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Lilac Law is committed to protecting the privacy and security of your personal information. This privacy notice describes how we collect and use personal information, in accordance with the General Data Protection Regulation (GDPR). It applies to Clients, Associations, Suppliers, Third Parties, and Website Users. Lilac Law is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice does not form part of any contract to provide services. We may update this notice at any time. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

Data Protection Principles

We will comply with data protection law. This says that the personal information we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we hold about you

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). There are “special categories” of more sensitive personal data which require a higher level of protection.

We may collect, store, and use the following categories of personal information about you:

  • Personal details such as name, date of birth, title, national insurance number
  • Contact details such as addresses, telephone numbers, and email addresses
  • ID such as a driver’s licence or passport information
  • Employment details such as occupation, employer, department
  • CCTV footage if you visit one of our offices
  • Cookies and IP addresses if you visit our website

Special categories of personal information:

  • Information about your race or ethnicity, religious beliefs, sexual orientation, and political opinions
  • Trade union membership
  • Information about your health
  • Genetic information and biometric data

How is your personal information collected?

We collect information from you in person, via email, using contact forms on our website or via other digital platforms such as social media. We may sometimes collect additional information from third parties, including other parties involved in the work we are carrying out; credit reference agencies or other background check agencies.

How we will use information about you

  1. We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
    • Where we need to perform the contract we have entered into with our client.
    • Where we need to comply with a legal or regulatory obligation, for example compliance with anti-money laundering laws and regulations.
    • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  2. We may also use your personal information in the following situation, which is likely to be rare:
    • Where it is needed in the public interest or for official purposes.
  3. Situations in which we will use your personal information:
    • In order for us to carry out work as instructed by our client
    • Allowing clients to pay their bill
    • Setting up direct debits or standing orders
    • To conduct the necessary checks required; ID, anti-money laundering, due diligence
    • To comply with court orders (in contentious work)
    • For marketing purposes including applying for Legal 500, running events, and providing information about the services we offer
    • Debt management
    • To respond to and record complaints and client feedback
    • For assessment accreditations such as Cyber Essentials and Lexcel
    • To set up the necessary documentation and provisions with suppliers and other organizations we work with
    • To make reference to the applicable regulatory bodies such as SRA, Law Society, ICO, LADO

If you fail to provide personal information

If you fail to provide certain information when requested, we may not be able to fulfill the situations described above.

Change of purpose

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

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

How we use particularly sensitive personal information

“Special categories” of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing, and using this type of personal information. We may process special categories of personal information in the following circumstances:

  • In limited circumstances, with your explicit written consent
  • Where necessary to protect the vital interests of a person who is physically or legally incapable of giving consent
  • Where processing relates to information which has been made public
  • Where processing is necessary for the establishment exercise or defense of legal claims
  • Where processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment, or the management of health or social care systems and services.

Do we need your consent?

We do not need your consent if we use special categories of your personal information in accordance with this written policy. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

Information about criminal convictions

We do not envisage that we will hold information about criminal convictions. We will only collect information about criminal convictions if it is appropriate given the nature of the role and where we are legally able to do so.

Automated decision-making

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

  • Where we have notified you of the decision and given you 21 days to request a reconsideration.
  • Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
  • In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

Data sharing

We may have to share your data with third parties, including third-party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EEA. If we do, you can expect a similar degree of protection in respect of your personal information.

  • We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Data retention

We will only retain your personal information for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Rights of access, correction, erasure, and restriction

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. Under certain circumstances, by law you have the right to:

  • Request access to your personal information.
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information.
  • Object to processing of your personal information where we are relying on a legitimate interest.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.

If you have any questions about this privacy notice, please contact:

Risk and Compliance Officer
First Floor, 11 Allerton Road
Liverpool, L18 1LG
[email protected]