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Privacy Policy - Clients

Privacy Policy - Clients

Morgan LaRoche values the privacy of those who provide personal information to us. This privacy policy describes how and why we collect, store and use personal information, and provides information about individual's rights.

This Policy applies to both personal information supplied to us either by an individual or by others. We may use personal information supplied to us for any of the purposes as set out in this Policy, or as otherwise disclosed at the point of collection.

This Policy is an important document. We recommend that you read it carefully and print and keep a copy for your future reference.

In this Policy, we use the terms:

"we", "us", and "our" (and other similar terms) to refer to: Morgan LaRoche Limited which trades as Morgan LaRoche. Our Company Registration number is 05556632 and our SRA reference is 425900.

"Personal Information" is any information relating to an identified or identifiable natural person;

"you" and "your" (and other similar terms) refer to our clients, individuals associated with our clients, contacts, suppliers and visitors.

Your rights in relation to Personal Information and how to exercise them

Under certain circumstances you have the following rights:

  • the right to ask us to provide you, or a third party, with copies of the Personal Information we hold about you at any time and to be informed of the contents and origin, verify its accuracy, or else request that such information be supplemented, updated or rectified according to the provisions of local law;
  • the right to request erasure, anonymization, restriction or blocking of your Personal Information that is processed in breach of the law;
  • the right to object on legitimate grounds to the processing of your Personal Information. In certain circumstances we may not be able to stop using your Personal Information, if that is the case, we'll let you know why;
  • the right to data portability;
  • in relation to automated decision making and profiling; and
  • withdrawal of consent - while we do not generally process Personal Information on the basis of consent when Personal Information is processed on the basis of consent an individual may withdraw consent at any time. In the event that you no longer want to receive any marketing material from us, please use the unsubscribe option (which is in all of our marketing emails to you).

To exercise such rights (bar withdrawing from marketing emails - as described above) and if you have any questions about how we collect, store and use Personal Information, then please contact the Data Protection Officer.

What basis do we have for processing your Personal Information?

We will only process personal Information where we have a lawful reason for doing so. The lawful basis for processing Personal Information by us will be one of the following:

  • the processing is necessary for the performance of a contract you are party to or in order to take steps at your request prior to you entering into a contract;
  • the processing is necessary in order for us to comply with our legal obligations (such as compliance with anti-money laundering legislation);
  • the processing is necessary for the pursuit of our legitimate business interests (including that of the delivery and the promotion of our services); and
  • processing is necessary for the establishment, exercise or defence of legal claims.

What Personal Information do we collect and process?

We aim to be transparent about why and how we process Personal Information.

Business contacts

Collection

Personal Information is collected and added to an internal database by our staff, and includes: name, email address, telephone number, business, job role, number of employees, location, marketing preferences and other business contact information. The Personal Information may also be collected by virtue of us providing our services to you or at events or networking. In addition Personal Information may also be collected via our website (our website privacy policy provides further information about this).

Use

  • For contact and communication purposes: we may use your contact information to send you legal updates that we may circulate from time to time, news about any events we are organising or participating in, and/or other information about us and the services that we provide that we believe may be ofinterest to you. You can specify your contact preferences when registering online to receive communications from us or by subsequently advising us of your contact preferences using options provided on all of our marketing emails or contact the Data Protection Officer.
  • Performing analytics - such as trends, sales intelligence, marketing effectiveness (such as click and open rates) uptake and progress.

Retention

Personal Information is retained on our database for as long as it is necessary for the purposes set out above (being the length of the business relationship). If a business contact requests to be forgotten their contact details will be deleted from the database. If a business contact opts out of receiving marketing materials their details will still be retained (as our lawyers may still be in contact) but marketing materials will no longer be sent.

Clients and individuals associated with clients

Collection

We request that our clients only provide Personal Information which is necessary for us to carry out our services.

If we need Personal Information in respect of individuals associated with clients, our clients should provide this Policy to the data subjects.

In the majority of circumstances we will collect Personal Information from our clients or from third parties acting on behalf of our clients.

Use

  • Providing legal services: we will use and disclose Personal Information in such a manner as we believe is reasonably necessary to provide our services, to liaise with other professional service providers in relation to matters that we are handling, or because we need to liaise with the opposing party on a matter you have instructed us on.
  • Administration: to collect our fees or costs in connection with other legal enforcement, we will use Personal Information to agree payment arrangements, and to collect our fees and costs owing to us in connection with legal enforcement.
  • Managing client relationships: providing clients with information on our services and legal updates that we consider may be relevant to them; arranging and hosting events; and identifying where we may make improvements in service delivery.
  • Client engagement: as part of our process we carry out certain background searches to verify whether or not there are any potential issues that may mean we cannot work with a particular person (to identify criminal convictions, politically exposed persons, sanctions or other potential reputation issues).
  • Compliance with anti-money laundering regulation: we may use your Personal Information (e.g. evidence of your identity) in order to fulfil our obligations to check the identity of our clients in compliance with anti-money laundering law and regulations.

Retention

Our general retention period for documentation created for the purpose of providing legal services is 12 years from the end of the matter. In some instances there are legal and regulatory exceptions which may require documentation to be held for longer or shorter periods. If you require further information please contact the Data Protection Officer.

Suppliers (including individual contractors)

Collection

Personal Information, including name, email address, telephone number and other business contact information, is collected to receive services from suppliers, to manage the relationship with the supplier, and for the provision of services to our clients.

Use

  • To receive services from our suppliers: please note that we will use and disclose their Personal Information in such manner as we believe is reasonably necessary to receive and to review the provision of those services from suppliers.
  • Services to clients: if a supplier is assisting us in delivering services to our clients we will process Personal Information to manage that relationship.
  • Administration: to agree payment arrangements with our suppliers, and to make payments to them.

Retention

A general retention period of 12 years from the end of the matter will be applied unless there are any legal and or regulatory exceptions which may require documentation to be held for shorter or longer periods. If you require further information please contact the Data Protection Officer.

Who else may have access to your Personal Information?

On occasion, we may need to share your Personal Information with third parties. We will only share Personal Information where we are legally permitted to do so.

Where you supply us with Personal Information as a client, we will assume, unless you instruct us otherwise in writing, that we can disclose your Personal Information in such manner as we believe is reasonably necessary to provide our services (including as described in this Policy), or as is required under applicable law. This might be because, for example, we may pass your Personal Information to third parties such as:

  • credit-checking agencies for credit control reasons;
  • events: we may need to pass on your Personal Information (e.g. name, company, occupation) to a third party in connection with management of an event, in which case the details will only be used by the third party for that specific purpose;
  • business partners, service providers and other affiliated third parties: to enable us to provide our services to you, we may need to share your Personal Information with our business partners (including other professional advisers such as accountants or auditors), external service providers and/or overseas counsel. Our arrangements with external service providers currently cover the provision of support services including IT, HR Consultancy, Legal Expenses Insurance, document production and file management, business and legal research, event management, marketing administration and facilities management; and
  • disclosures required by law or regulation: in certain circumstances, please note that we may be required to disclose Personal Information under applicable law or regulation, including to law enforcement agencies or in connection with proposed or actual legal proceedings.

International transfers of Personal Information (including to outsourced service providers)

From time to time, we may need to transfer your Personal Information to organisations/individuals that are located in territories outside of the European Economic Area ("EEA"), in order to provide you with the services required.

Please note that the legal regimes of some territories outside of the EEA do not always offer the same standard of data protection as those inside the EEA, although we will ensure that your Personal Information is only ever treated in accordance with this Policy.

Where necessary, we have entered into standard European Commission approved form model data protection clauses with parties that are located in territories outside of the EEA, to provide you with the service required and with our external service providers and business partners in relation to services that they may provide that involve processing data from locations outside of the EEA for which we are Data Controller.

How we look after your Personal Information

We have in place appropriate technical and organisational security measures to protect your Personal Information against unauthorised or unlawful use, and against accidental loss, damage or destruction.

We put in place strict confidentiality agreements (including data protection obligations) with our third party service providers.

Data Protection Officer contact information

Name: William Barletta
Position: Director
Email: wbarletta@morganlaroche.com
Telephone: 01792 776776

Complaints

While we hope that you will not need to, if you want to complain about our use of Personal Information please send an email detailing your complaint to the Data Protection Officer.

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.