Privacy Notice

What is this notice?

When you use our services or contact us, you trust us with your personal data. We collect, store and process this data about you to help us deliver the best possible legal service. This Privacy Notice will set out what data we collect, how we collect it and what we actually do with it. We also provide you with some information about your privacy rights and how the law protects you.

It is important that you read this Privacy Notice together with any other detailed privacy notices we may provide when we are collecting or processing personal data about you (including our Recruitment Privacy Notice) so that you understand our privacy practices in relation to your data.

Who are we?

In this Privacy Notice we, us or our means LegalVision Law UK LTD, Company number 13704561. Unless we notify you otherwise, we are the controller for your personal data.

A controller is a person or organisation who alone or jointly determines the purposes for which, and the manner in which, any personal data is, or is likely to be, processed.

What personal data do we collect?

Personal data is information that relates to an identified or identifiable individual.

We may collect, use, store and disclose different kinds of personal data about you which we have listed below:

Identity Data including first name, middle name, maiden name, last name, title, date of birth gender, job title and photographic identification.
Contact Data including billing address, delivery address, email address and telephone numbers.
Financial Data including bank account and payment card details (through our third party payment processor, Stripe.
Background Verification Data including your passport number, driver licence number, photographic identification or other details requested as part of our onboarding process to comply with our due diligence obligations, anti-money laundering laws and related ongoing monitoring commitments.
Transaction Data including details about payments to you from us and from us to you and other details of products and services you have purchased from us or we have purchased from you.
Technical and Usage Data including internet protocol (IP) address, your login data for our online platform called Prism, your browser session and geo-location data, device and network information, statistics on page views and sessions, acquisition sources, search queries and/or browsing behaviour, information about your access and use of our website and Prism, including through the use of Internet cookies, your communications with our website and Prism, the type of browser you are using, the type of operating system you are using and the domain name of your Internet service provider.
Profile Data including your username and password for Prism, legal services you have requested from us, information you have shared with our social media platforms, your interests, preferences, feedback and survey responses.
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.
Professional Information including where you are a worker of ours or applying for a role with us, your professional history such as your previous positions and professional experience.
Special Categories of Personal Data is a special category of personal data that 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. In the course of providing our services, we may collect, or come across such special categories of personal data, in different situations, including during the course of conducting a background verification check on you, when reviewing your CV, when providing legal services to you (for example, information we may need to know about your trade union membership to assist you with an employment law matter) and where we ask for your dietary requirements if we are arranging catering for you, including at an event.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data at law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website or Prism feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.

How we collect personal data

We collect personal data in a variety of ways, including:

Directly: We collect personal data which you directly provide to us, including when you fill in forms on our website, sign up to our services, request legal services, subscribe to our marketing publications or when you request our assistance via email, our online chat function, through Prism or over the telephone.
Indirectly: We may collect personal data which you indirectly provide to us while interacting with us, such as when you use our website or Prism, in emails, over the telephone and in your online enquiries.
From third parties: We collect personal data from third parties, such as details from background check providers that we engage for anti-money laundering and other due diligence purposes, details you have provided to recruitment businesses or third party job application sites with the intention that they supply such data to us for recruitment purposes, and details of your use of our website from our analytics and cookie providers and marketing providers. See the “Cookies” section below for more detail on our use of cookies.
From publicly available sources: We collect personal data from publicly available resources such as Companies House and professional networking sites such as LinkedIn.

Collection and use of personal data

We may collect, hold, use and transfer personal data for the following purposes:

to enable you to access and use our website, Prism and other associated platforms, and associated social media platforms;
to onboard you as a client, including performing anti-money laundering and other background checks;
to provide you with legal advice;
to run conflict checks (for actual and potential clients, and for counterparties);
where we are seeking your services, to engage your services;
to contact and communicate with you;
to interact with governmental or regulatory bodies or other authorities in relation to you;
for internal record keeping and administrative purposes, invoicing and billing purposes;
for analytics (including profiling on our website), market research and business development, including to operate and improve our website, services, Prism and associated social media platforms;
for advertising and marketing, including to send you promotional information about our services and any events we are running and information about third parties that we consider may be of interest to you, or, where you have applied for a job with us, to send you information about future job opportunities that we consider may be of interest to you;;
to manage your participation in any of our events that you register for;
to comply with our legal obligations and resolve any disputes that we may have; and
to consider your application to work with us and to conduct pre-employment reference checks.

Legal bases for processing

We collect and process personal data about you only where we have legal bases for doing so under applicable laws. The legal bases depend on the services you use and how you use them. This means we collect and use your personal data only where:

it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract;
it satisfies a legitimate interest (which is not overridden by your data protection interests), such as for the provision of legal services, research and development, to market and promote our services and to protect our legal rights and interests;
you give us consent to do so for a specific purpose (for example we might ask for consent in order to send you third party marketing materials); or
we need to process your data to comply with a legal obligation.

If you have consented to our use of data about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your data because we or a third party have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer using our services. Further information about your rights is available below.

Our disclosures of personal data to third parties

We may disclose personal data to:

our employees, contractors and/or related entities (including members of the LegalVision Group, consisting of Legal Vision Pty Limited (ABN 83 155 748 628), LegalVision ILP Pty Ltd (ABN 50 167 804 088), LegalVision IP NZ Limited (NZBN 9429048789172) and LegalVision NZ Limited (NZBN 9429048590969));
IT service providers, data storage, web-hosting and server providers such as Amazon Web Services;
our background check provider (currently First AML);
Pendo, a user adoption and product analytics platform (that we use with Prism, and our internal client management software);
marketing or advertising providers such as Marketo, Google, Facebook, LinkedIn and Bing;
third parties involved in hosting or organising events or seminars;
Workable, a cloud based talent management software application, that assists us with our recruitment process;
professional advisors, bankers, auditors, our insurers and insurance brokers;
payment systems operators such as Stripe.;
anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights; and
third parties to collect and process data, such as Google Analytics (To find out how Google uses data when you use third party websites or applications, please see www.google.com/policies/privacy/partners/ or any other URL Google may use from time to time), Mouseflow or other relevant analytics businesses.

Google Analytics: We have enabled Google Analytics Advertising Features including remarketing and reporting. We and third-party vendors use first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies (such as Google advertising cookies) or other third-party identifiers together.

You can opt-out of Google Analytics Advertising Features including using a Google Analytics Opt-out Browser add-on found here. To opt-out of personalised ad delivery on the Google content network, please visit Google’s Ads Preferences Manager here or if you wish to opt-out permanently even when all cookies are deleted from your browser you can install their plugin here. To opt out of interest-based ads on mobile devices, please follow these instructions for your mobile device: On android open the Google Settings app on your device and select “ads” to control the settings. On iOS devices with iOS 6 and above use Apple’s advertising identifier. To learn more about limiting ad tracking using this identifier, visit the settings menu on your device.

Overseas transfers

Where we disclose personal data to the third parties listed above, these third parties may store, transfer or access personal data outside of the United Kingdom. The level of data protection in countries outside of the United Kingdom may be less comprehensive than what is offered in the United Kingdom. Where we transfer your personal data outside of the United Kingdom, we will perform those transfers using appropriate safeguards in accordance with the requirements of applicable data protection laws and we will protect the transferred personal data in accordance with this Privacy Notice. This includes:

only transferring your personal data to countries that have been deemed by applicable data protection laws to provide an adequate level of protection for personal data; or
including standard contractual clauses in our agreements with third parties that are overseas.

Data retention

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.

Your rights and controlling your personal data

Your choice: Please read this Privacy Notice carefully. If you provide personal data to us, you understand we will collect, hold, use and disclose your personal data in accordance with this Privacy Notice. You do not have to provide personal data to us, however, if you do not, it may affect our ability to provide legal services to you.

Information from third parties: In some situations, for example, where a recruitment business provides us with details of a potential candidate or a client provides us with personal data of an employee they would like to terminate, we may receive personal data about an individual from a third party. Where this happens, we are likely to not have direct contact with the individual whose personal data we are processing, or it may not be appropriate for us to let them know how we are processing their personal data (for example for confidentiality purposes). If you are a third party providing personal data about somebody else, you represent and warrant that you have such person’s consent to provide the personal data to us or are otherwise permitted by applicable data protection laws to share it with us. We will protect such personal data as set out in this Privacy Notice.

Access, correction, processing and portability: You may request details of the personal data that we hold about you and how we process it (commonly known as a “data subject request”). You may also have a right in accordance with applicable data protection law to have your personal data rectified or deleted, to restrict our processing of that information, to object to decisions being made based on automated processing where the decision will produce a legal effect or a similarly significant effect on you, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to you or another organisation.

Unsubscribe: To unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Withdraw consent: Where we are relying on consent to process your personal data, you have the right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Storage and security

We are committed to ensuring that the personal data we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures and encryption of personal data to safeguard and secure personal data and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

We have also 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.

Cookies

We may use cookies on our website and Prism from time to time. Cookies are text files placed in your computer’s browser to store your preferences. You can find out more information about the types of cookies we use in our Cookie Policy.

Links to other websites

Our website may contain links to other websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal data which you provide whilst visiting those websites. Those websites are not governed by this Privacy Notice.

Amendments

We may change this Privacy Notice from time to time. We will notify you if we make a significant change to this Privacy Notice, by contacting you through the contact details you have provided to us and by publishing an updated version on our website.

For any questions or notices, please contact us at:

LegalVision Law UK LTD 13704561

The Express Building

9 Great Ancoats Street
Manchester M4 5AD

United Kingdom

Email: info@legalvision.co.uk

Last update: July 2022