This policy describes:
- what personal information we collect about you
- how we obtain your personal information
- how we use your personal information
- on what basis we use your personal information
- how long we keep your personal information
- who we share your personal information with
- how we protect your personal information
- your rights regarding your personal information
What personal information do we collect about you?
We may collect personal information from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our legal or other services or as a result of your relationship with one or more of our staff and clients.
The personal information that we process includes:
- Basic information, such as your name (including name prefix or title), the company you work for, your title or position and your relationship to a person
- Contact information, such as your postal address, email address and phone number(s)
- Financial information, such as payment-related information
- Information you provide to us for the purposes of attending meetings and events
- Identification and background information provided by you
- Personal information provided to us by or on behalf of our clients or generated by us in the course or providing services to them, which may include special categories of data
- Any other information relating to you which you may provide to us
How we obtain your personal information
- We collect information from you as part of our business acceptance processes and about you and others as necessary in the course of providing legal services
- We collect your personal information while monitoring our email communications sent to and from Knox Insolvency
- We gather information about you when you provide it to us, or interact with us directly, for instance engaging with our staff
How we use your personal information
Knox Insolvency collects and processes personal information about you in a number of ways in the provision of services by us. We use that information:
- To provide and improve our services to you and to our clients, including handling the personal information of others on behalf of our clients
- To provide information requested by you
- To manage and administer our relationship with you and our clients
- To fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims
Meetings, events and seminars
We will collect and process personal information about you solely or jointly in relation to your attendance at our offices or at an event or seminar organised by Knox Insolvency. We will only process and use special categories of personal information to meet any other legal or regulatory obligations we may have. We may share certain information with IT and other service providers or business partners involved in organising or hosting the relevant event e.g. contact information and other relevant information such as access and/or dietary requirements.
Legal and other services
We collect, create, hold and use personal information in the course of and in connection with the services we provide to our clients. We will process identification and background information as part of our business acceptance, finance, administration and marketing processes, including anti-money laundering, conflict, reputational and financial checks. We will also process personal information provided to us by or on behalf of our clients for the purposes of the work we do for them. The information may be disclosed to third parties to the extent reasonably necessary in connection with that work. Please also see ‘Who we share your personal
information with’ below.
On what basis we use your personal information
We use your personal information on the following bases:
- To perform a contract, such as engaging with an individual to provide legal or other services
- For the establishment, exercise or defence of legal claims or proceedings
- To comply with legal and regulatory obligation
- For legitimate business purposes. Please see ‘How we use your personal information’ for more detail
How long we keep your personal information
Your personal information will be retained in accordance with our data retention policy. This is based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and Knox Insolvency’s business purposes.
Who we share your personal information with
We may also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:
- Our professional advisers, accountants and bankers;
- Third parties engaged in the course of the services we provide to clients and with their prior consent, such as barristers or local counsel.
Where necessary, or for the reasons set out in this policy, personal information may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies. While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.
We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior consent.
Your rights regarding your personal information
The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.
If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.
Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How we use your personal information’) or that you may not be able to make use of the services offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.
We must ensure that your personal information is accurate and up to date. Therefore, please advise us of any changes to your information by email at firstname.lastname@example.org
The rights detailed above do not increase your Statutory Rights and are intended to merely reflect your existing statutory rights. Our Policy must be read in conjunction with the General Data Protection Regulation (EU) 2016/679 and all other relevant legislation.