DWIL Limited and its subsidiaries, SM Legal Services Limited, Medico-Legal & Neuroscience Partnership Limited (including partnership consultants) and Photo Booths 4Events Limited are committed to safeguarding the privacy of information that you or third parties provide to us. This includes any information about;
• Partnership members
• Website users
• Anyone that accesses any of our services
This policy explains how we protect and manage any personal data you share with us and we hold about you, including how we collect, process, protect and share data.
Should we ask you to provide certain information by which you can be identified when using our websites or accessing our services in any way (directly or indirectly), it will only be used in accordance with this policy.
How we obtain your personal data
Information provided by you
You provide us with personal data either when you join our company, join our partnership, register with / contact us through our website or social media, fill out a registration or enquiry form, email or telephone us or send us information / instructions through the post or via our DX system.
Information we collect from you
The data we collect includes name, residential/work address, date of birth, e-mail address, telephone number/s, details about you/your client’s case, your employment / employer / organisation. We may also keep information contained in any correspondence you may have with us by post or by email for such period as it is necessary for us to fulfil our service to you.
Information collected from company staff, sub-contractors and partnership consultants and members
You may be required to provide:
• Proof of identity
• Proof of qualifications
• Completed criminal records declaration
• Bank details – to process payments
• Emergency contact details – so we know who to contact in case you have an emergency at work
• Provide your email address to the Government Recruitment Service for them to contact you to complete an application for a Basic Criminal Record check via the Disclosure and Barring Service
• Contact your referees, using the details provided in an application or CV
• Ask you to complete a questionnaire about your health.
Our Code of Conduct requires all staff and partnership members to declare if they have any potential conflicts of interest.
Information from other sources
We only obtain information from third parties where law permits this. You may have submitted personal information to other companies and specifically given them permission to allow them to pass on this information.
If we want to collect personally identifiable information through our website, we will make this clear when we collect such information and will explain what we intend to do with it.
How we use your personal data
Information that we collect from you may be used in one of the following ways:
• To respond to, manage, action, progress and administer your enquiry
• To manage and administer your partnership registration and employment
• To personalise your experience and respond to your individual needs
• To improve our website based on the information and feedback we receive from you
• To improve the services that we offer
• To send emails via the email address you provide, which may be used to send you up to date information on our services – where you have specifically chosen to OPT IN to this service
How we collect and use data from website visitors
We use Google Analytics, a third party service, to collect standard information and details of visitor behaviour patterns to find out things such as the number of visitors to the various parts of the site. This information is processed in a way that does not identify anyone.
Information about cookies
Cookies are small files downloaded onto your computer when you visit a website that enable the site to remember information and understand and save your preferences for future visits.
The lawful basis for us to process personal data is with your consent / our legitimate interests in managing your instruction / enquiry / to enable us to perform and fulfil our service to / contract with you.
The information provided, whether public or private, will not be used in any way whatsoever without your consent, other than for the express purpose of delivering the service requested. We undertake at all times to protect your personal data in accordance with the GDPR concerning data protection.
How we protect your personal data
We take various security measures to protect your personal information including SSL (Secure Sockets Layer) on our websites – a standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral. We also have a comprehensive Security & IT Policy.
Sharing of information
We keep information about you confidential and only disclose information with other parties with your consent in order to provide a service / fulfil our contract with you/others on the understanding that they keep the information confidential, including trusted third parties who assist us in operating our website and conducting our business and services. We may also release your information when we believe release is appropriate to comply with the law. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
Third party links
Any third party sites with which we have links have separate and independent privacy policies. We have no and accept no responsibility or liability in connection with these linked sites. We do not currently transfer personal data outside the EEA
We only keep your personal data for as long as it is required to manage your instruction / enquiry / enable us to fulfil/perform our contract with you.
Data subject rights
Subject access request
The GDPR grants you the right to request a copy of any personal data/information we hold about you. We shall respond promptly and within 1 month of the access request and our response will include information as to;
• What, how and when we acquired the data information
• The purpose for our holding / processing the information
• Persons / parties with whom the information was shared and purpose of sharing
If you believe any information held is incorrect or incomplete, we will promptly rectify incorrect information.
We will erase personal data in accordance with your requests without undue delay
Restriction of processing & right to object to processing
You have the right to restrict and / object to the processing of data in circumstances where the accuracy is contested, processing is unlawful, where it is no longer required, (save by you) and where you have objected, pending the finding of legitimate grounds to override such objection.
We will notify you of rectification / erasure / restriction of data processing to each recipient to which data has been disclosed, unless it is impossible or disproportionate to do so and will provide you with information as to recipients further to your request.
You have the right to receive your personal data that you have provided to us in a commonly used, machine-readable format and to transmit this data to others without hindrance.
Accuracy of information
We need to keep accurate information about you and take reasonable steps to ensure this and that the source/s of information is/are clear and kept up to date.
Summary of Practice principles
Information is collected and used only where we have legitimate business reasons to do so, only to the extent that is necessary and only for the purpose for which it was obtained, unless permission is given otherwise.
We will update your information to ensure that it is kept accurate and up to date.
We adhere to retention policies and have security measures in place to protect your personal data and to ensure that it is securely disposed of when no longer required.
We provide our staff and partnership team with continuous training and are always looking at ways to improve meeting our Data Protection obligations.
We will observe your rights under data protection laws.
Data Protection Officer: Sally Mackey
This policy is regularly reviewed and kept up to date and the latest version can be found here. Continued use of our services signifies that you agree to any changes to how we collect and use your information. Last review 1 May 2018.
More information about your privacy rights can be found at http://www.ico.gov.uk