1. Information you provide to us
a. At Gepp Solicitors, we are committed to respecting and safeguarding your privacy. This policy applies to the personal data we hold on our systems about you, whether you are a client, a visitor to our website or a contact of the firm.
b. Personal information which you supply to us may be used in a number of different ways, for example:
• To be able to communicate with you about your inquiry or the legal work that we are undertaking on your behalf.
• For fraud prevention.
• For audit purposes.
• For statistical analysis.
• To allow other departments within the Gepp Solicitors to contact you about other legal services that we offer.
• Invitations to marketing events.
c. We may share your information with, and obtain information about you from, third parties who are directly involved with the business you have with our firm, credit reference agencies or fraud prevention agencies.
d. Other than that we will not disclose any information to any company outside of Gepp Solicitors except to prevent fraud, or if required to do so by law.
e. We will ask for your consent to be able to use your personal information for internal marketing.
2. Our “Lawful Reasons” For Processing Your Personal Data
a. The “General Data Protection Regulation” (GDPR) is the primary piece of legislation defining your rights over our processing of your personal information. The GDPR requires us to declare which of six “lawful reasons” we are relying on when we are processing your personal data. We primarily operate on the basis of “contract” when processing your personal data:
(1) To fulfil your contractual obligations to you; or
(2) Because you have asked us to do something before entering into a contract (eg provide a quote).
b. Whilst undertaking your legal work we may identify other legal services that you need to consider and we will use the principle of “legitimate interest” when communicating with you about these additional services.
c. We rely upon both “consent” and “legitimate interest” when sending marketing information about our other services.
3. Your personal information
a. As a client to the firm, your personal data will be used by Gepp Solicitors in the process of dealing with the legal and associated work that we are undertaking on your behalf. Your details will be held within our computerised Client Database (Peppermint Technology – www.pepperminttechnology.co.uk) for this purpose only. Peppermint Technology provides a cloud based computer system and the data collected is hosted within a data centre here in the UK provided by Pulsant Business Unlimited (www.pulsant.com). This data is securely held and accessible by Gepp Solicitors, their authorised consultants and Peppermint Technology only.
b. If we have dealings with you as a contact of the firm, be you a supplier, a recipient of correspondence or as legal counsel for another party, details of your name, contact information and details of any referral information are held within our Client Database (Peppermint Technology – www.pepperminttechnology.co.uk) for this purpose only. Peppermint Technology provides a cloud based computer system and the data collected is hosted within a data centre here in the UK provided by Pulsant Business Unlimited (www.pulsant.com). This data is securely held and accessible by Gepp Solicitors, their authorised consultants and Peppermint Technology only.
c. There will be occasions when we will have to process personal information relating to children who are aged under the age of 16. We will only use such data for the inquiry or legal work that we have been asked to undertake if consent is given or authorised by the holder of parental responsibility over the child. We will not use any such data for marketing activities.
4. Sharing your personal information
a. We will never knowingly share your information with any third parties unrelated to the business you have with our firm.
5. Our websites
a. By providing personal information such as your name and e-mail address via the forms on our website, you agree to us contacting you with regard to the information you requested.
c. We will use all reasonable efforts to safeguard your personal information. However, you should be aware that the use of the Internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal information which is transferred from you or to you via the internet.
d. Information we monitor about visitors
e. Google Analytics
(1) Google Analytics is a web analysis service provided by Google used for analysing statistics about visitors to our website. Google utilises the data collected to track and examine the use of this site, to prepare reports on its activities and share them with other Google services. Google may use the data collected to contextualize and personalize the ads of its own advertising network. We may also use aggregate information and statistics for the purposes of monitoring website usage in order to help us to develop our website and our services. These statistics will not include information that can be used to identify you.
(3) Visitors can opt-out of Google Analytics for Display Advertising and customize Google Display Network ads using the Ads Settings.
f. Ruler Analytics
6. Retaining and deleting personal data
a. As a client to the firm, our standard policy is to hold your personal data (as well as details of the matter/case for which we have acted on your behalf) for the maximum amount of time as set out by the SRA Code of Conduct, currently six years.
7. Your rights
b. You may instruct us at any time not to process your personal information for marketing purposes.
c. In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
d. It is important that the personal information that we hold is accurate. If you believe that our record of your personal information is inaccurate you have the right to ask us to correct it. Similarly, if you believe the information is incomplete you have the right to ask us to have incomplete personal data completed. In both cases we will obviously ask for your assistance in order to do so.
e. You may exercise your right to erasure (removing your details from our systems), to restrict the processing of your data or to withdraw your consent for it being used. If you would like to exercise any of these rights (or any others contained within the General Data Protection Regulations and the Data Protection Act 2018) please contact:
By email: email@example.com.
Or write to us at: The Data Protection Officer, Gepp Solicitors, 5 Springfield Lyons Approach, Chelmsford, Essex, CM2 5LB.
f. If you have a concern about the way we are handling your information you should let us know so that we can address your concerns.
g. If you feel that we have been unable, or unwilling, to resolve your information rights concern, you can raise the matter with the Information Commissioner’s Office. Their website includes a link that provides you with guidance on how to do so: https://ico.org.uk/concerns/.
8. Amendments to this policy