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@clientcommunications.co.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.

What personal data we collect and why we collect it

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.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

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.

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 business and marketing information and articles about things 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.

Who we share your data with

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. We have entered into Standard Contractual Clauses with MailChimp to  protect the rights of citizens of the UK and EU. You can view MailChimp’s Privacy Policy here: https://mailchimp.com/legal/privacy/

How long we retain your data 

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.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your 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.

This Privacy Statement was last updated on 7th September 2020