David J Foster & Co (Solicitors) Ltd trading as David JFoster & Co, DJF solicitors, Baxters Solicitors, Chapman & Chubb and Hoole & Co.

Registered Office: 4 Victoria Road, Tamworth, StaffordshireB79 7HL

Telephone number: 01827 58333

We are obliged in certain circumstances to collect personal data relating to yourself and this document is to advise you on how we processand use that data as required by the General Data Protection Regulation (GDPR)(Regulation (EU) 2016/679).

The personal data we will require from you will only extend to what is absolutely required to enable ourselves to act for you which shall extend to obtaining proof of your identification. If your matter involvesany financial issues this may extend to your personal bank or financialdetails. Such information will also be used to help avoid fraudulent transactions. Your personal data will to remain confidential at all times.

Our website does not collect and store your personal data require you to download cookies undertake online tracking install apps or other software. We do not collect your personal information for marketing calls ormessages for advertising or similar circulars for profiling purposes.

We will not share your personal information with any third party agency for marketing or other for similar purposes.

If you ever make payment to ourselves by credit or debitcard – we do not keep such information, any such details are deleted as soon asthey used.

What we use your personal data for:

To prove your identification

To avoid bank or internet fraud

To assist in advising you with regard to your matter

To complete any application that is required with a third party to enable your matter to be completed. Examples of such organisations could include The Land Registry, Stamp Office, your mortgage or loan provider,and if you are seeking legal aid then also with the  Legal Aid Agency to comply with any other Government Agency requirements, but only when required to lawfully do so.

How is your personal data stored

This is retained on your file which is normally retained ina paper version. Occasionally some personal details will be stored electronically but only as part of your file and for no other purpose.

This will not be collected electronically to go on a database except for accounting purposes

It will be sent to our accounts provider namely QuillPinpoint to enable them to create and maintain the financial details relating to your matter and for the processing of our Accounts. As with ourselves, they will not share your personal data with any third party unless required to do so by law.

How long is your data stored for:

In relation to maintaining our Accounts this will be for solong as this Company exists in order to comply with HM Revenue requirements

In relation to your file – this will normally be for sixyears, if however your matter relates to a Probate, Will or a Trust matter thenthis will be for at least 20 years.

At the appropriate time, your file will be securelydestroyed.

The General Data Protection Regulation (GDPR) (Regulation(EU) 2016/679) require that we obtain your active consent to hold personal data. In this instance we are not seeking your consent as Article 6 (1)provides a lawful basis for not doing so, as your matter falls within one of the following exemptions:

A Contract with the individual – to supply goods or servicesyou have requested including taking steps at your request before entering intoa contract.

Compliance with a legal obligation, where we are required toprocess data for a particular purpose

Legitimate interests – where there is a genuine andlegitimate reason, unless this is outweighed by harm to your rights or interest.

THIS is a similar policy to that of clients:

We do not maintain a Supplier Data base.

Any details of a Supplier (e.g. counsel, office suppliesetc.) are unique to a client’s file and are not stored anywhere else except occasionally in an electronic format but still remaining as part of a client’sfile.

The General Data Protection Regulation (GDPR) (Regulation(EU) 2016/679) require that we obtain active consent to hold personal data. Inthis instance we are not seeking consent as Article 6 (1) provides a lawful basis for not doing so, as we have a “legitimate interest” to process supplier’s data under the GDPR.  Toensure that such processing is valid, we have assessed that the limited information we will retain is proportionate in that:

(i) any personal data collected is necessary;

(ii) the processing outweighs the general privacy rights that a supplier might have and

(iii) measures have been taken to ensure that infringements of supplier’s right to privacy and secrecy of communications are limited to theminimum necessary.

DATA PROTECTION POLICY (STAFF)

We are obliged in certain circumstances to collect personaldata relating to yourself and this document is to advise you on how we processand use that data as required by the General Data Protection Regulation (GDPR)(Regulation (EU) 2016/679)

The personal data we will require from you will only extend to what is absolutely necessary to enable the Company to legitimately employ you in your designated role. This will extend to obtaining proof of your identification and financial information to include your personal bank details to enable your salary to be paid direct into your bank account.

We will also keep and maintain a file relating to your employment record whilst working for this Company.

Your personal data will to remain confidential at all times

We will not retain any of your personal information foranything other than in connection with our obligations as an employer. We will not share your personal information with any third party or any  Government Agency unless required to lawfullydo so.

How is your personal data stored

This is retained on a paper file.

Occasionally some personal details will be stored electronically but only as part of your file and for no other purpose.

It will be sent to our accounts provider namely QuillPinpoint and the Company’s pension provider namely The Peoples Pension to enable them to deal with our obligations in relation to the payment of your salary, pension and dealing with Revenue issues that flow there from. Leap andXero and The Peoples Pension are bound by similar rules as to confidentiality.

How long is your data stored for following termination ofyour employment:

For six years

At the appropriate time, your file will be securelydestroyed.

The General Data Protection Regulation (GDPR) (Regulation(EU) 2016/679) require that we obtain your active consent to hold personal data. In this instance we are not seeking your consent as Article 6 (1) provides a lawful basis for not doing so, as we have a “legitimate interest” to process employee data under the GDPR.  To ensure that such processing is valid, we have assessed that the limited information we will retain is proportionate in that:

(i) all personal data collected is necessary;

(ii) the processing outweighs the general privacy rights that an employees might have in the workplace; and

(iii) measures have been taken to ensure that infringements of employees’ right to private life and secrecy of communications are limitedto the minimum necessary.

Following the termination of your employmentwith this Company we shall retain your personal details as mentioned above for a period of six years in case there are any Inland Revenue queries relating to you. Your Employment record will also be retailed for a similar period to enable the Company to comply with any legal requirements that that we are bound to fulfil and to enable a fair employment reference to be provided if you so request.