Privacy Notice

Amanda Wilson Family Law (“the Practice”, “we”, “us, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Notice sets out the ways in which we collect and use the personal data of clients, prospective clients, individuals involved or relevant to our client’s legal proceedings or affairs (e.g. a spouse), intermediary contacts or other individuals that may contact us (“you” “your” “you’re”) – whether this personal data is collected via our website or when providing our legal services. It also explains what rights you have in relation to your personal data held by us.

 

About us

Amanda Wilson Family Law is owned and operated by Amanda Anne Wilson or Ayton as a Sole Trader, trading from Office 12, 4th Floor, Dundee One, 5 West Victoria Dock Road, Dundee DD1 3JT. You can contact us at the above address, addressing any request to Amanda Wilson. You can also contact us by email at amanda@amandawilsonfamilylaw.co.uk.

 

How we collect your personal data

The Practice is a dedicated family law practice.  We collect personal data from a wide range of sources including:

 

  • From you or your representatives directly. Where you contact us in writing, by e-mail, in person, by telephone, at meetings with us or by any other method, we will collect personal data directly from you. This will be where you are seeking legal advice from us;
  • From relatives, agents or third parties where you may be involved in a matter we are instructed in for example as defender, pursuer or witness;
  • From other organisations which have referred you to us, for example, other solicitors, accountants, financial advisers, insurance companies, financial institutions;
  • From your doctor or other health service provider;
  • Online public sources or registers such as Companies House;
  • Providers of identity verification and compliance services which we may use for anti-money launder purposes for example;
  • CCTV operating in our office; and
  • When you use our website via Cookies.

 

What personal data do we collect?

Contact Data

Name

Postal address

Email address

Phone Numbers

Occupation

Your relationship to other persons.

Identity Data

Date of birth
Photograph
Passport Number
Driving Licence Number
Other identity evidence as required to meet our regulatory obligations.

Special Category Data (race, ethnic origin, politics, religion, trade union membership, genetic, biometric, sex life, sexual orientation, health and medical information)

This information may be collected for certain types of family cases, such as actions involving court, adoption or surrogacy cases, divorce cases and others.

Criminal history data

This type of personal information may be processed in relation to particular family law work types including court action.

Financial data

Information about your financial affairs, assets and liabilities may be required if it is relevant to matters upon which you wish us to advise you (such as separation/divorce matters) or to enable us to comply with our regulatory obligations relating to anti-money laundering.

Personal information contained in correspondence

Copies of letters, e-mails received or sent by us, and information you have provided us in letters, e-mails, texts and audio recordings taken in relation to family law matters. We may also keep notes and records of matters we discuss or advise upon.

Payment details

In order to pay and transmit funds in the course of client transactions or collection of our own fees.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may not be able to perform our obligations but we will notify you if this is the case at the time.

 

How we use your personal data

We will use your information for the purposes listed below.  For each identified purpose we have also identified the legal basis.

To communicate with you regarding your instructions, questions, concerns or complaints and to provide you with legal advice and other information.

Performance of Contract/ Legitimate Interests in responding to queries. Should we require to process special category data (see above) to provide you with legal services e.g. health information, or if we need to process criminal conviction or offence data our legal basis is also that it is necessary for the establishment, exercise or defence of legal claims.

Where it is necessary to process your personal data in order to provide our client with legal advice and representation e.g. we may need to process personal data about you if we are representing your spouse in relation to your separation or divorce.

Legitimate Interest in providing legal advice and representation. Should we require to process special category data (see above) to provide our legal services e.g. health information, or if we need to process criminal conviction or offence data our legal basis is also that it is necessary for the establishment, exercise or defence of legal claims.

Sharing information with other professionals (advocates, expert witnesses, accountants, other solicitors acting as local agents etc)

Performance of Contract (where necessary to ensure appropriate representation or information gathering)
Legitimate Interests (where appropriate to provide the most cost-effective service e.g. engaging agents or to provide our legal services generally).

To prevent financial crime – to comply with our legal obligations to prevent financial crime including money laundering under the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017.

Compliance with Law.
Legitimate Interests in ensuring our business is run in compliance with the law.

Record-keeping

Legitimate interests in ensuring our business keeps appropriate records.

To respond to enquiries from non-clients. If you fill out a “contact us” form, then we capture personal data that you supply, such as your name, address, e-mail address, home telephone number and work telephone number. We will use this personal data to respond to your enquiry.

Legitimate Interests in responding to enquiries.

Client Marketing - if you have engaged us to provide a legal service to you, we may use your personal data to send you information about our legal services that we feel may be of interest or benefit to you. In doing so we will add you to our marketing database and will send you marketing materials from time to time. Intermediary Marketing.

Legitimate Interests in promoting our business. You have the right to object to use of your data for marketing at any time by contacting us at amanda@amandawilsonfamilylaw.co.uk

Debt Recovery – we may give your personal data to and receive personal information from third parties where necessary to recover debts due by you to us, for example sheriff officers.

Legitimate interests in recovering debts due to us.

Cookies. We use cookies on our website and collect certain personal data in doing so.

Legitimate interests in understanding how our website is being used to allow us to optimise the website. Consent in relation to any non-essential cookies.  More information on our use of Cookies can be found in our Cookies Policy.

IT and Security - we may use personal data to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Legitimate interests to protect our client data.

Consent

If we are relying on consent to process your personal data, you can withdraw your consent at any time, at which point we shall stop processing your personal data in that way. Please note this does not affect the legality of our processing up to the date of your withdrawal of consent.

 

Where we store your personal data and information security

We store your personal data in the UK on a secure cloud based management system and in some instances at our office premises. We take appropriate technical and organisational measures to secure your personal information and protect it against unauthorised or unlawful processing as well as against its accidental loss or destruction or damage.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, the Practice cannot guarantee the security of your personal information transmitted.

Also, we cannot be held responsible for the security of your personal data collected by websites that our site may link to. Such third parties shall have their own privacy notices and you should read these carefully.

 

Sharing personal data

If we share personal information with external third parties, we shall keep this to a minimum and take reasonable steps to ensure that recipients shall only process the disclosed personal data for those purposes and in accordance with our instructions.

 

In the course of certain types of work, we may be required to share your personal data with advocates, other solicitors, expert witnesses and other professional persons who may be controllers of that data. We may also require to instruct local agents to handle certain court-based activities from time to time for reasons of cost-effectiveness and efficiency.

 

We will not transfer your personal data to anyone else without your permission, except:

 

  • Where we are obliged by law or regulatory obligations.
  • Where we are required to share your information with any external third parties who provide services to us.
  • Where some or all of our assets are purchased by a third party.

 

We will never sell your information or disclose it for direct marketing purposes.

 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

 

The types of organisations/groups that we may share personal data with are set out below:

 

  • service providers including our Case Management Providers and IT suppliers.
  • financial organisations
  • government departments
  • the courts
  • other professional advisers and consultants
  • regulatory authorities

 

A full list is available on request.

 

International transfers

We do not transfer your personal data outside the UK unless we have a legal basis to do so.

 

How long we will keep your personal data for

We do not hold information for longer than is necessary. In some cases the Law Society, which regulates us, recommends minimum periods of record retention and we comply with those. This can be made available on request by contacting amanda@amandawilsonfamilylaw.co.uk

 

Changes in personal information

It is important that the personal data we hold about you is accurate and up-to-date. Please keep us informed if your personal data that we hold changes.

 

Questions and concerns

If you have any questions or concerns on how we collect, handle, store or secure your personal data, please contact Amanda Wilson by email at amanda@amandawilsonfamilylaw.co.uk or by post to Amanda Wilson, Amanda Wilson Family Law, Office 12, 4th Floor, Dundee One, 5 West Victoria Dock Road, Dundee DD1 3JT.

 

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you think we have infringed your rights. The ICO’s contact details are as follows:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113

www.ico.gov.uk

 

Your rights

You have various rights under data protection law.

Right to be informed

This Privacy Notice provides you with details as to how we collect and use your personal data.

Right to access

You have a right to request access to the personal data we hold about you by making a “subject access request”. You will be provided with a copy of all personal information that we hold about you. There will be no charge for providing you with this information.

Right to object

You have a right to object to us processing your personal data in certain circumstances.

Right of rectification

You have a right to request that we correct or complete any inaccurate or incomplete personal data we hold about you.

Right of erasure

You have the right to ask us to delete your personal data where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for retaining it. If we are required to keep your personal data to comply with our legal or regulatory obligations or legitimate interests in legal proceedings or claims, then we may have to decline your request.

Right to restrict processing

You have the right to request that we restrict the processing of your personal data that we hold about you for specific reasons.

Right to data portability

You have a right to obtain and reuse the personal data that we hold about you for your own purposes in certain circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

 

Time Limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

 

Changes to our privacy notice

We may require to update this Privacy Notice from time to time. The up-to-date version will always be on our website and we will communicate material updates to our clients from time to time. We will not process your personal data for purposes other than those set out in this document or which may be prejudicial to your interests without letting you know giving you the opportunity to review and object to any such amended processing.

 

Contact us

If you have any questions regarding this Privacy Notice, please contact Amanda Wilson, Amanda Wilson Family Law, Office 12, 4th Floor, Dundee One, 5 West Victoria Dock Road, Dundee DD1 3JT.  Tel No. 01382 219004 or by e-mail amanda@amandawilsonfamilylaw.co.uk.

 

Date Created: November 2020