Privacy Policy

Privacy Statement

Who we are

We are Client Communications Ltd. a company incorporated under the Companies Acts in Scotland (Company Number SC413819). You can contact us at: 40c Drakemyre, Dalry, North Ayrshire KA24 5JE by phone on 07855 838395, or by email at info [at] clientcommunications [dot] co [dot] uk

Our Undertaking to you

This privacy notice tells you how and why we collect and use your data and how we make sure we handle and store your data securely.

Data Collection

If you’re a client of Client Communications:

We collect your data from you.  This is either face to face, over the phone, email, post or text.

If you’re a client of a Client Communications Client:

We will receive your personal data from our client (your solicitor).

If you are an individual who are signed up to our Newsletter:

We will receive your personal data from you when you complete an online signup form.

The types of personal data we collect

If you are a Client of Client Communications Ltd, we will collect your name and contact data or principal and additional contacts within your business.

If you are a client of a Client of Client Communications, we collect your title (e.g. Mr, Mrs, Miss etc.), your first and last names and your email address. We may occasionally, at the request of our client, collect your data of birth data.

If you have signed up on our website or social media pages, we collect your title (e.g. Mr, Mrs, Miss etc.), your first and last names and your email address.

What we will do with your personal data?

If you are a Client of Client Communications, we will use your personal data to keep in regular contact with you.

If you are a client of a Client of Client Communications Ltd. we will, on behalf of our Client, use your personal data to send you information about changes in the law that may impact on you personally or which may affect your business, employment or family.

If you have signed up on our website or social media pages, we will send you information and articles about issues and matters in the law that may affect your and your business in the form of eNewsletters of email marketing communications. We may also be in touch with you from time to time to explain other services we can provide that may be relevant and helpful to you and your business.

You have the following rights in relation to your personal data:

You have the following rights:

  • Access to the personal data we hold about you, free of charge in most cases;
  • The correction of your personal data when incorrect, out of date or incomplete;
  • Object to the processing of your personal data where we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end;
  • That we stop using your personal data for direct marketing;
  • That we stop any consent-based processing of your personal data after you withdraw that consent.

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

What is our Complaints Procedure?

If you have any complaint about how we process your personal data, please write to us, email us or telephone us. You will find our contact details at the beginning of this Privacy Notice

If you are unsatisfied with the manner in which we have dealt with any complaint relating to your personal data, you are entitled to ask the Information Commissioner to investigate.

You will find information on how to raise a concern with the Information Commissioner on their website by clicking this link: https://ico.org.uk/concerns/. If you do not have Internet Access, you can call the Information Commissioner by telephoning 0303 123 1113.

What is your Lawful Basis for processing my personal data?

Where you are a client of Client Communications

Our Lawful Basis for Processing your personal data is based on the Contract we have with you.

If you are a client of a Client Communications Client

Our Lawful Basis for Processing your personal data is based on the contract we have with the Data Controller (your solicitor) who asked us to process your data. You should look to their Privacy Statement to determine their Lawful Basis for Processing your personal data.

Where you are not a client and have signed up for our Newsletter

Our Lawful Basis for Processing your personal data is your Consent which can be withdrawn at any time after which you will receive no further communications of this nature from us.

Measures in place to ensure the protection of any Children’s or Special Category of data held

We do not knowingly hold any children’s or special categories of data

How is the personal data stored?

The personal data is stored in our access controlled data store on our Network and in our online CRM system.  Access can only be gained through by entering a username and password.

Do you share my personal data outwith the EU?

We use The Rocket Science Group LLC, of the State of Georgia, USA, trading as MailChimp to process the data we hold in our email marketing/eNewsletter campaigns we arrange for ourselves and for our clients. MailChimp has certified its agreement to the EU-US Privacy Shield Framework. You can view its Privacy Policy here: https://mailchimp.com/legal/privacy/

Data Retention

If you are a client of Client Communications

We will retain your data for a period of 5 years following the termination of the contract we have with you.

If you are a client of a Client Communications Client

We will retain your personal data for the duration of the contract we have with your solicitor. On termination of that contract, we will delete all copies of that data whether on the subscriber list held on MailChimp or held locally for backup and administration purposes.

If you have signed up on our website or social media pages

When you unsubscribe from our communications your personal data will be placed on an unsubscribe list and suppresses. We do this in the event that you wish to re-sign up to receive further communications from us and also to prevent accidental administration subscription.

Unsubscribed data is deleted once a year in January. If you wish that your personal data is deleted after you unsubscribe please contact us and we will arrange to delete your data.

This Privacy Statement was last updated on 23 April 2018