All clients and prospective clients whose personal data is collected, in line with the requirements of the GDPR.
2.1 The Data Protection Consultant is responsible for ensuring that this notice is made available to clients/prospective client/enquirers/users (data subjects) prior to chambers collecting and processing their personal data.
2.2 Chambers and administrators who come into contact with client and prospective client data are responsible for ensuring that this notice is drawn to the individual’s attention and their consent to the processing of their data is secured.
3. Privacy Notice
Chambers of Helen Alexander is a direct public access family court barrister sole practitioner practice and we specialise in the provision of legal services. Our Data Protection Consultant (DPC) is Helen Alexander who can be contacted directly here: firstname.lastname@example.org.
3.2 Personal data that may be collected from clients and prospective clients includes, name, contact details, personal details, children/family details, family court information, financial records, bank statements, medical records, recordings, evidence, cookies, IP address. The personal data we collect will be used for the following purposes:
To provide legal services to clients
To provide information to clients and prospective clients
To signpost clients and prospective clients to other services
Enable client and prospective client administration
Identify areas where our legal service can be improved
Where it is necessary for our legitimate interests
To comply with a legal or regulatory obligation
For analytical purposes including to understand how visitors to our website move around, what content they access in order to tailor content to specific users
To support testimonials that you have provided
For marketing communications
To identify devices used in conjunction with our products and services;
To enable single sign-on features within our services;
To enforce security features within our services;
To verify the identity of individuals, particularly when requesting changes to services.
3.3 Our legal basis for processing for the personal data is to provide services:
To perform the agreed contract
To comply with a legal or regulatory obligation;
Where it is necessary for our legitimate interests, including, but not limited to: keeping our records updated and to study how clients use our services/websites/social media, to define types of clients for our services, to keep our website updated and relevant, to develop and grow our business, to inform our marketing strategy, to develop our services, running our business, provision of administration and IT services, network security, to prevent fraud and to assess whether to enter into a contract with you
3.4 How do we collect your data?
Our direct and indirect communication with you, personal data will be collected from forms, contracts or correspondence to chambers by either post, phone, email or through any other agreed communications. This may include data provided when making enquiries, seeking costs, request for information and marketing material, feedback and website and social media information.
During your enquiries with chambers, personal information may be collected in order to provide support or advice to enquirer, client or prospective client as required through our contractual obligations. This information may include your personal details, bank details and case details,
Any legitimate interests pursued by us, or third parties we use may be used for marketing and chambers business development as follows:
The special categories of personal data concerned are:
Enquirer, clients and prospective client data (data subject)
Device IP address
Date of Birth
Equality and Diversity data
Supplier and VAT number
Other organisation data
Device IP address
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Consent is required for the Chambers of Helen Alexander to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. You may withdraw consent at any time by contacting the DPC.
Beyond our legal basis and legitimates interests for processing your personal data, the Chambers of Helen Alexander will not share your personal data to any third parties without obtaining your consent.
3.7 Retention period
Chambers of Helen Alexander will process and store personal data while you remain a client unless you ask us to delete it. It will be kept as long as is necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements in line with the terms of our contracts. Our Retention and Disposal Policy (copy available on request) details how long we hold data for and how we dispose of it when it no longer needs to be held.
3.8 Your rights as a client, prospective client, enquirer or user
At any point while we are in possession of or processing your personal data, you have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that the Chambers of Helen Alexander refuse your request under rights of access, we will provide you with reasons for the refusal. You have the right to complain as outlined in clause 3.6 below.
When requests for information are received, the Chambers of Helen Alexander may need to request specific information from you to confirm your identity and to prevent disclosure to individuals or parties who have no right to access this information
All of the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.
In the event that you wish to make a complaint about how your personal data is being processed by the Chambers of Helen Alexander (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and the Chambers nominated Data Protection Consultant Helen Alexander
3.10 Privacy Statement
Read more about how and why we use your data, below.
4. Online Privacy Statement
4.1 Personal data
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
4.2 How we use your information
This privacy notice tells you how the Chambers of Helen Alexander will collect and use your personal data.
4.3 Why Chamber’s need to collect and store personal data?
In order for us to provide you with legal service and facilitate your enquiries through our website and social media and ensure conflict checks are carried out, we need to collect personal data. This may include correspondence purposes and/or detailed service provision to existing clients. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
4.4 Chamber’s policy on sharing personal data with anyone else?
We may pass your personal data on to third-party service providers, Chamber or Barristers contracted to Chambers of Helen Alexander in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Chambers’ procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, or unless we are legally required to do otherwise, or within legal basis and legitimates interests.
4.5 Chamber’s policy on use the personal data it collects about individuals?
Chamber’s process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Chambers of Helen Alexander is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Chambers’ aim is not to be intrusive, and you can be assured that we agree not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorized access or disclosure.
4.6 How can I find out the personal data that Chambers holds on you?
Individuals can make a request in writing to confirm what information is held on you and how it is processed. If Chambers does hold personal data about you, you can request the following information:
Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Chambers or a third party, information about those interests. · The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
4.7 Chambers’ Legal Obligations
Chambers will share specific and relevant information with law enforcement and government agencies or public bodies where we are legally required to do so. Examples may include:
The prevention or detection of crime and fraud
The apprehension or prosecution of offenders
The assessment or collection of tax or duty owed to customs and excise
Sharing in connection with legal proceedings
Sharing in relation to the physical or mental health of an individual, where disclosure is required to protect them or others from serious harm
We may also share your information with emergency services and local authorities, where this is necessary to help them respond to an emergency that affects you.
4.8 Sharing information with our Contractors and Suppliers
There are some cases when we will share your information to support legitimate business purposes. We do this to make sure that we can meet your needs, and to meet our health and safety obligations towards those delivering services on our behalf. This may include sharing information with our contractors and suppliers to allow them to carry out duties on our behalf or to meet contractual obligations we may have. For example, we may share information to enable our maintenance contractors to make appointments with you to carry out repairs and/or deliver services.
4.9 Keeping Your Information Secure
We store personal information both electronically and in paper form. We implement security policies, processes and technical security solutions to protect the personal information we hold from:
Improper use or disclosure
Unlawful destruction or accidental loss.
When you contact Chambers for information, you will need to provide us with some information so that we can confirm your identity. If other people (e.g. family members, support workers, solicitors) act on your behalf, we will take steps to make sure that you have agreed for them to do so, this may include asking them to provide us with supporting information to indicate your consent.
We do this to protect you and to make sure that other people cannot find things out about you that they are not entitled to know. Employees and third parties who have access to, or are associated with the processing of, your personal information will be required to ensure compliance with the GDRP and Data Protection Act and make reasonable efforts to safeguard it.
4.10 What Forms of ID will I need to provide in order to access this?
Chambers will accept the following forms of ID when information on your personal data is requested: Passport, driving licence, birth certificate or a recent utility bill with your details and identification verification.
4.11 Information on our Website and Social Media:
When we collect personal information, for example via an online form, we will explain what we intend to do with it
Our websites contain links to various third-party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites.
4.12 Chambers Marketing:
Chambers may use your personal data to improve the quality of information through our website and social media. You will not receive marketing communications from us unless you an organisation working with us.
4.13 Document Owner and Approval
The Data Protection Consultant is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.
4.14 Change History Record
This document is reviewed every 6 -12 months.
Chambers of Helen Alexander-Direct Public Access-Family Court Barrister