Manchester 0161 832 2500 | London City 0204 505 8080 | London Finchley 020 8349 0321
The Partners of BBS Law Limited are committed to conduct business in compliance with the highest professional standards and to complying with all laws, regulations and other requirements which govern us. We are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.
When we use your personal data we are regulated under the General Data Protection Regulation (“GDPR”) which applies across the European Union (including in the United Kingdom) and the Data Protection Act 2018 (“DPA”). We are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, DPA other relevant UK and EU legislation and our professional duty of confidentiality.
The scope of this policy embraces all clients and external service providers.
BBS Law Limited is involved in the provision of legal services (“the Services”) to individuals and corporate entities. When engaging external service providers this also includes individuals and corporate entities. Corporate entities are not data subjects; however, as part of these instructions personal information can be provided to us. If you are an individual whose personal information is processed by us as a result of us providing services to you or instructing you to provide services to us, we will process a variety of different information.
The firm has set out the following approach in relation to compliance with GDPR:
Personal data we collect about you
Personal data we will collect
Personal data we may collect depending on why you have instructed us
Your name, address and telephone number
Your National Insurance and tax details
Information to enable us to check and verify your identity, e.g. your date of birth or passport details
Relevant information as required by Know Your Client and/or Anti Money laundering regulations
Your bank and/or building society details
Electronic contact details, e.g. your email address and mobile phone number
Details of your professional online presence, e.g. LinkedIn profile
Information relating to the matter in which you are seeking our advice or representation
Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter or a will
Your financial details so far as they are relevant to your instructions, e.g. the source of your funds if you are instructing on a purchase transaction
Your employment status and details including salary and benefits, e.g. if you instruct us on matter related to your employment or in which your employment status or income is relevant
Other information relevant to the provision of the services
Details of your pension arrangements, e.g. if you instruct us on a pension matter or in relation to financial arrangements following breakdown of a relationship
Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), e.g. if you instruct us on matter related to your employment or in which your employment records are relevant
Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, e.g. if you instruct us on a discrimination claim
Your trade union membership, e.g. if you instruct us on a discrimination claim or your matter is funded by a trade union
Personal identifying information, such as your hair or eye colour or your parents’ names, e.g. if you instruct us to incorporate a company for you
Information to enable us to undertake a credit or other financial checks on you
This personal data is required to enable us to provide the Service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing the Services to you.
External Service Provider
Name, address, email address and telephone number
How your personal data is collected
We collect most of this information from you direct however, we may also collect information:
sanctions screening providers;
credit reference agencies;
client due diligence providers;
your bank or building society, another financial institution or advisor;
consultants and other professionals we may engage in relation to your matter;
your employer and/or trade union, professional body or pension administrators;
your doctors, medical and occupational health professionals;
door entry systems and reception logs;
automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so. The reasons we will usually rely on are as follows:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table overleaf explains what we process your personal data for and our reasons for doing so:
What we use your personal data for
To provide the Services to you as an individual
For the performance of our contract with you or to take steps at your request before entering into a contract
To provide legal services to you as a corporate entity
For our legitimate interest or trust of a third party, i.e. to provide the Services to you
Conducting checks to identify our clients and verify their identity
To comply with our legal and regulatory obligations
Screening for financial and other sanctions or embargoes
Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies
Ensuring business policies are adhered to, e.g. policies covering security and internet use
For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you
Operational reasons, such as improving efficiency, training and quality control
For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price
Ensuring the confidentiality of commercially sensitive information
For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information
Statistical analysis to help us manage our practice, e.g. in relation to our financial performance, client base, work type or other efficiency measures
Preventing unauthorised access and modifications to systems
For our legitimate interests or those of a third party, i.e. to prevent and detect criminal activity that could be damaging for us and for you
Updating and enhancing client records
For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our clients about existing and new services
Ensuring safe working practices, staff administration and assessments
For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
Marketing our services to:
For our legitimate interests or those of a third party, i.e. to promote our business to existing and former clients
—existing and former clients;
—third parties who have previously expressed an interest in our services;
Credit reference checks via external credit reference agencies
For our legitimate interests or a those of a third party, i.e. for credit control and to ensure our clients are likely to be able to pay for our services
External audits and quality checks and the audit of our accounts
For our legitimate interests or a those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards
To recover debts or defend proceedings
For our legitimate interest
To instruct you to provide a service to us as an individual external service provider
For the performance of a contract with you
To instruct you to provide to us a corporate external service provider
For our legitimate interest or those of a third party, i.e. to provide services to you
The table does not apply to special category personal data, which we will usually only process where one of the following applies:
We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by contacting us via email address firstname.lastname@example.org.
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
Who we share your personal data with
We routinely share personal data with:
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
Where your personal data is held
Information may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the EEA’.
How long your personal data will be kept
We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. Further details on this are available in our File Retention and Destruction policy.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Transferring your personal data out of the EEA
To deliver services to you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g.:
These transfers are subject to special rules under European and UK data protection law. If you would like further information please contact us.
You have the following rights which you can exercise at any time free of charge:
at any time to your personal data being processed for direct marketing (including profiling);
in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please email, call or write to Paul Stedman – see below: ‘How to contact us’; and provide
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information. You also have the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
How to contact us
Our contact details are:
BBS Law Limited
First Floor, The Edge
Clowes Street, Manchester
T 0161 832 2500
F 0161 834 4826
DX 14321 Manchester 1
This policy will be reviewed at least annually by the Partners and following any changes to legislation or Client requirements in order to gauge its effectiveness and identify opportunities for continuous improvement.