Privacy Policy

This privacy notice sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. This notice also details the way this website processes, stores and protects user data and information.

Charsley Harrison LLP ("the Practice") will process your and third parties' personal data, as further explained below, in the course of providing you with legal and notarial services including access to our website and online features ("Services").

We will let you know, by posting on our website or otherwise, if we make any changes to this notice from time to time. Your continued use of the Services after the notification of such changes will amount to your acknowledgement of the amended notice.

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws for user privacy.

We collect information about our users in three ways: directly from the user, from our Web server logs and through cookies.

When you visit our website, we may track information about your visit and store that information in web server logs, which are records of the activities on our sites. The servers automatically capture and save the information electronically. Examples of the information we may collect include:

• your unique Internet protocol address;
• the name of your unique Internet service provider;
• the town/city, county and country from which you access our website;
• the kind of browser or computer you use;
• the number of links you click within the site;
• the web page from which you arrived on our site;
• the pages you viewed on the site.

The information we collect in web server logs helps us administer the site, analyse its usage, protect the website and its content from inappropriate use and improve the user's experience.

"Personal data" means any information relating to an identified or identifiable natural person, known as 'data subject', who can be identified directly or indirectly; it may include name, address, email address, phone number, IP address, location data, cookies and similar information.

It may also include "special categories of personal data" such as racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a data subject, data concerning health or data concerning a natural person's sex life.

The Practice may process personal data and special categories of personal data which you provide in connection with the Services about yourself and other data subjects, e.g. individuals whose details are included in any materials provided by you to the Practice.

The Practice may obtain information about you and other data subjects from third party service providers, such as due diligence platforms. We will ensure that all personal information supplied is held securely in accordance with the Data Protection Act 1998 and any subsequent enactment thereof.

The provision of certain personal data is mandatory in order for the Practice to comply with mandatory client due diligence requirements and consequently to provide the Services. You warrant on a continuous basis that such personal data is accurate, complete and up to date.

In relation to personal data of other data subjects you warrant to the Practice on a continuous basis that:

• where applicable, you are authorised to share such personal data with the Practice in connection with the Services and that wherever another data subject is referred to, you have obtained the explicit and demonstrable consent from all relevant data subjects;
• to the extent this is required in connection with the Services, such personal data is accurate, complete and up to date; and
• either you provide your explicit consent for the transfer of personal data to foreign organisations in connection with the Services, or that an alternative legal gateway for such transfer has been satisfied.

You have the right at any time to request a copy of the personal information we hold on you.

The Practice will only process personal data, in accordance with applicable law, for the following purposes:

1. responding to your queries, requests and other communications;
2. providing the Services, including, where applicable, procuring acts from foreign organisations, and instructing Counsel and other professionals;
3. enabling suppliers and service providers to carry out certain functions on behalf of the Practice;
4. allowing you to use features on our website, when you choose to do so;
5. ensuring the security of the Practice and preventing or detecting fraud;
6. administering our Practice, including complaints resolution and data analysis;
7. developing and improving our Services;
8. complying with applicable law, guidelines and regulations.

The legal basis for our processing of personal data will typically include:

• processing necessary to fulfil a contract that we have in place with you or other data subjects;
• your consent;
• processing necessary for our or a third party's legitimate interests;
• processing necessary for compliance with a legal obligation to which we are subject; and
• any other applicable legal grounds for processing from time to time.

Charsley Harrison LLP will not retain your personal information longer than necessary.

We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account.

• Your personal data will be retained for as long as is reasonably necessary for the purposes listed above or as required by the law. For example, the SRA require us to keep files for a minimum of 6 years. It is currently our policy to keep files between 6 and 18 years depending on the nature of the transaction.
• We may keep an anonymised form of your personal data, which will no longer refer to you, without time limits, to the extent that we have a legitimate and lawful interest in doing so.

There are circumstances where the Practice may wish to disclose or is compelled to disclose your personal data to third parties. These scenarios include disclosure to:

• our suppliers and service providers to facilitate the provision of the Services;
• external service providers including IFAs, Accountants, Counsel and Experts;
• public authorities such as the Foreign Office, Courts and Tribunals;
• foreign organisations such as Embassies, Consulates and High Commissions;
• professional organisations exercising certain public functions;
• public authorities where we are required by law to do so; and
• any other third party where you have provided your consent.

We warrant that we will not sell your data to any third parties.

We may transfer your personal data to a third party in countries outside the country in which it was originally collected for further processing in accordance with the purposes set out above. We will not transfer your personal data outside the EEA without your consent.

If the Practice transfers personal data to private organisations abroad, it will, as required by applicable law, ensure that your privacy rights are adequately protected by appropriate technical, organisational, contractual or other lawful means.

We are committed to ensuring you can manage the privacy and security of your personal information yourself. For further information about your data protection rights please visit the ICO website.

The Practice will implement technical and organisational security measures in order to prevent unauthorised access to your personal data. However, please be aware that the transmission of information via the internet is never completely secure.

Whilst we will do our best to keep our own systems secure, we do not have full control over all processes involved in, for example, your use of our website or sending confidential materials to us via email, and we cannot therefore guarantee the security of your information transmitted to us on the web.

Please note, we are constantly reviewing how we process and protect data. Therefore, changes to our policy may occur at any time. We will endeavour to publicise any changes.