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Client privacy policy

Privacy notice

This policy explains when and why we collect personal information about you; how we use it, when we share your data with others and how we keep it safe.

This policy is intended for clients and prospective clients. We ask that you read this privacy policy carefully alongside our client care letter/Terms of Business as it contains important information on how and why we collect, sort, use and share personal information, your rights in relation to your personal information and who to contact in the event you have a complaint.

Who we are

Jaffe Porter Crossick LLP (trading as JPC) of Omni House, 252 Belsize Road, London NW6 4BT is a limited liability partnership registered in England under the company registration no. OC329562 ("the firm"). The firm is regulated by the Solicitors Regulation Authority and its SRA number is 471111.

Personal data is collected, processed and stored by us. When we do so we are regulated under the UK General Data Protection Regulation 2018. We are responsible as a "data controller" of that personal information for the purposes of those laws.

Our Data Protection Officer is Yashmin Mistry. If you have any questions about this privacy policy or how we handle your personal information, please contact the Data Protection Officer using the contact details set out in paragraph 13 below.

The Personal Data we collect and use

The information we request from you and process will depend on the work we are doing for you. In many cases personal data will be restricted to basic information, such as name, address, gender, contact details and information needed to complete our ID Requirements.

Special Categories of Personal Data

Special categories of personal data include information about an individual's health and other categories of personal information which are closely protected.

We do not generally process such information unless you have voluntarily provided this to us, or it is relevant to the legal service you have asked us to provide you with; for example, in Family & Matrimonial matters, or where you have advised us of an issue, such as your health, which could mean that you may be classed as a "vulnerable client" i.e. due to your personal circumstances or personal characteristics you are particularly vulnerable to financial detriment. We will process sensitive information where you have provided this information to us and have agreed that we can use this information to deliver products and services to you. Where possible we shall seek to minimise the collection and use of such special categories of personal data.

Our website records the IP addresses of people accessing or submitting our online form, with tracking in place to obtain only general usage data.

Why we need your personal data

The primary reason for collecting and processing your personal data is to allow us to carry out our contract with you – which will ordinarily be to represent you and carry out your legal work. Our lawful basis for holding your personal data can be found in Article 6(1)(b) of the GDPR.

We may also legally hold your data if you have explicitly consented us to hold your information (pursuant 2 to Article 6(1)(a) GDPR); to allow compliance with our legal obligations (pursuant to Article 6(1)(c) GDPR); or to protect your vital interests (pursuant to Article 6(1)(d) GDPR).

There may be some personal data that require your specific consent. If this is the case, we will contact you separately to ask for your consent which you are free to withdraw at any time.

If you have any queries about our lawful basis for holding your data, please contact us using the contact details set out in paragraph 13 of this privacy policy.

How we will use your personal data

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

The following are some examples of how we will use your personal data:

We will process your information in order to meet our contractual obligations to you, where we have a legitimate interest to do so, and where we are permitted by law or to comply with applicable laws and regulation, as set out below:

PROVIDING A SERVICE AND INTERNAL PROCESSING

Purpose

To assess your needs and provide you with suitable products and services

Legal basis

- Contractual obligation to provide you with, or a proposal including costs estimate

- Where special categories of personal data are processed, these are necessary to assess your needs

Purpose

To service and administer your matter including billing

Legal basis

Legitimate interests to provide and manage the service

Purpose

To verify the identity of our clients

Legal basis

To comply with legal obligations to prevent money laundering

Purpose

To confirm, update and improve our client records

Legal basis

To comply with legal obligations in the Data Protection legislation

Purpose

To provide you with any information on the services that you have requested

Legal basis

To meet our contractual obligation to provide information on the services you have requested

RELATIONSHIP MANAGEMENT

Purpose

To manage and develop our relationship with you

Legal basis

Legitimate interest to service your matter and improve our service to you

Purpose

To inform you of products and services that may be of interest to you, where you have chosen to be made aware of this

Legal basis

With your consent

TRAINING AND DEVELOPMENT

Purpose

For training purposes and to improve our service to you

Legal basis

Legitimate interests to improve our services and develop our employees

COMPLYING WITH LEGAL OBLIGATIONS

Purpose

To prevent, ivestigate and prosecute crime, fraud and money laundering

Legal basis

To comply with legal obligations for prevention of financial crime and money laundering

Purpose

For auditing prupose

Legal basis

To comply with our legitimate interest to conduct audits

Purpose

If we are obliged to disclose information by reason of any law, regulation or court order

Legal basis

To comply with legal obligations

OTHER

Purpose

To transfer information to any entity which may require rights in us

Legal basis

Legitimate interests for commercial interests

Purpose

For any other purpose to which you agree

Legal basis

With your consent

Who has access to your personal data

We have procedures in place to ensure the secure processing of your personal data. Generally, we will only use your information within JPC. However, in carrying out your legal work we may need to disclose your information to others, including but not limited to other professionals acting on your behalf, other solicitors and government bodies, for example in completing Stamp Duty Land Tax and Inheritance Tax forms on your behalf.

Where your information is shared with external parties, we ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.

Protecting your data

We recognise that your information is valuable, and we take all reasonable measures to protect it.

We have technology to protect personal data from loss, misuse, alteration or destruction and ensure that, where possible, physical access to our buildings is carefully controlled. We also insist that consultants and staff agree to protect confidentiality of all information.

Retaining your data

Your personal information will be retained, usually in computer or paper files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. We will then keep your information for an additional period as set out below.

As a guide we will keep your information for a minimum of 6 years from the closure of your legal work, in case you, or we, need to reopen the case or to defend complaints or claims against us. This will apply even if you do not proceed with your matter to a conclusion. However, certain types of matters may be kept for longer periods and some, such as those involving wills or trusts, may be kept indefinitely.

CDD records must be held for no longer than 5 years from the end of the transaction or business relationship and no longer than 10 years.

If you wish to know how long your matter will be stored for, please contact the Data Protection Officer or the solicitor dealing with your matter.

Your rights

You are entitled to request a copy of your personal data (otherwise known as a Subject Access Request). If you wish to make a request, please do so in writing using the contact details set out in paragraph 13 of this privacy policy.

A request for access to your personal data means you are entitled to a copy of the data we hold on you. If the information we hold about you is wrong or misleading, you can ask us to change it.

Your rights in relation to the information we hold on you are set out in full in Chapter 3 of the UK GDPR.

Your right to complain

If you wish to complain about how we have handled your personal data, you can contact the Data Protection Officer using the contact details set out in paragraph 13 of this privacy policy.

If you are not happy with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner's Office (ICO).

Marketing

We may wish to contact you in relation to news updates or services we provide which we believe may be of benefit or interest to you. We may also occasionally invite you to social events or seminars run by the firm. In this regard, we will require your consent by either subscribing to our website or signing up via our engagement letter or communications. Please see our website privacy statement

Changes to our privacy policy

We keep our privacy policy under regular review and we will keep you informed of any updates as soon as possible.

Legal statement about this Privacy Policy

This privacy policy is not designed to form a legally binding contract. It is a guide to the personal information we collect, hold and process for you.

By accepting our client care letter/ Terms of Business you acknowledge that you have read and accept this privacy policy.

How to contact us

For further information on how your personal information is used, how we maintain the security of your information, and your rights on the information we hold on you, please contact our Data Protection Officer using the contact details set out below:

Yashmin Mistry

Email: ymistry@jpclaw.co.uk

Telephone: 020 7625 4424

Statement of Compliance

Criminal Finances Act 2017

As a firm, we value our reputation for ethical behaviour and for financial probity and reliability. We recognize that over and above the commission of any crime, any involvement in the facilitation of tax evasion will also reflect adversely on our image and reputation.

We do not tolerate tax evasion, or the facilitation thereof in any circumstances, whether committed by or facilitated by a client, perazsonnel or associated persons/companies.

We are committed to fighting tax evasion and have rigorous policies and procedures in place to detect and prevent the facilitation of tax evasion offenses.

We provide regular training on the requirements of the Criminal Finances Act 2017 to all personnel.

We require all personnel to demonstrate the highest standards of honesty at all times and appropriate disciplinary action will be taken wherever tax evasion or the facilitation thereof by any personnel has been proven.

We undertake due diligence on all associated persons/companies to mitigate the risk of facilitation of tax evasion offences and, as part of our due diligence procedures, all agreements with third parties contain suitable provisions to enable termination of such agreements where associated persons/companies are not complying with the provisions of the Criminal Finances Act 2017.

Yashmin Mistry

Partner

31 May 2019

Statement of Compliance

EU Regulations on Consumer Online Dispute Resolution

Criminal Finances Act 2017

With effect from 15th February 2015 EU Regulations on Consumer Online Dispute Resolution (ODR) allow consumers who bought our services online to submit their complaint via an online complaint portal.

We are required under the regulations to provide our clients the following information:-

Link to the ODR platform – please follow the following link for further information: http://ec.europa.eu/consumers/odr

Our contact email address in case of a complaint under the ODR regulation – please email Yashmin Mistry at enquiries@jpclaw.co.uk

Cookies policy

Cookies are small text files that are placed on your computer by websites that you visit. They are commonly used to make websites function, or work more efficiently, as well as to provide information to the owners of the site. JPC uses cookies to gather information about visitors to our website only to assist us in improving the content and user experience. The list below explains the cookies we use and why.

Necessary cookies

ASP.NET_SessionId

With effect from 15th February 2015 EU Regulations on Consumer Online Dispute Resolution (ODR) allow consumers who bought our services online to submit their complaint via an online complaint portal.

General purpose platform session cookie used with Miscrosoft .NET based technologies. This cookie is used to maintain anonymised user sessions by the server.

lang

This cookie is used to store language preferences where relevant.

acceptCookies

This cookie is used to remember a user's choice about which cookies are used on http://jpclaw.co.uk. Where users have previously indicated a preference, that preference will be stored in this cookie.

eu_cn

This cookie is set by the Twitter social plug-in on our website. For information about the types of cookies, their usage and purpose please read more: https://twitter.com/privacy.

guest_id

This cookie is set by the Twitter social plug-in on our website. For information about the types of cookies, their usage and purpose please read more: https://twitter.com/privacy.

personalization_id

This cookie is set by the Twitter social plug-in on our website. For information about the types of cookies, their usage and purpose please read more: https://twitter.com/privacy.

rweb_optin

This cookie is set by the Twitter social plug-in on our website. For information about the types of cookies, their usage and purpose please read more: https://twitter.com/privacy.

tfw_exp

This cookie is set by the Twitter social plug-in on our website. For information about the types of cookies, their usage and purpose please read more: https://twitter.com/privacy.

Analytics cookies (optional)

__utma

This optional cookie is set by the Google Analytics service which enables website owners to track visitor behaviour and measure site performance.

__utmb

This optional cookie is set by the Google Analytics service which enables website owners to track visitor behaviour and measure site performance.

__utmc

This optional cookie is set by the Google Analytics service which enables website owners to track visitor behaviour and measure site performance.

__utmt

This optional cookie is set by Google Analytics and is used to limit the collection of data on high traffic sites.

__utmz

This optional cookie is set by the Google Analytics service which enables website owners to track visitor behaviour and measure site performance.

_ga

This optional cookie is set by the Google Analytics service which enables website owners to track visitor behaviour and measure site performance.

*N.B. Session cookies (or variables) do not store a cookie file on your device. They reside in memory and are deleted when you leave the site. Cookies can be blocked by activating the setting on your browser to refuse them. Otherwise by continuing to use our website, you will be agreeing to our use of cookies.

Further information about our use of cookies can be obtained from: