Paul Tweed LLP (‘the firm’) is a law firm offering legal services to businesses and individuals.
In order to provide our services and manage our business, we collect and manage data from clients and others. We are committed to protecting the privacy rights of individuals.
This Privacy Notice describes the ways in which we collect, manage, store and dispose of data. We may update it from time to time.
Our contact details
Our main office is at Pearl Assurance House, 1-3 Donegall Square East, Belfast BT1 5HB.
Telephone +44 (0) 28 9527 7920
Our Privacy Officer is Selena Kerins, email: email@example.com.
What information do we collect?
The information which we collect may include –
- Home address;
- Telephone numbers;
- Email address;
- Other contact details;
We may also collect sensitive information, including, where relevant –
- Health data (relating to both physical and mental conditions);
- Racial or ethnic origin.
- Your Internet Protocol (IP) address which connects your computer or device to the internet;
- The pages which you visited;
- Your searches and the results of those searches;
- Response times of the website pages you visited;
- Any errors generated by your use of our website.
Why do we collect the information?
We collect data in order to –
- Provide legal services and respond to requests for legal services;
- Provide information relating to our services either in response to specific requests or generally in order to develop our business;
- Process employment applications;
- Bill for our services and obtain payment;
- Respond to complaints;
- Meet our legal and regulatory obligations;
- Improve the functionality of our website.
How will we use your information?
The following table sets out the information we collect and the legal basis upon which we collect it.
|Purpose for obtaining the information||Legal basis for using the information|
|Providing legal services and responding to requests for legal services||Performance of a contract, including steps taken in anticipation of entering a contract|
|Provide information relating to our services either in response to specific requests or generally in order to develop our business||Our legitimate interest in developing our business. We will note the rights of individuals to unsubscribe from mailings and/or manage their preferences in our mailings and requests to unsubscribe may be made by using a link in the email or by contacting our Privacy Officer at the contact details above.|
|Providing legal updates and information in relation to events which we believe may interest you||Our legitimate interest in developing our business. We will note the rights of individuals to unsubscribe from mailings and/or manage their preferences in our mailings and requests to unsubscribe may be made by using a link in the email or by contacting our Privacy Officer at the contact details above.|
|Processing employment applications||Performance of a contract, including steps taken in anticipation of entering a contract, and, in the case of information which we are required to provide for tax or social security purposes, compliance with our legal obligations. We may also seek the explicit consent of applicants for employment to us obtaining further information.|
|Billing for our services and obtaining payment||Performance of a contract and, in relation to tax and VAT, for complying with our legal obligations|
|Responding to complaints||Compliance with a legal obligation|
|Meeting our legal and regulatory obligations||Compliance with a legal obligation|
|Improving the functionality of our website.||Our legitimate interests in improving the content and performance of our website|
Information provided by you
In certain circumstances we are required to collect information from you in order to comply with our legal or regulatory obligations. This may, for example, include information relating to your identity and source of funds. We may also be required to collect information from you or from others on your behalf in order to perform a contract with you, such as health records. If you do not provide us with the information which we require we may be unable to act for you. in the case of an application for employment, if you do not provide the information we need, we may be unable to offer you employment.
The data protection legislation provides you with the following rights.
Right to be informed
This Privacy Notice is provided to fulfil our obligation to tell you how we use your information.
Right of access
You are entitled to ask us for a copy of any personal data which we hold relating to you. This right is known as a ‘Subject Access Request’. If you wish to make a Subject Access Request you should contact our Privacy Officer in writing or by email or orally –
Paul Tweed LLP
Pearl Assurance House,
1-3 Donegall Square East,
Telephone +44 (0) 28 9527 7920
We will normally send you a copy of the information within one month of your request. However that period may be extended by two further months where necessary, taking into account the complexity and number of the requests. There is usually no charge; in exceptional circumstances we may charge but will discuss this with you if that applies.
Right to rectification
If the information we hold about you is inaccurate you may contact our Privacy Officer using the contact details above.
Right to erasure
In certain circumstances you may be entitled to ask us to erase your personal data. for further information, please contact our Privacy Officer using the contact details above.
Right to data portability
If you wish to move, copy or transfer the electronic personal data that we hold about you to another organisation, please contact our Privacy Officer using the contact details above.
Right to object
You may also object to your data being used for direct marketing.
You may also object to the continued use of your data in any circumstances where we rely upon consent as the legal basis for processing it.
Where we rely upon legitimate interests as the legal basis for processing your personal data, you may object to us continuing to process your personal data but you must give us specific reasons for objecting. We shall consider the reasons you give us but if we consider that there are compelling legitimate grounds for us to continue to process your data we may continue to do so. In that event we shall let you know the reasons for our decision.
Rights related to automated decision making including profiling
You may object to automated decision making, including profiling, by contacting our Privacy Officer using the contact details above.
How long will we retain your information?
We will usually retain your information as follows.
|Type of data||Retention period|
|Client files||Six years after conclusion of the matter.
We need to keep records for this period for regulatory compliance and to ensure our records are adequate for the purposes of obtaining insurance to protect our clients and other parties.
|Health records (for example, for personal injury claims)||We will destroy these securely at the conclusion of the contract: further copies can be obtained if necessary from the original source.|
|Employment applications||12 months from the date of conclusion of the application process.|
|Human resources||6 years from conclusion of the period of employment|
|Website data||1 year.|
We implement a range of technical and organisational measures to protect your information and ensure confidentiality. We keep these under regular review.
Questions and problems
(a) in Northern Ireland: The Information Commissioner’s Office – Northern Ireland at: 3rd Floor, 14 Cromac Place, Belfast BT7 2JB or telephone: 028 9027 8757 / 0303 123 1114 or email: firstname.lastname@example.org.
(b) in England & Wales: The Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow SK9 5AF or https://ico.org.uk.
(c) in the Republic of Ireland: Data Protection Commissioner, Canal House, Station Road, Portarlington, R32 AP23 Co. Laois