Dillex Solicitors – Privacy Policy
This Privacy Policy statement explains the data processing practices of Dillex Solicitors; who we are, how we collect, share and use personal information about you, and how you can exercise your privacy rights. It applies to all individuals who access our website at: www.dillexsolicitors.com ("Website"), engage our legal services ("Services"), or who participate in our recruitment activities. Dillex Solicitors respects your right to privacy. We recommend that you read this Privacy Policy in full to ensure you are fully informed.
Dillex Solicitors is a registered “Data Controller” with the Information Commissioner’s Office (ICO), registration number: ZA104670. The ICO are the independent authority which oversees compliance with Data Protection and other associated information governance legislation.
What does Dillex Solicitors do?
'Dillex Solicitors' is the trading name of Dillex Solicitors Limited. For more information about Dillex Solicitors and the legal services we provide, please see the “About Dillex” section of our Website at: https://dillexsolicitors.com/about-us
Information we collect and why?
The personal information that we may collect about you when you visit our website broadly falls into the following categories:
Voluntary Information
We collect personal information that you provide voluntarily through our Website, for example when completing online enquiry form to contact us. The information we collect about you may include some or all of the following:
Name and job title;
Company or organisation;
Contact information, including email address and telephone number(s);
Demographic information such as postcode, preferences and interests;
Other information relevant to client surveys or similar research;
Information pertinent to fulfilling our Services to you; and
Any other personal information that you voluntarily choose to provide to us.If we ask you to provide any other personal information not described above, the personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point that you are asked to provide your personal information.
Automatic Information
When you visit our Website, we may collect certain personal information automatically from your device. This may include information like your IP address, device type, unique device identification number, browser-type, broad geographic location (e.g. country or city-level location) and other technical information. We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.
Collecting this information enables us to better understand the visitors who come to our Website, where they come from, and what content on our Website is of interest to them. We use this information for our internal analytics purposes and to improve the quality and relevance of our Website to our visitors.
Some of this information may be collected using cookies and similar tracking technology, as explained further in our Cookie Notice.
Other information we collect when you engage our services and why?
When you engage us to provide you with legal Services, we collect and use personal information which is necessary for the performance of those Services.
The majority of the personal information we collect and use to provide our Services is supplied voluntarily by (or collected by us from third party sources at the request of) our clients. Because of this, if you are a client of Dillex Solicitors then it will generally be obvious to you what personal information we collect and use. This information may include:
Basic information such as your name, the company you work for, your position and your relationship to a person;
Contact information such as your postal address, email address and telephone number(s);
Financial information, such as payment related information;
Identification and background information provided by you or collected as part of our business acceptance process;
Special categories of personal information, such as information about a person's physical or mental health, alleged criminal activities, or similar where this is necessary in connection with the Services we provide (for example, to advise on a personal injury claim or in connection with a criminal prosecution); and
Any other personal information relating to you or other third parties which you may provide to us for the purpose of receiving our Services.
We use this information to facilitate the provision of our Services to you, the client. In addition, we will process identification and background information as part of our business acceptance, finance, administration and marketing processes, including anti-money laundering, conflict, reputational and financial checks, and to fulfil any other legal or regulatory requirements to which we may be subject. The information our clients provide may be disclosed to third parties to the extent that is reasonably necessary in connection with that work (for example, when seeking advice from external counsel or experts).
Information we collect when you engage in our recruitment
Dillex Solicitors collects information from and about candidates in connection with available employment opportunities at Dillex Solicitors. This information may include CVs, identification documents, academic records, work history, employment and references.
Dillex Solicitors uses your personal information to match your skills, experience and education with the specific roles offered by the firm. This information is passed to the relevant hiring managers and persons involved in the recruitment process to decide whether to invite you for interview. Dillex Solicitors will collect further information from you if you are invited to the interview (or equivalent) stage and onwards.
In connection with our recruitment activities, we may also collect special categories of personal information from candidates where we have an employment law obligation to do so, the information is relevant to their future working environment at Dillex Solicitors or the future provision of employment benefits, or with the individual's explicit consent. For example, we may need to collect information about a candidate's disabilities in order to provide a suitable working environment for that candidate if they are successful in their application.
We may also need to conduct criminal background checks for some candidates, for example applicant lawyers, to assess their eligibility to work at Dillex Solicitors. We may also ask you to provide diversity information about your race/ethnicity and sexual orientation for diversity monitoring purposes, although the provision of this information will be entirely voluntary.
Dillex Solicitors may collect personal information about candidates from the following sources:
Directly from you – for example, information that you have provided when applying for a position directly through the firm's website;
From recruitment agencies – for example, when a recruitment agency contacts us to identify you as a potential candidate;
Through publicly available sources online – for example, where you have a professional profile posted online (e.g. on your current employer's website, or on a professional networking site like LinkedIn); and
By reference or word of mouth – for example, through a referral from former employee/employer or from a referee you have identified.
Sharing of information
We may disclose your personal information to the following categories of recipients:
To our partnerships operating under the Dillex Solicitors brand, as well as third party services providers and partners who provide data processing services to us (for example, for Website visitors who subscribe to our blogs, our blog e-mail delivery provider; or, if you are a candidate, from recruitment agencies we have engaged);
To any competent law enforcement body, regulator, government agency, court or other third party where we believe disclosure is necessary: (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
To a potential buyer (and its agents and advisers) in connection with any proposed purchase, merger or acquisition of any part of our business, provided that we inform the buyer it must use your personal information only for the purposes disclosed in this Privacy Policy; and
To a person you have given us your consent to disclose to.
Legal basis for processing personal information
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you (for example, when providing our Services), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to process personal information about you, or may need to process personal information in order to exercise, establish or defend legal claims.
If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences, if any, if you do not provide your personal information).
If you have questions about or need further information concerning the legal basis on which we collect and use your personal information (including any legitimate interests relied upon), please send an email to: dataprotection@dillexsolicitors.com
How we keep your personal information secure
We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.
Transfer of Data outside of the European Economic Area (EEA)
Information collected by, and provided to us is generally stored within servers or cloud based systems located within the European Economic Area (EEA). This means that any information stored within these member states of the EEA or any approved states or territories, will safe guard and process any information held to the agreed standards and requirements of the General Data Protection Regulations.
If the need occurs to transfer information outside the EEA, Dillex Solicitors will take measures to ensure that the appropriate levels of security are in place to protect your privacy rights. These measures include:
Undertaking a Privacy Impact Assessment (PIA) and other relevant evaluations of the transfer activities;
Ensuring that any relevant parties involved in the transfer process sign up to a Data Processing Contract (DPC) or other suitably recognised contractual formats placing obligations on them obligations on them to ensure the secure and lawful processing of any personal information received, and;
Reviewing whether the receiving organisations home country or territory are subscribed to approved international privacy frameworks such as the USA’s Privacy shield.
Data retention
We will retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), we will securely store your personal information and isolate it from any further processing until deletion is possible.
If you have questions about, or need further information concerning, our data retention periods, please send an email to: dataprotection@dillexsolicitors.com
Your data protection rights
Dillex Solicitors complies with the General Data Protection Regulations data under which subjects will have more control on how their personal data is processed; the following is a list of those rights:
Rights to information about how your personal data is processed
Rights to access your personal data (aka Subject Access Request, SAR)
Rights to rectification of inaccurate data
Rights to erasure
Rights to object to processing
Rights to restriction of processing
Rights to data portability
Rights related to automated decision making
If you have any questions or queries relating to these rights or wish to exercise them, then please contact our Data Protection Officer: dataprotection@dillexsolicitors.com
If you have any reservations or complaints as to how your data is being processed, you can raise this with our Data Protection Officer for a review. If we are unable to resolve your complaints, you may contact the Information Commissioner’s Office (ICO) for further information, advice or to make a complaint directly via their website: https://ico.org.uk/.
Links to Third Party Websites
We take reasonable precautions wherever possible to make sure that other organisations who we deal with have good data processing and security practices, however, it must be stated that we are not responsible for the privacy practices of those organisations whose websites may be linked to our service.
Changes to this Policy
This privacy statement is effective from the 25th of May 2018. From time to time we may make changes to this privacy statement to reflect any changes to our privacy practices (following an internal review) or in accordance with changes to legislation, best practice or website enhancements.
How to contact us
If you have any questions or concerns about our use of your personal information, please email us at: dataprotection@dillexsolicitors.com.