Privacy Policy

Last Updated 25th May 2019

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We are Kingfields Solicitors Limited (Company Registration Number: 09788777) (registered office: The Old Court House London Road, Ascot, Berkshire SL5 7EN); its subsidiaries and affiliates trading under the name of Kingfields Solicitors (“Kingfields”). 

In this Privacy Policy, the terms ‘we’ or ‘us’ refers to Kingfields.

Your privacy is important to us and we are committed to keeping your information secure and managing it in accordance with our legal responsibilities under applicable data protection laws.  We are registered with the UK Information Commission Office (ICO) as a data controller under registration number ZA065293.

This Privacy Policy explains how we handle and treat your data when you (i) register or visit our site, www.kingfields.co.uk or associated sites or pages and Mobile Apps (the “Site”) or (ii) engage with us to use the products or services that Kingfields provides (our “Services”). It also includes information about individuals whose personal information we may process as a result of providing the Services to third parties and individuals who apply to work at Kingfields.

Please read the Privacy Statement carefully as it contains important information to help you understand how and why we process any personal information that you give to us. 

We encourage you to read the whole notice. Alternatively, if you wish to read about specific privacy practices that interest you, please click on the relevant links below.

Contents

1. Purpose of this Policy. 2
2. Who are we and what do we do. 2
3. How to contact us / Data Protection Officer 3
4. What personal information do we collect 3
5. How do we use your personal information. 8
6. What is our legal basis to use or process your personal information. 16
7. Who do we share your personal information with. 17
8. Our use of cookies and similar technologies. 18
9. Where do we transfer your data to. 18
10. How long do we keep your personal information for 19
11. Confidentiality and the security of your personal information. 20
12. How to access your information and your other rights. 20
13. Collection of information by third-party sites and sponsors. 22
14. Changes and Updates to this Privacy Policy. 22
15. Information Security. 23
16. Complaints Process. 23

1.       Purpose of this Policy

This Privacy Policy (“Privacy Policy”) explains our approach to any personal information that we collect from you or which we have obtained about you from a third party and the purposes for which we process your personal information. It also sets out your rights in respect of our processing of your personal information.

This Privacy Policy will inform you of the nature of your personal information that is processed by us and how you can request that we delete, update, transfer and/or provide you with access to it.

This Privacy Policy is intended to assist you in making informed decisions when using the Site and our Services and/or to understand how your personal information may be processed by us as a result of providing the Services to third parties or when you apply to work at Kingfields. Please take a moment to read and understand it.

Please also note that this Privacy Policy only applies to the use of your personal information obtained by us.

2.       Who are we and what do we do

Kingfields is a law firm that is authorised and regulated by the Solicitors Regulation Authority of England and Wales (registration number 659218) with offices in the UK.  Kingfields also from time to time employs legal consultants who may be based anywhere in the UK as well as work from our registered offices.  Details of the different Kingfields offices that provide legal services or other services to clients can be found here http://www.kingfields.co.uk/contact-us/.  Kingfields also has employees based in Dubai and Singapore. Your data maybe shared and processed by these employees where they are instructed to act on your matter.

2.1       Kingfields will be the data controller for the matter file and all documentation created by the firm on behalf of clients, and information supplied by clients related to a matter for the duration of data processing.

2.2       Kingfields may also act as a data processor for information processed by the firm on behalf of a client for which the client remains the data controller.

2.3       Kingfields shall process personal data within the context of a matter, this may involve sharing information with third parties, including but not limited to professional advisers, counsel, the other parties to a matter or transaction, along with their professional advisors, and required third party search and service providers. Personal data shall not be used for any purpose unrelated to the matter or shared with ay party unrelated to the matter, unless specifically instructed to do so in writing by the data subject, or as required by regulatory bodies, legislation, or insurers.

2.4       Kingfields may use client data for the purpose of internal software and systems development. All data used for this purpose will be anonymised where possible. Where such development involves the use of external providers, this will only be undertaken on the condition that those providers have committed to maintaining appropriate confidentiality to the same standard as Kingfields and are under appropriate legal obligation of confidentiality.

Please note that depending on which Kingfields office you contract with to provide Services, there may also be data controllers responsible for processing your personal information in relation to the Services.

3.       How to contact us / Data Protection Officer

We have a data protection officer whose job is to oversee our data protection compliance. You can contact our data protection officer by sending:

• an email to: mail@kingfields.co.uk
• a letter to: Zahid Alauddin, The Data Protection Officer, Kingfields Solicitors, The Old Court House London Road, Ascot, Berkshire SL5 7EN
• Call us on: +44 (0) 345 459 0007 

4.       What personal information do we collect

4.1       We may collect personal information from you in the course of our business, including through your use of our Site, when you contact or request information from us, when you engage our legal or other services or as a result of your relationship with one or more of our staff or clients.

Our primary goal in collecting personal information from you is to help us:

• verify your identity
• deliver our Services
• improve, develop and market new Services
• carry out requests made by you on the Site or in relation to our Services
• investigate or settle inquiries or disputes
• comply with any applicable law, court order, other judicial process, or the requirements of a regulator
• enforce our agreements with you
• protect the rights, property or safety of us or third parties, including our other clients and users of the Site or our Services
• with recruitment purposes, and
• use as otherwise required or permitted by law.

4.2       Why are we collecting personal information about you.

We only collect personal information about you in connection with providing our Services and running our business.

We will hold information about you if:

• you are a client, a representative of a client, or the beneficial owner of a client
• you are a party or the representative of a party in a legal matter on which we are advising a client
• you are a witness, expert, investigator, judge, arbitrator, or mediator in a legal matter on which we are advising a client
• your information is provided to us by a client or others, or we otherwise obtain your information, in connection with our role as the legal representative of our clients
• you provide services to us (or you represent a company which provides services to us)
• you represent a regulator, certification body or government body which has dealings with us
• you attend our seminars or events, receive our legal updates or visit our offices or websites
• you are an applicant for a job with us

4.3       What personal information do we collect about you.

• Personal details such as your date of birth, address, National Insurance Number, telephone number and email address.
• Identity information such as your passport, driving licence, utility bills or national identity card.
• Credit history and records relating to you, your partner or anyone else you are financially linked with (we obtain this information from credit reference and fraud prevent agencies).
• Family, lifestyle, financial and social circumstances.
• Financial details such as your income and information about your bank accounts.
• Employment/self-employment details.
• Bank Statements to establish your source of funds (during the transaction) which we obtain from you in order to satisfy money laundering regulations.

4.4       To undertake these goals we may process the following personal information:

4.4.1    If you are a visitor to the Site:

• Name and job title.
• Contact information including the company you work for, email address and social media account where appropriate.
• Demographic information such as your address, preferences and interests.
• Other information relevant to the provision of Services.

4.4.2    If you are an individual client in receipt of our Services or prospective individual client:

• Name and job title.
• Contact information including the company you work for and email address, where provided.
• Payment information.
• Information that you provide to us as part of us providing the Services to you, which depends on the nature of your instructions to Kingfields.
• Relevant information as required by Know Your Client and/or Anti-Money Laundering regulations and as part of our client intake procedures. This may possibly include evidence of source of funds, at the outset of and possibly from time to time throughout our relationship with clients, which we may request and/or obtain from third party sources. The sources for such verification may comprise documentation which we request from you or through the use of online sources or both.

• Signing up for services on our Site: when you sign up for newsletters, webinars, events or obtain legal services from us or when you contact us with queries or respond to our communications the personal information you provide may include your full name, title, telephone number, email address and content, date and time of your email correspondence and information about your employer or your business.

• Other information relevant to provision of Services.

4.4.3    Kingfields may time to time be engaged by corporate entities and as such those instructors are not data subjects. However, as part of such instructions personal information may be provided to us (e.g. personal information relating to any of our corporate clients’ or prospective clients’ officers or personnel, any opponent or vendor or purchaser or personal information relating to their legal advisors or personnel, as relevant or similar).

4.4.4    If you are an individual whose personal information is processed by us as a result of providing the Services to others (including individual clients and corporate clients) we will process a variety of different personal information depending on the Services provided.

4.4.5    This may include personal information relating, without limitation, to any of our corporate clients’ or prospective clients’ officers or personnel, any opponent or vendor or purchaser personal information including personal information relating to their legal advisors, other advisors or personnel as relevant or similar.

4.4.6    We might also need to process personal information in relation to other third parties instructed either by our own clients or other persons or companies involved with us providing the Services to our client (for instance other law firms, experts, lenders etc.).

4.4.7    This is a non-exhaustive list which is reflective of the varied nature of the personal information processed as part of a law firm providing legal services.

4.4.8    For clients and prospects, we also collect information to enable us to market our products and Services which may be of interest to you.

For this purpose, we collect:

• Name and contact details.
• Other business information such as job title and the company you work for.
• Areas or topics that interest you.
• Additional information may be collected such as events you attend and if you provide it to us, dietary preferences which may indicate data about your health or religious beliefs.

4.4.9    If you are a potential recruit to join Kingfields:

• Name and job title.
• Contact information including email address.
• Curriculum vitae, including your age and/or gender if you provide it to us, your education, employment history and similar matters and similar information that you may provide to us.
• Other information relevant to potential recruitment to Kingfields.

4.5       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 services 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.

• Criminal convictions information: this is information relating to your criminal convictions and offences. Local data protection laws may restrict the way in which we can use this information when compared to, for example, your name and address

5.       How do we use your personal information

We use your information to:

• Provide legal Services to you.
• Provide and service your relationship with us.
• Comply with legal obligations for the prevention of financial crime and money laundering.

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

6.       What is our legal basis to use or process your personal information

It is necessary for us to use your personal information;

• To perform our obligations in accordance with any contract that we may have with you.
• It is in our legitimate interest or a third party’s legitimate interest to use personal information in such a way to ensure that we provide the Services in the best way that we can.
• It is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.

7.       Who do we share your personal information with

We may also share personal information with a variety of the following categories of third parties as necessary:

Please note this list is non-exhaustive and there may be other examples where we need to share with other parties in order to provide the Services as effectively as we can.

• Our professional advisers such as lawyers, accountants and consultants.
• Regulators/tax authorities/corporate registries to comply with legal obligations.
• Third parties to whom we outsource certain Services such as, without limitation, document processing and translation services, confidential waste disposal, IT systems or software providers, IT Support service providers, document and information storage providers.
• Third parties engaged in the course of the Services we provide to clients such as counsel, experts, barristers, arbitrators, mediators, clerks, witnesses, cost draftsmen, court, opposing party and their lawyers, document review platforms and experts such as tax advisors or valuers.
• Third party service providers to assist us with client insight analytics, such as Google Analytics.
• Third party postal or courier providers who assist us in delivering our postal marketing campaigns to you, or delivering documents related to a matter.
• Financial and currency trading institutes
• Credit reference agencies and online AML search provider to check your identity in accordance with our legal obligations.
• Property Search Companies to identify any issues that might influence your decision to buy or sell a property.
• Professional indemnity or other relevant insurers for the purpose of providing you with appropriate financial cover for an identified insurable risk, or in connection with any claim made by you against us.
• Property Agents, Brokers, Lenders, other Solicitors involved in your transaction representing other party(ies) in your matter to enable them and us to fulfil our obligations to you.
• Other Government Departments such as HMRC, Companies House, Probate Registry, Court of Protection or HM Land Registry to fulfil your and our legal obligations.
• Our Auditors and external assessment bodies to achieve and maintain any Regulatory or Quality Assurance Standards and accreditations which meet our legal obligations and enable us to provide quality legal services to you.

8.       Our use of cookies and similar technologies

Our Site use certain Tags, log files and other technologies of which you should be aware. Please see our Cookie Policy to find out more about the cookies we use and how to manage and delete cookies. 

9.       Where do we transfer your data to

In order to provide the Services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it.

If you are based within the European Economic Area (EEA), please note that where necessary to deliver the Services we will transfer personal information to countries outside the EEA (including other Kingfields entities).  We confirm we transfer your data to our outsourced administrators who deal with all our administrative work.  This company who carry out work solely for Kingfields are based in India.  We ensure that we have an agreement in place setting out our requirements of them relating to data security and confidentiality. If you require any further information in this regard, please do not hesitate to contact us.

In such instances, we will comply with our legal and regulatory obligations in relation to personal information, including having a lawful basis for transferring personal information and putting appropriate safeguards in place to ensure an adequate level of protection for the personal information.

10.    How long do we keep your personal information for

We will retain your personal information in accordance with applicable laws.  We will take reasonable steps to destroy or anonymise personal information we no longer need for the purposes we have set out above.

Our retention periods are:

We may then destroy such files without further notice or liability.

If personal information is only useful for a short period e.g. for specific marketing campaigns we may delete it.

11.    Confidentiality and the security of your personal information

We are committed to keeping the personal information provided to us secure and we have implemented appropriate information security policies, rules and technical measures to protect the personal information that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.

All of our directors, employees, consultants, workers and data processors (i.e. those who process your personal information on our behalf, for the purposes listed above including those based outside the EEA), who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of such personal information.

12.    How to access your information and your other rights

You have the following rights in relation to the personal information we hold about you:

• Your right of access

If you ask us, we’ll confirm whether we’re processing your personal information and, if necessary, provide you with a copy of that personal information (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.

• Your right to rectification

If the personal information we hold about you is inaccurate or incomplete, you are entitled to request to have it rectified. If you are entitled to rectification and if we’ve shared your personal information with others, we’ll let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

• Your right to erasure

You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we’ve shared your personal information with others, we’ll let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

• Your right to restrict processing

You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

• Your right to data portability

You have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.

• Your right to object

You can ask us to stop processing your personal information, and we will do so, if we are:

• relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
• processing your personal information for direct marketing purposes.

• Your right to withdraw consent

If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

• Your right to lodge a complaint with the supervisory authority

If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the relevant Supervisory Authority.

Please note that some of these rights may be limited where we have an overriding interest or legal obligation to continue to process the data or where data may be exempt from disclosure due to reasons of legal professional privilege or professional secrecy obligations.

13.    Collection of information by third-party sites and sponsors

The Site contains links to other sites whose information practices may be different than ours. Visitors should consult the other sites’ privacy notices as Kingfields has no control over information that is submitted to, or collected by, these third parties.

14.    Changes and Updates to this Privacy Policy

We may make changes to or update this Privacy Policy from time to time. To ensure that you are always aware of how we use your personal information we will update this Privacy Policy from time to time to reflect any changes to our use of your personal information. We may also make changes as required to comply with changes in applicable law or regulatory requirements. Where it is practicable, we will notify you by email of any significant changes. However, we encourage you to review this Privacy Policy periodically to be informed of how we use your personal information. It will be your responsibility to regularly check our Privacy Policy for any update or changes.

15.    Information Security

We invest appropriate resources to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure and we cannot be held responsible for unauthorised or unintended access that is beyond our control.

16.    Complaints Process

If you are not satisfied with our use of your personal information or our response to any request by you to exercise your rights, or if you think that we have breached any relevant data protection laws, then you have the right to complain to the authority that supervises our processing of your personal information or, where you are based in the EU, the data protection authority in your country.

We view the UK data protection regulator, the Information Commissioner’s Office (ICO), as our lead data protection supervisory authority. Details of the ICO can be found at https://ico.org.uk.

If you are unsure of the authority that supervises our processing of your personal information then please email us at mail@kingfields.co.uk.

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How can we help you? Please call us on +44 (0) 0345 459 0007 to arrange a mutually convenient time to discuss how we can assist you. Alternatively, Email us on mail@kingfields.co.uk* or click here to complete our Free Online Enquiry Form. We will have a chat about your needs, you can ask us any questions you have and we will be happy to have a No Cost or Obligation initial chat with you which we are sure you will find useful. 

* Email address is monitored 24/7 and we will respond to you the same day or the next working day.