Client Privacy Policy

Dixon Ward collects and uses personal data and information about you. Your privacy is important to us and as a provider of legal services, we handle personal data in accordance with the provisions of the General Data Protection Regulations (GDPR) under which we operate as a ‘data controller’ as defined by the regulations.

We treat all information we collect as confidential. We collect your personal information in a way that is lawful, fair and not unreasonably intrusive to your privacy. When you browse our website as a visitor, we do not collect any personal information.

Why do we collect your information?

Generally, we will collect information from you for such things as:

• providing our services;
• keeping relevant records of your matter;
• checking your identity;
• verifying source of funds/wealth;
• billing and verification of account details;
• complying with our legal and regulatory requirements;
• seeking third party services such as other professionals or government bodies;
• informing you of events;
• improving, maintaining and managing the firm’s business relationship with you.

Our lawful basis for holding your personal data can be found in Article 6(1)(b) of the GDPR.

We collect your information only to carry out our business and deliver our services to you and as may be required to comply with legal and regulatory requirements. We will not use or disclose your information for any other purpose without your consent (unless the law requires us to) or it is necessary for the conduct of your matter.

What information do we collect?

We collect personal data as defined by the GDPR, including but not limited to:

• identity and contact data including name, address, telephone numbers, email addresses, marital status, gender, date of birth;
• passport, driving licence or other photographic ID;
• National Insurance number;
• financial information such as bank and transactional statements and payment card details;
• employment details;
• sensitive personal data relating to your physical or mental health (in private client matters such as those relating to Court of Protection or attorneyships).

How do we collect personal information?

We collect information for service delivery, in ways including but not limited to:

• documents provided to us;
• emails;
• telephone calls or text/WhatsApp messages;
• notes from telephone calls and meetings

We collect information from third parties or publicly available sources where you have agreed to this or it is reasonable for us to do so.

Who has access to your personal data?

We will generally only use your personal data internally as set out below. However, we may need to disclose information to others in the course of your transaction such as other professionals acting on your behalf, search companies carrying out electronic AML reports or government bodies (i.e. HMRC, HMCTS).

How do we use your personal information?

We use your information only for the reasons we tell you when we collect it or as this policy outlines.

Exceptions are where:
• you consent to it being used for another purpose;
• your health, safety or welfare or that of the general public is affected;
• the law authorises or requires the intended use;
• it is reasonably necessary to enforce a criminal law, or a law enforcing a financial penalty, or to protect public revenue;
• it directly relates to the original reason for it being collected;
• you can assume that we will need to share it with relevant individuals or agencies in accordance with our Terms of Business.

How do we keep your information secure?

We have procedures in place to securely process your personal data and take all reasonable measures to protect it including technology to minimise the risk of unauthorised access, use, modification or disclosure. This includes physical, network and computer security as well as secure printed records.

We use Multi-Factor Authentication and restrict access to our IT systems to people who legitimately need to use it.

When you visit our website, we may use cookies to record information about your visit like:

• the type of browser and operating system you use;
• your server’s IP address;
• the pages you access on our site;
• the information you download.

We or our web service provider may compile and analyse statistical data we collect to improve our services, but we can’t personally identify you as the source of that data.

Please visit our website for details of our Cookies policy.

Retention of your information

We will keep your personal data after we have finished advising or acting for you in line with our internal and regulatory retention period requirements. We will do so for one of these reasons:

• to respond to any questions, complaints or claims made by you or on your behalf;
• to keep records required by law, our professional regulator or for insurance purposes.

How can you access your information?

Please contact us in writing to access your information, with proof of your identity. We will reply to your request within one calendar month. Any request will be considered fully and if we are unable to comply, a full explanation will be provided.

Please also contact us in writing if you wish us to update or delete your information. We will take the necessary reasonable steps to delete the relevant live data we hold.

Any concerns?

You have the right make a complaint at any time to the ICO (www.ico.org.uk). Before doing so, we would appreciate the change to deal with any concerns you may have so please contact us in the first instance if you:

• have any questions about this policy or how we use your personal information;
• would like to report a breach of this policy.