At OTS Solicitors ("We") are committed to ensuring that your privacy is protected. This policy (together with the terms contained in our Legal Notice and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us will be processed by us.
This policy also provides information on how you can instruct us if you prefer to limit the use of your personal information as well as the procedures that we have in place to safeguard your privacy. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998, the data controller is OTS Solicitors. In relation to all your personal data that we hold, we will observe our obligations under the Data Protection Act 1998 and the General Data Protection Regulation 2018.
INFORMATION WE MAY COLLECT FROM YOU
When you contact us through the Contact page on our website www.otssolicitors.co.uk ("the website/site"), the personal data we collect will be the information that you provide and will include your name, address, phone numbers and email address and may also include information about you from the e-mails, letters and other communications you send and documents you provide to us. We may also collect information about your usage of our website. We may also obtain personal data from publicly available services such as Companies House, other regulatory bodies and from other persons.
BASIS FOR PROCESSING AND USE OF YOUR DATA
Where you enquire about becoming or where you become a client of OTS Solicitors, the basis for our processing of your personal data will be to enter into and perform the contract between you and us. In respect of persons connected with you, such as your officers and employees where our client is an organisation, to the extent that the basis for processing their personal data is not covered by the performance of the contract, the basis for our processing will be legitimate interest.
Where you sign up for one or more of our newsletters, the basis for our processing of your personal data will be your consent which you will have given at that time and but will be free to withdraw at any time.
We may from time to time send you information about events we are holding or other matters that we believe will be of interest to you. The basis for our processing of your personal data there will be legitimate interest and/or your consent.
QUESTIONS AND ANSWERS SERVICE
When you contact us through the Question & Answers (“Q&A”) page of our website, or the Q&A section of one of our expertise pages, we only collect your Question and e-mail address and any other information which you voluntarily provide to us. The information which you submit through the Question & Answers (“Q&A”) page of our website, or the Q&A section of one of our expertise pages will be displayed on our website. If you notify us by e-mail or other written communication that any of the information which you have submitted is incorrect, misleading, or you would like to be taken off the website, we will take prompt action to correct, amend or delete the information. You may do this by contacting us at email@example.com
We will only display your Question in relation to your legal matter on our website and keep other information about you confidential and in a way which does not enable you to be identified from the information displayed on our site.
We occasionally run events and promotional activities jointly with other trusted professional parties. While we do not share our contact database with them, nor with other guests to our events, if you accept an invitation, your name may be included in an attendee list which is shared with our co-hosts and with other guests.
We may be forced to disclose information by the government or other law enforcement agencies or in connection with the investigation of unlawful activities. Third parties may also unlawfully intercept or access transmission or private communications. These therefore are exceptions to our policy of maintaining the privacy and confidentiality of your personal information.
If our business is sold, transferred or merged with another business, your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
Except as explained above, we will not disclose your personal data to any third parties for any other purpose.
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and internal analysis. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.
We use the following cookies:
• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can find more information about the individual cookies we use and the purposes for which we use them below:
We mainly use only one type of cookie on our site:
• Per session cookies which are temporary cookies that remain in the cookies file of your browser until you leave the site.
More specifically we use the following cookies which carry out the functions described:
• “utma” This is a Google Analytics cookie that tracks the number of times you have visited the site
• “utmb” and “utmc” more Google Analytics cookies that act to calculate how long you have spent on the site in each session
• “utmz” This Google Analytics cookie tracks what search engine you have visited the site from and which search terms you have used.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
The cookies we use are designed to help you get the most from your visit but if you do not wish to receive cookies you can easily modify your web browser to refuse them. For further instructions on how to do this visit www.allaboutcookies.org/manage-cookies
Please note that some cookies may be placed by third party service providers who perform some of these functions (or other services) for us. Cookies are used on this website for the following third party services: Google Analytics, LinkedIn Follow button, Facebook Like Button, Twitter Follow button, Google +1 button, AddThis social bookmarking tool, YouTube videos. Some of these services may be used to track your behaviour on other websites and we have no control over this.
As is true with most websites, our server will automatically log data regarding each visit such as your IP address, browser type, referring/exit pages, and operating system. We may use this information to monitor server errors, server administration or to monitor visitor behaviour. It is not possible for this to be disabled on a per-user basis so you must leave this website (and the internet entirely) if you do not agree to this happening.
If you have any questions/comments about privacy, you should contact us at firstname.lastname@example.org
STORING YOUR PERSONAL INFORMATION
We store all information you provide to us on our secure servers. 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; 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.
By submitting your personal information, you consent to the use of that information as set out in this policy. If you provide us with sensitive information (such as your racial background or state of health), whether for recruitment purposes, in responding to travel enquiries or for any other purpose, you expressly consent to our using that information for the purpose given as well as for equal opportunities monitoring.
Owing to the global nature of the Internet infrastructure, the information you provide may be transferred to countries outside the European Economic Area that do not have similar protection in place regarding your personal data and its use as set out in this policy. By submitting your information you consent to these transfers.
By registering with us to receive one of our newsletters or email update services or instructing us in connection with any matter or using any service on our website, you consent to the collection, use and processing of your information under the terms of this policy.
We will record when and how your consent was provided. You may withdraw your consent at any time by email email@example.com
ACCESS TO INFORMATION
You have the right to access information held about you and the right to request that information be deleted or corrected (as appropriate). You also have the right to request that your information be transferred to another organisation. You can exercise these rights at any time using the contact details in this Statement.
Questions, comments, concerns and requests regarding this privacy statement or our collection or use of your information are welcomed and should be addressed to firstname.lastname@example.org
The Information Commissioner’s Office is the UK’s supervisory authority for privacy and data protection matters – for more information visit www.ico.org.uk/concerns
Any changes to our privacy statement in the future will be posted to our website and, where appropriate, provided through e-mail notification.
SECURITY AND DATA RETENTION
We employ appropriate security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.
We will retain your information for a reasonable period or as long as the law requires, taking into account the nature of the information and purpose for which it has been obtained and is used or held.
We may employ other companies to provide services for us. These companies will have access to the personal information needed to perform their functions and not for any other purpose.
We may participate in joint marketing activities and events with third party service providers and your information may be disclosed to such third party service providers and to other delegates attending the event /activity attended by you.
We may disclose your details to credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.