Hek Jones Limited (trading as Hek Jones Solicitors) is a company registered at Companies House under number 09134824 and regulated by the Solicitors Regulation Authority under number 619158. Its registered office is 2 nd Floor, 14 Cathedral Road, Cardiff, CF11 9LJ.
This Privacy Notice is intended to set out what data we collect as a firm, why it is collected and how we deal with that data whilst it is in our possession.
The personal information we collect will depend on the nature of the services we are providing and what we are contracted to do for you. Typically this might include the following:
Where necessary to act in your best interests, and for the establishment, exercise, or defence of your legal matter, we may need to process information which is very sensitive in nature such as diversity and health related details. In some circumstances we may need to share this information with third parties, for example a court or tribunal. If you volunteer sensitive personal data, you allow us to process it as part of engaging our services.
There are certain legal grounds on which we can process your personal data. We have to identify to you which of those grounds we rely on when processing your personal data. The legal grounds that we rely on are as follows:
Contract – in instructing Hek Jones Solicitors to act for you, then you enter into a contract with us for the provision of legal services. The terms of that contract are set out in our letter of engagement and terms of business. It is necessary for us to process personal data in the performance of that contract.
Legitimate Interests - It is necessary to process personal data for the furtherance of either your or our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals. These legitimate interests will include our interests in managing our relationship with our clients, administering visits to our offices and ascertaining achievement of proper standards/ compliance with policies, practices or procedures.
Legal Obligations – It may be necessary to process your personal data in order to comply with mandatory legal obligations to which we are subject under law, for example we may be required to share personal data with government agencies as part of our obligation to combat money laundering.
Consent – in certain circumstances you may give us your express consent to process your personal data. In such circumstances we will record how and when that consent was given and the extent of your consent. If you have given consent, you can withdraw this at any time by notifying us.
In commercial matters, in the course of providing our legal, financial and other professional services to you we will hold and use personal information about you, your officers and/or your employees. When you provide personal information to us relating to your officers or employees, you confirm that you are allowed to do so. You should ensure that those individuals understand how their data will be used by us.
In personal matters you may be providing other third party data to us, for example details about your family members, in which case we will use such data as a data controller in our own right and will comply with data protection legislation in relation to use of that data. You must have the authority to disclose personal data if it relates to someone else and all data disclosed should be complete, accurate and up to date.
We will hold and use personal information about you in the following ways:
We will only retain your information for as long as is necessary to:
Typically we will store the information for fifteen years from the date of conclusions of your matter.
We may share your details with carefully selected third parties. These may include service providers, support services and organisations that help us to market our services and third parties instructed to enable us to fulfil our contractual obligations to you and/or our clients in the course of business.
We may pass your information to any third parties where required to do so in the course of providing legal services, or where we are obliged by law. This will include, but is not limited to:
At the outset of your matter we may not be aware of all the other parties involved as this will depend on the specific nature of the work.
We follow strict security procedures as to how your personal information is stored and used, and who sees it, to help stop any unauthorised person getting hold of it. All personal information you register on our website will be located behind a firewall. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access
Some organisations may be located in countries outside of Europe where data protection laws are not as strict as they are in the UK. Where your personal data is being transferred outside the EU, we will undertake an assessment of the level of protection in light of the circumstances surrounding the transfer. We will make sure that any transfers are not repetitive and only limited to the minimum amount of information possible. In certain circumstances we may need to seek your consent unless there is an overriding legal need to transfer the information.
You have a right to request a copy of the personal information we hold about you, known as a subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated. You can ask that we erase all personal information that we hold about you. Where it is appropriate that we comply, your request will be fully actioned within 30 days. These requests are free of charge (except in exceptional circumstances) and can be sent to the Managing Director, Hek Jones Solicitors, 104 Whitchurch Road, Cardiff, CF14 3LY
You can ask us to limit the way in which we are using your information or object to certain types of processing. We will do our best to comply with your request unless we have to use the information for legitimate business or legal purposes.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue acting for you and be forced to immediately cease acting. In these situations you would remain liable for the fees and disbursements incurred to date.
Any queries or concerns about the way in which your data is being used can be sent to firstname.lastname@example.org
You have the right to request that we send a copy of the personal data we hold about you to another organisation for your own purposes, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information to another organisation please let us know. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to the Managing Director, Hek Jones Solicitors, 104 Whitchurch Road, Cardiff, Cf14 3LY.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office. Further details can be found at www.ico.org.uk or 0303 123 1113.
If you are not our client your personal data may be processed to enable us to provide legal advice to our client and may also be used in legal proceedings on behalf of our client. We are allowed to use your information because it is in the legitimate interests of our client (for example under the terms and conditions of a loan agreement) to do so. We may also have to use your personal data to comply with our own legal and regulatory obligations.
We may also retain and use your personal data when responding to enquiries by you if you are considering becoming a client or an employee of the firm, for example when you contact us asking for a quotation or applying for a job. This privacy notice will apply to such information even though you are not, and may not become, a client of the firm.