Monthly Archives: May 2018

GDPR Privacy Notice for Subscribers to our Workwise Newsletter

WHAT IS THE PURPOSE OF THIS DOCUMENT?

Workwise Legal is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use the personal information you have provided to us, in order to receive the Workwise newsletter, in accordance with the General Data Protection Regulation (GDPR).

Workwise Legal LLP is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

The Members or Partners of Workwise Legal, together with our Consultants and Employees are also “data processors”, which means that we are responsible for processing personal information about you, on behalf of Workwise Legal.

This notice does not form part of any contract with you and we may update this notice at any time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

DATA PROTECTION PRINCIPLES

We will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We will collect, store, and use your personal contact details such as name, title and e-mail address.

HOW IS YOUR PERSONAL INFORMATION COLLECTED?

We collect the above information from you personally when you indicate that you wish to receive our Workwise newsletter, and provide your consent for us to add you to our newsletter subscription list.

HOW WE WILL USE INFORMATION ABOUT YOU

We will only use your personal information when the law allows us to. In this case, we will use your personal information to e-mail our Workwise newsletter to you, which typically happens once a month, but may occasionally be more frequent than that. We are relying on the following lawful reason to do this, permitted under the GDPR:

It is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. In other words, it is our way of keeping in touch with you and remaining useful to you by providing regular news on employment law cases and developments.

CHANGE OF PURPOSE

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

AUTOMATED DECISION-MAKING

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision-making in the following circumstances:

  1. Where we have notified you of the decision and given you 21 days to request a reconsideration.
  2. Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights.
  3. In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

DATA SHARING

We may have to share your data with third parties, namely Mailchimp, which we use to prepare and distribute our newsletter, or other similar third party that we decide to use in the future for that purpose. We require third parties to respect the security of your data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes, but only for the purpose of retaining our newsletter subscription list and distributing our newsletter.

We will also share your information with other members/partners, consultants, workers, volunteers and employees within Workwise Legal for the management of our newsletter subscription list. We have a Privacy Standard and Guidelines in place to ensure that your information is always processed in accordance with the law.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors, consultants and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, namely to stay in touch by providing you with our Workwise newsletter. If you decide you no longer wish to receive our newsletter, you can opt out by clicking on the ‘unsubscribe’ button on each newsletter, or by e-mailing Claire.Collinge@workwiselegal.com. We will make sure that you do not receive any further newsletters after that time and will remove your details from our subscription list within 1 month.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes so that we can update your details on our subscription list.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it.
  • You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please e-mail Claire.Collinge@workwiselegal.com.

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

If you decide you no longer wish to receive our newsletter, you can opt out by clicking on the ‘unsubscribe’ button on each newsletter, or by e-mailing Claire.Collinge@workwiselegal.com. We will make sure that you do not receive any further newsletters after that time and will remove your details from our subscription list within 1 month.

DATA PROTECTION CONTACT

Claire Collinge is the partner responsible for data protection within Workwise Legal and will oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information, please e-mail Claire.Collinge@workwiselegal.com. 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.

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this Privacy Notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.