Types of personal information we collect

We collect, use and store different types of personal information about you, which we have grouped together as follows:

Types of personal information

Description

Identity Data

ID information including your name, marital status, title, date of birth and gender

Contact Data

Where you live and how to contact you

Financial Data

Your financial position, status and history, including bank details and credit rating

Transactional Data

Details about payments to and from you and other details about services you purchase from us

Contractual Data

Information obtained by providing legal services to you

Communications Data

What we learn about you from letters, emails and conversations between us

Publicly Available Data

Details about you that are publicly available, such as on Companies House or elsewhere on the internet

 

How we use your information

The table below outlines how we use your personal information and our reasons. Where these reasons include legitimate interests, we explain what these legitimate interests are.

What we use your information for

Our reasons

Our legitimate interests

  • To communicate with you in relation to your complaint or legal claim
  • Contractual obligations
  • Legitimate interests
  • To deal with and respond to your complaint
  • To contact and communicate with third parties who may be involved in (or have knowledge of) matters relevant to the complaint or legal claim
  • Legitimate interests
  • To gather evidence relevant to the complaint
  • To notify our insurers and communicate with them in relation to the complaint or legal claim
  • Legitimate interests
  • To comply with the terms of our insurance cover
  • To notify and communicate with regulators concerning your complaint or legal claim
  • Legal obligation
  • Legitimate interests
  • To comply with legal or regulatory obligations
  • To establish, bring or defend legal claims
  • Legal claims
  • Legitimate interests
  • To gather evidence
  • To manage complaints or legal claims
  • To take legal or other professional advice

 

Where we collect your personal information from

We may collect personal information about you from the following sources:

  • Directly from you
  • Third parties who may be involved in matters relevant to the complaint or legal claim
  • Legal, other professional advisors and enquiry agents
  • Scottish Legal Complaints Commission, the Law Society of Scotland and the Solicitors Regulation Authority

Who we share your information with

We may share your personal information with the following third parties:

    • Our insurers
    • Agents and service providers that we use during the course of managing your complaint or legal claim
    • The police and other law enforcement agencies
    • Relevant regulators, including the Information Commissioner's Office in the event of a personal data breach, the Scottish Legal Complaints Commission, the Law Society of Scotland and the Solicitors Regulation Authority
    • Other companies owned or jointly owned by Brodies LLP
    • Potential or actual purchasers of any part of our business or assets, or other third parties in the context of a possible transfer or restructuring of our business

If you choose not to give your personal information

If you choose not to give us your personal information, it may delay or prevent us from being able to comply with our own legal obligations. It may also result in us being unable to, or refusing to, deal effectively with your complaint.

Automated decisions

We do not envisage taking any decisions about you based solely on automated processing (i.e. without human involvement), which have a legal or similarly significant effect on you.

How long we keep your personal information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

Where you make a complaint or legal claim against us or any member of our staff we shall retain your personal information in relation to all matters relevant to that complaint or claim until the complaint or claim has been final disposed of and any other matters which may give rise to the prospect of further claims have been disposed of or are time barred. The time periods concerned will vary according to the circumstances.

International transfers

As a law firm, we hold all personal information concerning our clients and their affairs within the United Kingdom. We do work with agents and service providers who we use to help us to provide our services and they may process your personal information on our behalf outside the EEA. If your information is processed outside the EEA, we will ensure that it is protected to the same standards as if it were being processed within the EEA by using appropriate safeguards.