Privacy Policy

Information you provide to us

Lovell Chohan Solicitors Privacy Notice - General Information Protection Regulation (“GDPR”)

Please read the following information carefully. This privacy notice contains information about the information collected, stored and otherwise processed about you and the reasons for the processing

It also tells you who Lovell Chohan Solicitors shares this information with, the security mechanisms Lovell Chohan Solicitors has put in place to protect your information and how to contact Lovell Chohan Solicitors in the event you need further information.

Lovell Chohan Solicitors Ltd collects uses and is responsible for personal information about you. When Lovell Chohan Solicitors does this it is the ‘controller’ of this information for the purposes of the GDPR and the Data Protection Act 2018.

If you need to contact Lovell Chohan Solicitors about your information or the processing carried out you can use the contact details at the end of this document.

Information we monitor about visitors to our website

During the course of any visit to our website, the pages you see, along with a short text file called a 'cookie', are downloaded to your computer. Many websites do this, because cookies facilitate useful features such as the ability to identify whether a user has successfully logged into the site or to  find out whether the computer (and probably its user) has visited the website before.

What does Lovell Chohan Solicitors do with your information?

Information collected

Lovell Chohan Solicitors collects some or all of the following personal information that you provide:

a. personal details

b. family details

c. lifestyle and social circumstances

d. financial details

e. education, training and employment details

f. physical or mental health details

g. racial or ethnic origin

h. political opinions

i. religious, philosophical or other beliefs

j. trade union membership

k. sex life or sexual orientation

l. criminal proceedings, outcomes and sentences, or related security measures

m. other personal information relevant to instructions to provide legal services, including information specific to the instructions in question.

Information collected from other sources.

The same categories of information may also be obtained from third parties, such as members of

Lovell Chohan Solicitors, experts, members of the public, your family and friends, witnesses, courts and other tribunals, suppliers of goods and services, investigators, government departments, regulators, public records and registers

How Lovell Chohan Solicitors uses your personal information: Purposes

Lovell Chohan Solicitors may use your personal information for the following purposes:

i. to promote and market the services of  Lovell Chohan Solicitors

ii. to train Solicitors

iii. to recruit staff and Solicitors

iv. to assess applications for employment  and work-shadowing / work experience opportunities

v. to fulfil equality and diversity and other regulatory requirements,

vi. to procure goods and services,

vii. to manage matters relating to employment, including payroll [and pensions]

viii. to respond to requests for references

ix. to publish legal judgments and decisions of courts and tribunals

x. to respond to potential complaints or make complaints

xi. to carry out anti-money laundering and terrorist financing checks

xii. as otherwise required or permitted by law.

Marketing and promotion

In relation to personal information collected for marketing purposes, the personal information

consists of :

▪ names, contact details, and name of organisation

▪ the nature of your interest in Lovell Chohan Solicitors' marketing

▪ your attendance at Lovell Chohan Solicitors events.

This will be processed so that you can be provided with information about Lovell Chohan Solicitors.

You may contact Lovell Chohan Solicitors using the contact details at the end of this document if you no longer wish to receive such invitations or information.

Telephone Calls

If you call Lovell Chohan solicitors, the telephone number you use to make the call will be automatically recorded and retained by us for a maximum of 6 years. At this point your phone number will be deleted from our database.

We retain your phone number for this period to uniquely identify your call from others that we receive, in order to monitor volume and the nature of the calls we get.

Your call to us will be recorded and used for monitoring and training purposes. You will be informed of this via an automated voice message before you speak to our receptionists. We retain recordings for training purposes for up to 6 years at which point they are destroyed. We retain calls for a period of 6 years for legitimate purposes in the event there is a complaint made. In the event you do not wish for your telephone number to be recorded then you may call us from a withheld telephone number.

Your calls to our reception may lead to your query being referred to a number of fee earners or member of staff at Lovell Chohan solicitors.

Whether information has to be provided by you, and why

If you apply to Lovell Chohan Solicitors for a position or are seeking a reference or are a member of staff your personal information has to be provided to Lovell Chohan Solicitors, so that your application/reference can be properly assessed/your employment records, pay and pensions can be administered and to enable Lovell Chohan Solicitors to comply with its regulatory obligations, and to keep accounting records.

If you are offering or providing Lovell Chohan Solicitors with goods or services your information may be processed in relation to such offers or contracts.

The legal basis for processing your personal information

Lovell Chohan Solicitors relies on the following as the lawful bases to collect and use your personal information:

▪ If you have consented to the processing of your personal information, then Lovell Chohan Solicitors may process your information for the Purposes set out above to the extent to which you have consented to Lovell Chohan Solicitors doing so.

▪ In relation to information in categories (f) to (l) above (these being categories which are considered to include particularly sensitive information and which include information about criminal convictions or proceedings), Lovell Chohan Solicitors is entitled by law to process the information where the processing is necessary for legal proceedings, legal advice, or otherwise for the establishment, exercise or defence of legal rights.

▪ In relation to information which is not in categories (f) to (l) above, Lovell Chohan Solicitors relies on its legitimate interests and/or the legitimate interests of a third party in carrying out the processing for the Purposes set out above.

▪ In relation to information which is in categories (f) to (l) above (these being categories which include particularly sensitive information and which include information about criminal convictions or proceedings), Lovell Chohan Solicitors relies on your consent for any processing for the purposes set out in purposes (i), (ii), (vi) and (viii) above. However, if you do not consent to processing for the purpose of providing a reference Lovell Chohan Solicitors will be unable to take or provide a reference. This is because Lovell Chohan Solicitors needs to be able to retain all information about you to provide an informed and complete reference.

▪ The processing is necessary for the purposes of performing or exercising obligations or rights

which are imposed or conferred by law on Lovell Chohan Solicitors or you in connection with employment, social security or social protection.

▪ The processing is necessary for the assessment of your working capacity or health or social

care purposes.

▪ The processing of information in categories (f), (g), (i) and (k), is necessary for the purposes of

identifying or keeping under review the existence or absence of equality of opportunity or

treatment between members of staff, solicitors or work experience staff with a view to enabling

such equality to be promoted or maintained.

▪ The processing is necessary to prevent or detect unlawful acts where it is in the substantial

public interest and it must be carried out without consent so as not to prejudice those

purposes.

▪ In certain circumstances processing may be necessary in order that Lovell Chohan Solicitors can comply with a legal obligation to which it is subject (including carrying out anti-money laundering or

Terrorist  financing checks).

Who will Lovell Chohan Solicitors share your personal information with?

It may be necessary to share your information with the following:

▪ information processors, such as IT support staff, email providers, information storage

providers

▪ in the event of complaints, the Director  of Lovell Chohan Solicitors and members of Lovell Chohan Solicitors who deal with complaints, the Solicitors Regulation Authority Board and the Legal Ombudsman

▪ other regulatory authorities

▪ current, past or prospective employers or employees

▪ in the case of recruitment of Solicitors

▪ education and examining bodies

▪ legal professionals

▪ experts and other witnesses

▪ prosecution authorities

▪ courts and tribunals

▪ Lovell Chohan Solicitors’ staff

▪ trainee Solicitors

▪ lay and professional clients of Members of Lovell Chohan Solicitors

▪ family and associates of the person whose personal information Lovell Chohan Solicitors is processing

▪ current, past or prospective employers

▪ education and examining bodies

▪ debt collection agencies

▪ financial institutions

▪ the legal aid agency

▪ business associates, professional advisers and trade bodies, e.g. theSolicitors Regulation Authority

▪ the intended recipient, where you have asked Lovell Chohan Solicitors to provide a reference

▪ the general public in relation to the publication of legal judgments and decisions of courts and

tribunals.

Lovell Chohan Solicitors may be required to provide your information to regulators, such as the Solicitors Regulation Authority, the Financial Conduct Authority or the Information Commissioner’s Office. In the case of the Information Commissioner’s Office, there is a risk that your information may lawfully be disclosed by them for the purpose of any other civil or criminal proceedings, without Lovell Chohan Solicitors’ consent or your consent, which includes privileged information.

Lovell Chohan Solicitors may also be required to disclose your information to the police or intelligence services, where required or permitted by law.

Sources of information

The personal information Lovell Chohan Solicitors obtains may include information obtained from:

▪ legal professionals

▪ experts and other witnesses

▪ prosecution authorities

▪ courts and tribunals

▪ trainee Solicitors

▪ telephone calls

▪ lay and professional clients of members of Lovell Chohan Solicitors

▪ family and associates of the person whose personal information Lovell Chohan Solicitors is processing

▪ in the event of complaints, the Director  of Lovell Chohan Solicitors, other members of Lovell Chohan Solicitors who deal with complaints, the Solicitors Regulation Authority, and the Legal Ombudsman

▪ other regulatory authorities

▪ current, past or prospective employers

▪ education and examining bodies

▪ business associates, professional advisers and trade bodies, e.g. the Solicitors Regulation Authority

▪ the intended recipient, where you have asked Lovell Chohan Solicitors to provide a reference.

▪ the general public in relation to the publication of legal judgments and decisions of courts and

tribunals.

▪ data processors, such as IT support staff, email providers, data storage providers

▪ public sources, such as the press, public registers and law reports.

Transfer of your information outside the European Economic Area (EEA)

This privacy notice is of general application and as such it is not possible to state whether it will be

necessary to transfer your information out of the EEA in any particular case or for a reference.

However, if you reside outside the EEA or your case or the role for which you require a reference

involves persons or organisations or courts and tribunals outside the EEA then it may be necessary to

transfer some of your information to that country outside of the EEA for that purpose. If you are in a

country outside the EEA or if the instructions you provide come from outside the EEA then it is

inevitable that information will be transferred to those countries. If this applies to you and you wish

additional precautions to be taken in respect of your information please indicate this when providing

initial instructions.

Some countries and organisations outside the EEA have been assessed by the European Commission

and their information protection laws and procedures found to show adequate protection. The list

can be found here.  Most do not. If your information has to be transferred outside the EEA, then it

may not have the same protections and you may not have the same rights as you would within the

EEA.

Lovell Chohan Solicitors may transfer your personal information to the following which are located outside the European Economic Area (EEA):

▪ cloud information storage services based in the USA who have agreed to comply with the EUU.S.

Privacy Shield, in order to enable me to store your information and/or backup copies of your information so that Lovell Chohan Solicitors may access your information when they need to. The USA does not have the same information protection laws as the EU but the EU-U.S. Privacy Shield has been recognised by the European Commission as providing adequate protection. To obtain further details of that protection see https://ec.europa.eu/info/law/law-topic/informationprotection/information-transfers-outside-eu/eu-us-privacy-shield_en.]

If Lovell Chohan Solicitors decides to publish a judgment or other decision of a Court or Tribunal containing your information then may be published to the world.

Lovell Chohan Solicitors will not otherwise transfer personal information outside the EEA except as necessary for

the conduct of any legal proceedings.

If you would like any further information please use the contact details at the end of this document.

How long will Lovell Chohan Solicitors store your personal information?

Lovell Chohan Solicitors will normally store all your information:

▪ until at least 3 years after the expiry of any relevant limitation period, from [for example the

date on which your employment terminates, the date of the last provision of service or goods,

the date of the last payment made or received or the date on which all outstanding payments

are written off, whichever is the latest. This is because it may be needed for potential legal

proceedings. At this point any further retention will be reviewed and the information will be

marked for deletion or marked for retention for a further period. The latter retention period is

likely to occur only where the information is needed for legal proceedings, regulatory matters

or active complaints. Deletion will be carried out as soon as reasonably practicable after the

information is marked for deletion.

▪ Equality and diversity data may be retained for 6 years in pseudonymised form for the purpose

of research and statistics and complying with regulatory obligations in relation to the reporting of equality and diversity data.

▪ Names and contact details held for marketing purposes will be stored indefinitely or until Lovell Chohan Solicitors becomes aware or is informed that the individual has ceased to be a potential client.

▪ Personal information held for recruitment purposes will be stored for 3 years as it may be needed for potential legal proceedings.

Consent

As explained above, Lovell Chohan Solicitors is relying on your explicit consent to process your information in

categories (f) to (l) above. You provided this consent when you applied to become a member of staff,

solicitor or a work experience pupil, or you asked Lovell Chohan Solicitors to provide a reference.

You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any

processing activity carried out prior to you withdrawing your consent. However, where Lovell Chohan Solicitors also relies on other bases for processing your information, you may not be able to prevent processing of your information.

If there is an issue with the processing of your information, please contact Lovell Chohan Solicitors using the contact details below.

Your Rights

Under the GDPR, you have a number of rights that you can exercise in certain circumstances. These

are free of charge. In summary, you may have the right to:

▪ Ask for access to your personal information and other supplementary information;

▪ Ask for correction of mistakes in your information or to complete missing information

Lovell Chohan Solicitors holds on you;

▪ Ask for your personal information to be erased, in certain circumstances;

▪ Receive a copy of the personal information you have provided to me or have this information

sent to a third party. This will be provided to you or the third party in a structured, commonly

used and machine-readable format, e.g. a PDF file;

▪ Object at any time to processing of your personal information for direct marketing;

▪ Object in certain other situations to the continued processing of your personal information;

▪ Restrict the processing of your personal information in certain circumstances;

▪ Request not to be the subject to automated decision-making which produces legal effects that concern you or affects you in a significant way.

If you want more information about your rights under the GDPR please see the Guidance from the

Information Commissioners Office on Individual's rights under the GDPR.

If you want to exercise any of these rights, please:

▪ Use the contact details at the end of this document;

▪ Lovell Chohan Solicitors may need to ask you to provide other information so that you can be identified;

▪ please provide a contact address so that you can be contacted to request further information to verify your identity;

▪ Provide proof of your identity and address;

▪ State the right or rights that you wish to exercise.

Lovell Chohan Solicitors will respond to you within one month from when it receives your request.

Marketing Emails

Please note if you wish to unsubscribe from any marketing emails that you have signed up for, you can do so by following the instructions contained at the bottom of such emails and available at www.lovellchohan.com  it may take 7 days for this to become effective.

How to make a complaint?

The GDPR also gives you the right to lodge a complaint with the Information Commissioners’ Office if you are in the UK or with the supervisory authority of the Member State where you work, normally live or where the alleged infringement of information protection laws occurred. The Information Commissioner’s Office can be contacted at http://ico.org.uk/concerns/.

Future Processing

Lovell Chohan Solicitors does not intend to process your personal information except for the reasons stated within this privacy notice. If this changes, this privacy notice will be amended and placed on the Lovell Chohan Solicitors’ website at www.lovellchohan.com

Changes to this privacy notice

This privacy notice was published on 25^th May 2018.

Lovell Chohan Solicitors continually reviews its privacy practices and may change this policy from time to time.

When it does an amended privacy notice will be placed on the Lovell Chohan Solicitors’ website and will be inserted in all acknowledgements and electronic communications.

Contact Details

If you have any questions about this privacy notice or the information Lovell Chohan Solicitors holds about you, please contact Lovell Chohan Solicitors using the contact details below. The best way to contact Lovell Chohan Solicitors is to write to by email to data@lovellChohan.com or by post to Lovell Chohan Solicitors Tudor House 44-50 Bath Road  Hounslow  Middlesex TW3 3EB

Click HERE to sent an email to the Data Protection Officer at Lovell Chohan Solicitors