Quill Legal is a law firm and provides legal advice and assistance to its clients. It is regulated by the Law Society of Scotland and is firmly committed to the protection of its clients’ privacy.
The personal data that Quill Legal processes in order to provide its legal services relates to its clients and other individuals as necessary. To process means to collect, store and use.
WHY WE NEED TO PROCESS YOUR PERSONAL INFORMATION
Personal information includes your name and contact details. We need it so that we can provide you with the service requested by you and to communicate with you efficiently. We may also use that information to provide you with legal updates and to promote our services.
We are under a legal obligation to process certain personal information relating to our clients for the purposes of complying with the Law Society of Scotland requirements for solicitors and with relevant legislation including that relating to anti-money laundering.
WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We may be required to share your personal information with regulatory authorities to comply with our legal obligations. Such organisations include the Law Society of Scotland.
Quill Legal employs third party suppliers to provide services, including client case management software and office and cashroom services. These suppliers may process personal data on our behalf as processors and are subject to written contractual conditions to only process that personal data under our instructions and to protect it. If requested by you to do so we may also share personal data with other professional advisers for the purposes of securing advice.
We will not sell your information to third parties or share it with them for marketing purposes
HOW WE PROTECT YOUR PERSONAL INFORMATION
Your personal information is stored on our electronic filing system and our servers based in the United Kingdom; some data is also stored in paper files in our storage system. We have appropriate safeguards in place to protect your data.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
We keep our clients’ personal data for no longer than is necessary for the purposes for which it was processed and to ensure ongoing compliance with our legal and contractual obligations.
STATEMENT RELATING TO PANDEMIC AND OTHER EXTRAORDINARY SITUATIONS
We shall comply with all steps necessary to keep our clients safe and will endeavour to provide them with the same level of service although this may be carried out with the use of video technology. We shall apply government guidance and comply with any legislation enacted to protect the public now or in the future. Any additional precautions which are required to protect our clients’ personal data will be introduced.
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YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION
Your rights in respect of the personal information we hold about you are to request :
access, including details of how it is being processed
amendment of inaccuracies
deletion in certain circumstances
that a copy be made available
for your information to be transferred to another party
that we restrict the processing of your information for specific purposes
You can exercise any of your rights by emailing us at : email@example.com
or writing to us at : Quill Legal Hudson House 8 Albany Street Edinburgh EH1 3QB
We will endeavour to respond to your request within one month. If you are dissatisfied with our response to your request you have the right to raise a complaint with the Information Commissioner : www.ico.org.uk
Their helpline number is : 0303 123 1113
This policy was created on 21 July 2018 and updated on 19 March 2023.
It will be kept under regular review.