PRIVACY POLICY
Stokes Solicitors LLP
UK Data Protection Laws require us to manage all personal information in accordance with the Data Protection Principles. In particular, we are required to process your personal information fairly, lawfully and in a transparent manner. This means that you are entitled to know how we intend to use any information you provide. You can then decide whether you want to give it to us in order that we may provide the service that you require. All our employees are responsible for maintaining customer confidentiality. We provide training and education to all employees to remind them about their obligations. In addition, our policies and procedures are regularly audited and reviewed.
Stokes Solicitors LLP for the purposes of the data protection laws is a Controller.
You should share this notice with your family and dependents where you have provided us with personal information about them.
What information do we hold?
We collect and process information in connection with the matter instructed by you to us. Primarily this includes but is not limited to:-
- Information relating to your identity for as required for Money Laundering Regulations.
- Communication details i.e phone number, address, emailWe may request further information in relation to the conduct of your matter and will advise why we require this at that time.
How do we hold your information
Stokes Solicitors LLP is registered and complies by Data Protection regulations and complies with the Act. We will give an explanation for the purpose when requesting personal information i.e. Money Laundering.
As correspondence between us and any third parties involved in your matter (with whom we may need to disclose necessary information but only for the purposes of the services being rendered to you) will be dealt with under our security procedures.
During the conduct of your matter we may be required to disclose or discuss some of your details to a third party or professional bodies. This may include e.g. barristers, solicitors, auditors and regulatory services. In these instances we shall only disclose what we deem necessary and that you authorise us so to do in this respect.
How do we store your information?
All reasonable technology measures are in place for all electronic data to be kept secure at all times in accordance with our Data Protection Policy and IT Policy.
We maintain a strict Security Policy for all removable data by encryption, secure passwords or physical security measures.
At the end of conducting business you will be advised of any time period that any paper file will be confidentially destroyed and any electronic details regarding your matter will be removed from our system to an encrypted device. This information is held in respect of statutory, regulatory law requirements and will be kept until it becomes superseded or obligatory for its destruction or by your warranted request.
Marketing
When signing our Terms of Business, we may use your details to promote Stokes Solicitors LLP marketing services only.
If you do not wish to be included in any promotions by Stokes Solicitors LLP please advise us by:
sending a message with your name to unsubscribe@stokes-law.co.uk or post to Compliance Team, Stokes Solicitors LLP, 108 Victoria Road North, Portsmouth PO5 1QQ or call 02392 828131.
Erasing or Destroying Data
Data will only be kept as long as necessary. Stokes Solicitors LLP ensure that the retention and destruction of data is in accordance with our confidential archiving, retention and disposal procedures. Provided there are no legitimate grounds for retaining the data on request an individual’s data will be destroyed prior to Stokes Solicitors LLP standard destruction procedures.
We obtain Consent from our clients on instructing this firm and any personal data is held in respect of statutory, regulatory law requirements.
Access to your information and correction
You have the right to details of any information we hold about you personally and any data we may hold to be removed/amended/deleted/transferred. Please note some information we may be unable to provide you under the Data Protection of third party rights.
Please write to: Compliance Team, Stokes Solicitors LLP, 108 Victoria Road North, Portsmouth PO5 1QQ.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
STOKES SOLICITORS WEBSITE – www.stokes-law.co.uk
Cookies
Google Analytic cookies are used on our website. When accessing Stokes Solicitors LLP website we use Google Analytics for the purposes of analysing data from and measuring the users of our site. Google analytics does not store any personal information about website users and full details of Google Analytics can be found at www.google.com/analytics. Please see further Terms and Conditions for website usage on our Disclaimer page at www.stokes-law.co.uk.
Depending on your Operating System you can delete cookies from your device. If you wish to delete any cookies please refer to your systems manual and “Clear browsing data,” select the checkboxes for Cookies and site data and Cached images and files. However in a few cases some of our website features may not function as a result.
Other websites
Our website may contain links to other websites. This privacy policy only applies to Stokes Solicitors LLP website so when you link to other websites you should read their own privacy policies.
SECURITY
Please note that emails are sent unencrypted from our offices but please be advised that e-mail, mobile and any electronic communications are not totally secure, and information can be lost, intercepted or corrupted. If you do not wish us to communicate electronically on your matter (i.e. email, fax, mobile phone) you must advise us, otherwise we will assume your authority is given in this regard.
Emails are NOT SECURE and this firm will only send encrypted password protected emails containing our Bank details. Otherwise we will call you, write to you or fax you with our Bank details. If you receive any other type of email purporting to be from us which is at all suspicious please phone us immediately before taking any action and speak to the conveyancer dealing with matters to make sure that any details are correct.
Do not send your Bank details by email to anyone – either phone them through, post or fax to us. We do not store Bank details.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated in September 2020.
How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:
Post: Compliance Team Stokes Solicitors LLP, 108 Victoria Road North, Portsmouth PO5 1QQ
Fax: 02392 811339
Email: mail@stokes-law.co.uk
Phone: 02392 828131
