Sort Legal value your privacy and we care about how we look after your personal data. We are a Data Controller and as such are responsible for any personal information that we collect or you provide to us during the course of our contact with one another.
Our full contact details are:
Sort Legal Limited, we are registered in England and Wales under registration number 09956080 and our registered office and principle place of business is Burdsall House, Derby Conference Centre, London Road, Derby DE24 8UX. You can contact us via post at the address above, email at firstname.lastname@example.org or by telephone on 0333 323 1091 during the hours of 9am – 5.30pm Monday to Thursday and 9am – 5pm Friday (except on bank holidays). We are registered with the Information Commissioner’s Office (ICO) under reference ZA220686. You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues (https://ico.org.uk) please read: https://ico.org.uk/for-the-public/raising-concerns/ for details of how to do this. We would appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance at email@example.com.
1. What personal information do we collect?
We may collect personal information from you in the course of our professional relationship. This includes when you use our website, when you contact or request information from us, when you engage our conveyancing services, and possibly as a result of your relationship with one or more of our staff and clients.
The personal information that we process includes:
2. How do we collect your personal information?
Sort Legal collects and processes personal information about you in a number of ways, including:
3. How do we use your personal information?
A number of facilities on our website and portal areas invite you to provide us with personal information, such as the vacancy application facility in the ‘Careers’ section of our website. The purpose of this facility is apparent at the point that you provide your personal information and we only use that information for those purposes.
Our website uses Google Analytics, a web-based analytics tool that tracks and reports on the manner in which the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and therefore anonymous.
We also use personal information to understand whether you read some of the emails and other materials that we send to you, click on the links to the information that we include in them, and whether and how you visit our website after you click on that link (immediately and on future visits). We do this by using software that places a cookie on your device which tracks this activity and records it against your email address. If you receive marketing communications from us and no longer wish to do so, you may unsubscribe at any time by emailing firstname.lastname@example.org.
Meetings, events and seminars
We will collect and process personal information about you in relation to your attendance at our offices or at an event or seminar organised by Sort Legal or its business partners. We will only process and use special categories of personal information, for instance; your dietary or access requirements, in order to cater for your needs and to meet any other legal or regulatory obligations we may have. We may share your information with IT and other service providers or business partners involved in organising or hosting the relevant event.
Legal and other services
We collect, create, hold and use personal information in the course of and in connection with the conveyancing services we provide to our clients. We will process identification and background information as part of our business acceptance, finance, administration and marketing processes. These processes include but are not limited to anti-money laundering, conflict, and financial checks. We will also process personal information provided to us by or on behalf of our clients for the purposes of the work we do for them. The information may be disclosed to third parties to the extent reasonably necessary in connection with that work for example HMRC, HMLR, Search provision companies and Lenders.
4. On what basis do we use your personal information?
5. How long will we keep your personal information?
Your personal information will be retained in accordance with our Data Retention Policy which categorises all of the information held by Sort Legal and specifies the appropriate retention period for each type of data. Those periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and Sort Legal’s business purposes.
6. Who do we share your personal information with?
We may share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:
Where necessary, or for the reasons set out in this policy, personal information may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies. While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.
If in the future we re-organise or transfer all or part of our business, we may need to transfer your information to new Sort Legal entities or to third parties through which the business of Sort Legal will be carried out.
We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.
7. How do we protect your personal information?
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.
You acknowledge that the Internet and email is not a completely secure medium for communication and accordingly, we cannot guarantee the security of any information you send to us (or we send to you) via the Internet. We are not responsible for any damages which you, or others, may suffer as a result of the loss of confidentiality of such information and you should take appropriate measures in your use of the internet and IT to protect your data security. For more information on how you can protect yourself from fraud and a breach of privacy please visit https://takefive-stopfraud.org.uk/advice/
8. What are your rights in relation to your personal information?
The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects in particular circumstances:
If you wish to exercise any of these rights, please contact us at email@example.com
NO FEE USUALLY REQUIRED
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 may refuse to comply with your request in these 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 may 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.