This document covers:
- the types of information we collect about you
- how we collect and use it
- who we might share it with
- how we will ensure your personal data stays private and secure.
Your personal data – what is it?
Personal data relates to an individual who can be identified from that data. Identification can be done by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016|679.
Who we are?
When we say ‘we’ and ‘our’ we mean Watermans. Watermans is a trading style of Watermans Solicitors Limited, Watermans Legal Limited, Watermans Property Sales Limited and Watermans Legal Holdings limited, all having their Registered office at 5 – 10 Dock Place, Edinburgh, EH6 6LU. Any information provided by you will be shared within these organisations and each Company is a separate data controller for the information in this overview. This means we’re responsible for deciding how we can use your information.
The information that we collect
We collect information about you from different places including:
- directly from you
- from a third party acting on your behalf eg an insurer
- from the person acting on your behalf eg family member
- from publicly available sources eg social media
- when we generate it ourselves
- from other organisations.
We will only collect your information in line with relevant regulations and law and this may relate to any of our products or services you apply for, currently hold or have held in the past.
You are responsible for making sure you give us accurate and up to date information. If you provide information for another person on your account, you’ll need to tell them how to find this Privacy Notice and make sure they agree to us using their information for the purposes set out in it.
How do we process your personal information?
We comply with our obligations under the relevant data protection legislation by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal information.
How we will use your information?
We will use the information to provide any products and services you’ve requested and other purposes including:
- to confirm your identity and address
- to carry out your instructions
- to improve our products and services
- to offer you other services we believe may benefit you unless you ask us not to
- to inform individuals of news, events, activities or services running at Watermans
- to share relevant details between the aforementioned for the purposes of providing our services and to make you aware of any services offered within our group companies that may be of interest to you
- to process claim applications
- to contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
We will only use your information where we’re allowed to by law, because we have a legitimate business interest or where you agree to it.
What is the legal basis for processing your personal data?
Article 6 of the GDPR
- Consent of the data subject;
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract;
- Processing is necessary for compliance with a legal obligation;
- Processing is necessary to protect the vital interests of a data subject or another person;
- Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
Article 9 of the GDPR
- Explicit consent of the data subject;
- Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent;
- The processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and there is no disclosure to a third party without consent.
- Processing is necessary for reasons of preventative or occupational medicine, for assessing the working capacity of an employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of EU or Member State law or a contract with a health professional;
- Processing is necessary for the reasons of public interest in the area of public health;
Cookies used within this site:
All cookies within our site are related to tools and services offered. Internal site cookies
- (PHPSESSID, ciapp_session) – We use these cookies to make our website work (this includes checking if you are logged in or not, storing if you are logged in)
- Google Analytics cookies (__utma, __utmb, __utmc, __utmz) – We use Google Analytics to helps us refine the site content and tailor the sites content.
- Open Web Analytics cookies (owa_s, owa_v) – We use OWA to helps us refine the site content and tailor the sites content.
- Adtraka (_adtraka) – We use Adtracka for phone call conversation statistics so we can improve our services.
We also use social services on our website which use cookies too:
They allow you to share pages from our website and comment on them using social networks like Facebook and Twitter. Disabling any of them will probably result in stopping the functionality offered by these third parties.
Who we share your information with:
Your personal data will be treated as strictly confidential. We will only share your information with third parties outside of Watermans with your consent. We may share your information with other companies we work in partnership with. We may also share your information with others outside of Watermans eg, insurers, physiotherapists, psychologists, vehicle repair garages as well as fraud prevention agencies.
How long we will keep your information?
We will keep your information for as long as you have a relationship with us. After it ends we will keep it where we may need it for our legitimate purposes eg to help us respond to queries or complaints. We keep your personal data for no longer than reasonably necessary for a period of one year. We need to change this as under law society rules we need to keep information for up to 10 years in case of a malpractice claim against the firm
Your right and your personal data.
Unless subject to an exemption, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which Watermans holds about you;
- The right to request that Watermans corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for Watermans to retain such data;
- The right to withdraw your consent to the processing at any time;
- The right to request that Watermans provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), for the performance of a contract with the data subject and in either case the data controller processes the data by automated means.
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data,
- The right to lodge a complaint with the Information Commissioners Office.
Transfer of data abroad
If the personal data is to be transferred to countries or territories outside the EU you must include details of how the data will be protected, together with details of how to obtain copies of the relevant safeguards.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Consent Forms
By agreeing to these terms and conditions you are confirming that you have read this Data Protection Notice and that you are consenting to Watermans holding and processing your personal data for the following purposes:
- to confirm your identity and address
- to carry out your instructions
- to improve our products and services
- to offer you other services we believe may benefit you unless you ask us not to
- to inform individuals of news, events, activities or services running at Watermans
- to share your contact details with Watermans so they can keep you informed about news, events, activities and services which are relevant to the services you are undertaking
- to process claim applications
- to contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
By email, text, post, phone
Where you do not grant consent we will not be able to use your personal data, for, except in certain limited situations, such as where required to do so by law or to protect members of the public from serious harm.
If you do grant consent, please note you can withdraw your consent to all or any one of the above purposes at any time by contacting us on the details below. Please note that all processing of your personal data will cease once you have withdrawn consent but this will not affect any personal data that has already been processed prior to this point.
If you would like further information about our privacy policy, please contact our Head Office:
Watermans
Tel: 0131 555 7055 Fax: 0131 561 1492
E: [email protected]
W: www.watermans.co.uk
A: 5-10 Dock place, Edinburgh
Edinburgh EH6 6LU | DX: 550855
Watermans is a trading style of Watermans Solicitors Limited, Watermans Legal Limited, Watermans Property Sales Limited and Watermans Legal Holdings limited, all having their Registered office at 5 – 10 Dock Place, Edinburgh, EH6 6LU.
All Rights Reserved.