Privacy Notice & Cookie Policy

Rix & Kay Solicitors LLP is committed to preserving the privacy of all visitors to www.gatekeeperhr.co.uk. Please read the following privacy notice to understand how we use and protect the information that you provide to us. It is not necessary for you to provide us with any personal information in order for you to access the general information sections of the website. However, where you register your details on this site, you consent, strictly under the terms of this policy, to the collection, use and transfer of your information.

Information that we collect from you

When you visit or register on www.gatekeeperhr.co.uk you may be asked to provide certain information about yourself including your name and contact details. Alternatively you may have provided your details when instructing Rix & Kay Solicitors LLP to provide professional services on your behalf or have met an employee of the firm in person. In all cases we process personal information for our legitimate business interests. Legitimate Interest means the interests of our company in conducting and managing our business to enable us to give you the best service and the best and most secure experience. For example, we have a legitimate interest in marketing our services to you, this means we do not usually need your consent to send you the occasional newsletter, an invitation to an event or an update about legal developments that might be relevant to you and/or about our services. However, where consent is needed, we will ask for this consent separately and clearly. We will always treat your personal data with the utmost respect and never sell or share it with other organisations or third parties for marketing purposes.

You have the right to object to this processing, if you wish to do so or if you change your mind about being contacted in the future, simply let us know via info@rixandkay.co.uk or use the unsubscribe facility that is in all our correspondence to you. For more information on your rights, please see the “Your Rights” section below.

When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your Personal Data for activities where our interests override yours (unless we have your consent or are otherwise required or permitted to by law). We may collect information about your usage of our website as well as information about you from messages you post to the website and e-mails or letters you send to us; your information will enable us to provide you with access to all parts of our site.

Disclosure of client information

As is to be reasonably expected, in order that we can act on your behalf or at your request, take steps before entering into a contract, we record and maintain certain information about you, including personal details, in electronic form as well as in hard copy.

Our legitimate business interests do not automatically override your interests, we consider them relevant and appropriate based on the relationship between a law firm and their client.
Our use of this data may include:

• Updating and amending client records;
• Analysis for the purpose of business management;
• Statutory returns;
• Legal and regulatory compliance including anti-money laundering regulations.

Rix & Kay Solicitors LLP may engage service providers that act on behalf and under the instructions of the business. These service providers may have access to your Personal Data. Rix & Kay Solicitors LLP will require such service providers to adopt adequate technical and organisational security measures to ensure the processing of Personal Data only as instructed by the business and for no other purposes.

We will use your information strictly in accordance with your instructions, Data Protection legislation and subject to our duty of confidentiality and professional regulations. We will only disclose your information to other parties to whom it is necessary to do so in furtherance of your instructions. We routinely share personal data with:

• Professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts;
• Other third parties where necessary to carry out your instructions, e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
• Credit reference agencies;
• Our banks;
• Our insurers and brokers;
• External auditors, e.g. in relation to ISO accreditation and the audit of our accounts;
• External service suppliers who are subject to an outsourcing agreement, used to make our business more efficient, e.g. typing services, electronic scanning and secure document destruction;

We will only disclose special category* personal information to third parties:

• If we have obtained your consent or it is for the purposes of a contract you have entered into;
• If we are under a duty to disclose or share your personal information in order to comply with any legal or regulatory obligation.

*Special category personal data is data that reveals racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, trade union membership, genetic and biometric data or data concerning health, sex life or sexual orientation.

Where we transfer personal information to service providers, we will only allow your personal information to be used for the purposes set out above and we will ensure that it is secure and protected from unauthorised access. We will not otherwise share or distribute any of the information you provide to us without your consent.

We will not normally send personal data outside of those countries approved by the European Commission as having adequate data privacy laws, these currently include all EU countries plus Iceland, Liechtenstein and Norway. When personal data is transferred outside of the European Economic Area (EEA), the protection offered by the General Data Protection Regulation (GDPR) should travel with the data. This means that if we export data abroad, we will ensure one of the following measures are adhered to:

• The non-EU country’s protections are deemed adequate by the EU;
• We have taken the necessary measures to provide appropriate safeguards, such as including specific clauses in the agreed contract with the non-European importer of the personal data;
• We are relying on specific grounds for the transfer (derogations) such as the consent of the individual.

Careers

If you choose to create an online account in order to submit a job application via the website we will collect and hold the information that you provide in that application for a period of 6 months. You can rest assured that the personal data you supply will be held securely and that we will only hold and use the information you provide to us via our careers page for the sole purpose of considering your application for employment with Rix & Kay Solicitors LLP.

Cookies

A cookie is a small file of letters and numbers sent to your computer when you visit a web site. It’s stored in your web browser (that’s the program you’re using to see this page). Whenever you visit the same web site again, the information stored in the cookie can be retrieved to notify the web site (and only that web site) of your previous activity. A cookie cannot give us access to your computer or to information beyond what you provide us. Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The table below explains the cookies we use and why.

Local cookies

3rd Party Cookies

Security and data retention

We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We use information collected from the website to personalise your repeat visits to the website and will retain your information for a reasonable period or as long as the law requires. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Your rights

You have the right to request access, rectification or erasure of personal data along with the right to Data Portability. You can also object to processing that is based on our legitimate interest; to exercise these rights or to prevent such processing please use the unsubscribe facility found in all our marketing correspondence, or email us at info@rixandkay.co.uk or contact us at:

The Courtyard
River Way
Uckfield
East Sussex
TN22 1SL
+44 (0) 1825 761555

For further information about how long we will store or how we process your personal information, please direct your enquiry to the Compliance Officer for Legal Practice at the address above or email richardcripps@rixandkay.co.uk.

You are entitled to request full details of the personal information which we hold about you. If you would like a copy of some or all of your information or you believe that any of the details which we hold are incorrect, please contact info@rixandkay.co.uk.

If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.

You may also seek advice relating to how this firm has processed your personal data from the Information Commissioners Office. They can be contacted on live chat via www.ico.org.uk or by telephone on 0303 123 1113.

Other ways we use your information

In the interests of security and preventing crime we may use closed circuit TV in and around our premises for the monitoring and collection of sound and/or visual images. All recordings remain our sole property.

Changes to our privacy policy

Any changes to our privacy policy in the future will be posted to the site and, where appropriate, through e-mail notification.