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TLT LLP is a law firm and limited liability partnership registered in England under number OC308658 and regulated by the Solicitors Regulation Authority under number 406297. Its registered office is 1 Redcliff Street, Bristol, BS1 6TP. Its data protection registration number is Z5378293.
TLT (NI) LLP is a law firm and limited liability partnership registered in Northern Ireland under number NC000856 and regulated by the Law Society of Northern Ireland. Its registered office is River House, 48-60 High St, Belfast, BT1 2BE. Its data protection registration number is Z3336501.
TLT LLP and TLT NI LLP may share data between themselves when providing services. This privacy notice sets out how TLT LLP and TLT NI LLP (who operate under the TLT brand and are collectively known as "TLT") will process personal data we collect from or about you, or which you provide to us.
Please read this Privacy Notice carefully to understand why data is being collected and what we do with that data once in our possession.
We may change the privacy notice or the terms of business from time to time by amending this page. Further information about data privacy may be found in our engagement letter with you.
TLT Data Protection Officer is Gladys Ombu who can be contacted on 0333 006 0778 or gladys.ombu@TLTsolicitors.com
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 will be allowing us to process it as part of engaging our services.
We voice record certain customer interactions when they relate to discussions around arrears. Any voice recording of telephone conversations will be held, for regulatory and monitoring purposes, for a period of three years after the call has taken place.
The legal grounds for processing your personal data are as follows:
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.
Our services are not aimed at children and in private client matters involving children, the children will be represented by their parents or guardians. Where we act for you in private matters involving children, we shall explain to you why we need the information and how it will be used, both when we initially collect the data and as your matter progresses.
We will hold and use personal information about you in the following ways:
Information may be passed to us by third parties in the course of providing our legal services. The processing of this information will be necessary for the progression of your legal matter and to enable us to act in your best interests as your legal representative.
As a law firm we have an obligation to make you aware of anything that is relevant to your matter. When we obtain information about you from a third party rather than from you directly, we will notify you of any relevant information within a reasonable period, and provide you with details including the type of data and source it came from. Typically these sources may include:
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 your final bill.
Based upon the services you need we may pass your details to selected people or organisations (data processors) to carry out certain activities on our behalf. For example, personal information you provide may be disclosed to our agents, who may keep a record of that information.
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 will not disclose (or sell) your personal information to any other third parties for marketing purposes.
Your data will be held on secure servers within the EU with all reasonable technological and operation measures put in place to safeguard it from unauthorised access. Where possible any identifiable information will be encrypted or minimised.
If we have given you a username and password which enables you to access certain parts of your matter on our systems, you are responsible for keeping it confidential. Please do not share it with anyone.
There may be occasions where we need to send your data outside the EU. This would cover situations where we need to deal with international aspects of your matter and instruct overseas organisations to assist.
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 data 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 or removed. These requests are free of charge and can be sent to Risk Manager, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP, or to GDPR@tltsolicitors.com.
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 GDPR@tltsolicitors.com.
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.
We do not use your information for automated decision making.
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 David Sanders, Risk Manager, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP, or emailing GDPR@tltsolicitors.com.
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. If you have any questions about how your personal data is being used, please contact David Sanders, Risk Manager, TLT LLP, 1 Redcliff Street, Bristol, BS1 6TP, or email GDPR@tltsolicitors.com
Version 3 - updated September 2018