When we say 'Brodies', 'we' or 'us' in this notice, it means Brodies LLP. Brodies LLP is the 'controller' of your personal information.
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 and gender |
| Contact Data | Where you live or your business address and how to contact you |
| Communications Data | What we learn about you from letters, emails, call recordings and conversations between us |
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 |
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Where we collect your personal information from
We may collect personal information about you from the following sources:
- Directly from you
- CCTV footage
Who we share your information with
We may share your personal information with the following third parties:
- Agents and service providers that we use to support our business, including contracted building managing and security service providers at the buildings that we occupy
- Our insurers
- The police and other law enforcement agencies
- Relevant regulators, including the Information Commissioner's Office in the event of a personal data breach
- Emergency services
- (a) Subsidiaries or affiliates of Brodies LLP and/or (b) Brodies & Co (Trustees) Limited and any of its subsidiaries or affiliates
- 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, allow you to enter our premises.
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.
In general terms, we will destroy our visitor book records annually. CCTV footage is erased on a monthly basis unless it reveals any activity that needs to be reported for the prevention or detection of crime or other legal reasons, in which case the relevant footage will be kept for so long as is necessary for those purposes.
International transfers
Some of the IT systems or services that we use are hosted or provided from outside the United Kingdom or may be supported by teams located outside the United Kingdom.
Where this is the case, we will usually use IT systems or services where personal information is hosted in or accessed only from countries or territories that are recognised under data protection law as providing an adequate level of protection for personal information (an approved destination) but we may process personal information in other countries or territories as well. In all cases where we process personal information outside the United Kingdom or an approved destination then we will use appropriate safeguards in accordance with the requirements of data protection law, such as a contract with the recipient that requires them to protect that information to the same standards as if the information were being processed within the United Kingdom.
The safeguards we use will depend on the location of the recipient, the function they are performing and the personal information being transferred.
Complaints
We seek to resolve directly all complaints about how we handle personal information. If you have a complaint about how your personal information has been handled, please follow our complaints process outlined here.
In your complaint, please include your name and contact details, whether you are a client or not, the nature of the complaint and any relevant documents and background information to help us make appropriate enquiries. Please also tell us the outcome you are seeking. Please note that in appropriate cases, we may need to ask you to verify your identity as part of this process, especially if you are not an existing client.
If you submitted a complaint, we will acknowledge receipt of your complaint within 2 working days and provide you with a unique customer number to quote in future correspondence.
We aim to provide you with a substantive response to your complaint within 28 days of receiving all of the information we need to understand and investigate with your complaint. If we are unable to respond within 28 days we will advise you of this as soon as possible and explain why it has not been possible to respond within that timescale.
If you remain dissatisfied, you also have the right to lodge a complaint with the UK's Information Commissioner's Office:
- Online: https://ico.org.uk/make-a-complaint/
- By phone: 0303 123 1113
- By post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF