Law 365 Privacy Policy

This privacy policy (together with our terms of use and any other documents referred to in it) sets out the basis on which any personal data we collect from you or a third party, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

We are a limited liability company and are the data controller for the purpose of the Data Protection Act 2018 (“Act”). We are registered in England and Wales under registered number 9208926 and have our registered office at 10 Upper Grosvenor Road, Tunbridge Wells, Kent, United Kingdom, TN1 2EP, which is also our main trading address.

Our nominated data protection officer (DPO) for the purpose of the Act is Kim Simmonds.

Information we may collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Profile Data includes preferences, feedback and survey responses.
• Usage Data includes information about how you use our website www.law365.co (“Our Site”), products and services.

If you visit our website, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Where we provide legal services to you, we may process special category data and criminal conviction and offences data (about you or other individuals connected with your matter) where necessary and lawful to do so (for example, where it is relevant to your matter), and we will apply appropriate safeguards.

How is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise.
• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
• Third parties or publicly available sources. We may receive personal data about you from various third parties such as analytics providers or publicly available sources such as LinkedIn.

Where we store your personal data

We store information on secure systems operated by us and/or by our trusted third party service providers (for example, providers of cloud hosting, document and case management, collaboration tools and meeting productivity tools). We take steps to ensure appropriate security measures and contractual protections are in place with such providers.

Unfortunately, the transmission of information via the internet is not completely secure.

Although we will do our best to protect your personal data, where you provide us with your information, we cannot guarantee the security of your data transmitted to Our Site; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Uses made of the information

We may use information held about you in all or any of the following ways:

• to ensure that content from Our Site is presented in the most effective manner for you and for your computer;
• to provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes or where we have a legitimate interest for contacting you;
• to carry out our obligations arising from any contracts entered into between you and us;
• to allow you to participate in interactive features of our service, when you choose to do so;
• to manage and improve how we deliver our services, including by using secure technology tools that may assist with tasks such as organising information, generating drafts and summarising meeting notes, subject always to appropriate safeguards and professional obligations; and
• to notify you about changes to our service. If you are an existing client, we will only contact you by electronic means (e-mail or SMS) with information about services similar to those which were the subject of a previous service provided to you.

If you are a new or prospective client, we will contact you by electronic means only, where you have consented to this or where we have a legitimate interest for contacting you.

Our lawful bases for these uses are:

• performance of our contract with you;
• our legitimate business interests in providing and managing legal services efficiently, including through the technology tools described above;
• compliance with our legal and regulatory obligations; and
• where we rely on it for marketing, your consent.

Meeting Recordings and Transcripts

We may use AI-assisted meeting software to record, transcribe and summarise meetings and calls, including meetings with our clients and with other parties to a matter. We do this in our legitimate interests in keeping accurate records of our work and delivering our services efficiently. We will normally tell attendees, in the meeting invitation or at the start of the meeting, when such software is in use. If you do not want a meeting to be recorded or transcribed, please tell us at the start of the meeting and we will switch the software off for that meeting.

Recordings, transcripts and summaries may contain any personal data discussed in the meeting, which can occasionally include special category data. We will not normally record or transcribe meetings at which particularly sensitive matters, such as health information, are expected to be discussed, unless this has been approved by the partner responsible for the matter.

Where we keep a transcript or summary on our client file, it is retained as part of that file. Copies may also be held by our meeting software provider for as long as we hold an account with it, unless we delete them sooner.

Change of purpose

We will only use your personal data 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosure of your information

We may disclose your personal information to any body corporate, limited liability partnership or partnership that is associated with us.

We may also disclose your personal information to third parties in any or all of the following circumstances:

• in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
• if we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our clients will be one of the transferred assets;
• to trusted third party suppliers who support our business and the delivery of our services (for example, IT and cloud hosting providers, artificial intelligence providers, communications, productivity and collaboration platforms, and meeting recording/transcription providers where enabled). These providers act on our instructions and are subject to appropriate confidentiality and data protection obligations; or
• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our website terms of use and other agreements; or to protect the rights, property, or safety of Law 365, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Individuals who are not our clients

Where we receive personal data about individuals who are not our clients in the course of a matter (for example, a client’s employees or a counterparty’s representatives), we process it as described in this policy. We will not usually provide this policy directly to those individuals, as doing so would often be impractical or inconsistent with our duty of confidentiality to our clients (including legal professional privilege). This policy is publicly available on our website.

Your rights

You have the right to ask us not to process your personal data for marketing purposes.

We will usually inform you (before collecting your data) if we intend to disclose your information to any third party for such purposes.

You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data.

You can also exercise the right at any time by contacting us at info@law365.co.

Our Site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates.

If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

Please check these policies before you submit any personal data to these websites.

Access to information

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

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 policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK data protection law (for example, UK Adequacy regulations, the UK International Data Transfer Agreement and/or the UK Addendum to the EU Standard Contractual Clauses, together with any required risk assessments and supplementary measures).

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

How long will we use your personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Please note that where we use third party service providers, personal data may also be stored within their systems (and associated back-ups) for the period necessary to provide the service and for legitimate business continuity purposes, subject to appropriate safeguards and retention controls.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the rights to request access to, correction or erasure of your personal data, to object to or restrict our processing, to data portability and to withdraw consent where we rely on it. To exercise any of these rights, please contact us at info@law365.co.

Please see ICO contact information to request information on these rights.

Contact

If you have any questions about this privacy policy or our privacy practices, please contact our DPO info@law365.co.

Complaints

If you have a concern about how we have collected, used or handled your personal data, you can make a data protection complaint by contacting us using the details in the Contact section above.

When we receive a complaint we will:

• acknowledge receipt of your complaint within 30 days;
• investigate the matters you have raised;
• make any appropriate enquiries necessary to investigate your complaint;
• keep you informed of the progress of our investigation where appropriate; and
• inform you of the outcome without undue delay.

If you remain dissatisfied after we have responded to your complaint, you have the right to complain to the Information Commissioner's Office (ICO).

The ICO can be contacted through its website at https://ico.org.uk/ or by using the contact details published by the ICO.