
||The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
How to complain
We hope that we or our Data Protection Officer can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
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How to contact us
The Data Protection Officer
Cell 5A, KOPSHOP
6 Old London Road
Kingston Upon Thames
Surrey, KT2 6QF
Phone: +44 (0) 20 3865 6219