This Privacy Notice explains the types of personal data that we at Positively Legal collect, how it is that we’ll handle it, how we’ll store it and how we’ll keep it safe.
This notice will also tell you about your rights when it comes to your personal data.
We trust this notice will address any concerns that you may have about your personal data and what happens with it, but if not, please do not hesitate to get in touch with us.
Who we are
Positively Legal provides consultancy, coaching and training services throughout the UK and internationally to law firms, in house legal departments, private sector businesses, public authorities and regulatory associations. You can contact Positively Legal in the following ways:
By post: Positively Legal Limited, 24 Harling Drive, Troon, Ayrshire, KA10 6NF
By phone: 01292 318 256
Data Protection Principles
Positively Legal confirms that it complies with the following data protection principles and undertakes to ensure that when it processes personal data:
- it is processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’);
- it is collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; (‘purpose limitation’)
- it is all adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed; (‘data minimisation’)
- it is all accurate and, where necessary, kept up to date and that reasonable steps will be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’)
- it is kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; (‘storage limitation’)
- it is processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’).
Positively Legal is committed to facilitating and complying with any request from a data subject who wishes to exercise their rights under Data Protection Law in a transparent manner and without undue delay.
Positively Legal will:
- only collect and process the personal data that it is necessary for the purpose or purposes that it has identified in advance.
- ensure that the legal basis for processing the personal data is identified in advance, including any special category data.
- ensure that as far as possible the personal data it holds is accurate.
- only process your data for as long as is it required for its purposes and then it will be securely disposed of, or deleted. Positively Legal’s Data Retention Policy sets out the appropriate period of time.
- provide anyone they collect personal data from with a privacy notice which provides more detail on why it is asking for that data and what it intends to do with it.
- not do anything with personal data that is unexpected given the content of this policy and the privacy notice provided at the time it is provided.
- ensure that appropriate security is in place in relation to personal data held in paper and digital formats.
Positively Legal will ensure that all staff who handle personal data are aware of their responsibilities under this policy and other relevant data protection and information security policies and that they are adequately trained and supervised.
Proceedings under Positively Legal’s disciplinary policy may be taken in respect of those employees who breach this policy. Staff will also be aware that processing personal data in breach of this policy and Data Protection Law can be a criminal offence.
What personal data do Positively Legal process?
We collect, store and use names, contact details and demographic information about:
- our clients and their employees; and
- employees of our suppliers.
Why does Positively Legal process this personal data?
We use the contact details of individuals to allow us to be able to contact them either about the work or services we are providing for them, the work or services that they are doing for us, the services we provide or the seminars/events that we are running.
Where you are an individual, sole trader or partner in a partnership which has contracted with Positively Legal, we need to process personal data in order to meet our obligations and exercise our rights in terms of that contract.
In other cases we have a legitimate interest to process the above information in order to keep doing business and because of the nature of our business, the data will generally be corporate contact details.
We may also use this data to send out information to keep you informed about any updates, opportunities or marketing specific to Positively Legal that we think you might be interested in given your past dealings with us based on our legitimate interest to provide you with a better customer service and to send marketing emails where you have purchased services from us and where you have not opted out from receiving these messages and where we are marketing to your organisation.
If you do not wish to receive marketing information from us, or you do not wish to be contacted then you can choose the unsubscribe link which is contained in the footer of every marketing email that we send to you, or you can let us know using the contact details above.
If you have entered into a contract with Positively Legal for the provision of services, failing to provide some personal data may mean that we are unable to properly implement the contract and that you are unable to exercise certain contractual rights.
Who Positively Legal shares your personal data with
We will only share your personal data as and when it is necessary to provide you with the services that you receive from us or for services that you provide to us. Please rest assured that we will only ever share information with third parties that we know and trust and where we have the appropriate contractual arrangements in place to safeguard your personal data.
We will also share your data as required by law and with third parties in the context of a sale of some or all of our business. In those circumstances your personal data will be subject to confidentiality arrangements.
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Links to other websites
Positively Legal may from time to time have links on our website to other sites that we think may be of interest to you. Please be aware that once you leave our site, we do not have any control over the processing activities or the security of your data.
How long does Positively Legal keep your data?
We will only hold on to your data for as long as it is necessary or for as long as we are required to do so, after which we have policies and procedures in please to ensure that it is securely destroyed. We have a data retention schedule in place which we can make available to you upon request.
How does Positively Legal protect your data?
We take security seriously and we are committed to ensuring that your information is kept secure. We have taken all reasonable steps to maintain effective security for all of our systems (paper and digital) to ensure that your personal data remains as safe as it can be.
You have a number of rights in relation to your personal data and can make a request to Positively Legal at any time in order to exercise these rights. We will not charge you for this, unless your requests are manifestly excessive in which case we may charge what we feel is reasonable to do so. Your rights are listed in brief below;
- the right to access information about the personal data Positively Legal is processing and to obtain a copy of it;
- the right to require Positively Legal to change any incorrect or incomplete data;
the right to require Positively Legal to erase or stop processing your data; and
- the right to object to the processing of your data where Positively Legal is relying on its legitimate interests as it’s legal ground for processing;
If you would like to exercise any of these rights then you can contact us on the contact details above and we will do our best to address and resolve your concerns in the first instance.
If you still believe that Positively Legal has not complied with your rights, then you can complain to the Information Commissioner. Contact details are available at https://www.ico.org.uk/concerns
This Privacy Notice was last updated in September 2019. We will need to update this Privacy Notice from time to time and we will notify you of any significant changes.