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Effective as of 1 February 2021
If you have any questions about this policy, please contact us using the details set out below: Attention: Data Privacy Officer, Icon Law LLP, 33 St James’s Square, London, SW1Y 4JS, United Kingdom // +44 20. 0203 709 4716 // email: info@IconLaw.com
THE DATA WE COLLECT
We collect and use personal data to operate our website and to deliver services, as well as to provide useful legal updates and other information about our services. Further information about this is below. In this context, we are a “data controller”. If you are using our services, it may be necessary or useful for you to provide certain personal data to us, for example, about clients, employees, suppliers, etc. In this context, you are the “data controller” and we are your “data processor”. You must therefore ensure you are lawfully permitted to transfer such personal data to us. We will only use the data to provide the services or as necessary to comply with applicable laws. We may collect, use, store and transfer different kinds of personal data which we have grouped together as “Aggregated Data” as follows:
It is possible that in the course of providing services we may also collect special categories of personal data (such as race, ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about health, and information about criminal convictions and offences).
HOW PERSONAL DATA IS COLLECTED
We use different methods to collect data including through:
You may give us details such as a name, email address and other contact details in person, or by filling in forms on our website or by corresponding with us by post, phone, email, social media and/or otherwise. This includes personal data provided when you:
Automated technologies or interaction.
Third parties and publicly available sources.
We may receive personal data from various third parties as set out below:
We may receive personal data from parties such as analytics providers, such as Google, or search information providers, and identity and contact data from publicly available sources, such as Companies House.
HOW WE USE PERSONAL DATA
We will only use personal data in accordance with applicable laws. Most commonly, we will use personal data in the following circumstances:
Generally, we do not rely on consent as a legal basis for processing personal data other than in relation to sending useful information and marketing communications to you via telephone and/or email. You have the right to withdraw consent to us contacting you like this at any time by responding to the person that contacts you and/or by contacting us via the details given above.
We may process personal data for more than one lawful ground depending on the specific purpose for which we are using data. Please contact us if you want further details about the specific legal grounds we are relying on to process your personal data.
Where we need to collect personal data by law, or under the terms of a contract and you do not provide that data when requested, we may not be able to perform the contract. In this case, we may have to cancel a service you have with us but we will notify you of this at the time.
Newsletters and marketing communications
You may receive newsletters, legal updates, news and information about our services and/or other marketing communications from us if you have requested such information from us, purchased our services or if you provided us with your details when you contacted or registered with us, unless you told us you did not want to receive such information. We may also contact you via surveys to conduct research about your opinion of our services. We do not give or provide client lists in any other way to third parties.
Opt-out or unsubscribe
We respect your privacy. You may, at any time opt-out of receiving certain types or all communications from us by contacting us (as set out above) or selecting the “unsubscribe” option in any e-communication from us.
Third-party links and services
This website and our services are not intended for children and we do not knowingly collect data relating to children.
HOW WE MAY SHARE, PROTECT AND RETAIN PERSONAL DATA
We may need to share personal data with third parties as set out below for the purposes set out above:
We require third parties to respect the security and confidentiality of personal data and to treat it in accordance with the law. We do not allow third-party service providers to use personal data for their own purposes and only permit them to process personal data for specified purposes and in accordance with our instructions.
We will disclose personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:
Our third-party service providers may be based outside the European Economic Area (EEA) and their processing of personal data will involve a transfer of data outside the EEA. Whenever we transfer personal data out of the EEA or UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Security of your personal data
We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to personal data to those of our staff and other third parties who have a business need to know. They will only process personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will retain personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For example, if you are a client, we will generally keep your personal data for the longer of six years from the date of the last interaction with you or until the applicable statutory limitations period has expired. We regularly review the personal data we hold taking into account the lawful purpose for which we hold it and any data that is deemed no-longer relevant or required is deleted where it is practicable to do so.
YOUR LEGAL RIGHTS
You have the right to:
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who does not have a right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests as soon as reasonably practicable and at least within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
The IconLaw website uses “cookies” to help personalize your online experience and to help us to distinguish you from other users. When you use our website for the first time you will be given the opportunity to accept or decline cookies. By accepting the cookies, you agree to our use of the cookies as set out in this policy.
What is a cookie?
A cookie is a piece of data sent to your device from a website which is stored on your browser or the hard drive of your computer if you agree. A cookie is a text file that is placed on your hard disk by a web page server. Cookies are not used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you.
Cookies used on our website
The exact names of cookies we use on our websites may change from time to time. The descriptions below set out the types of cookies that operate on our website:
You can obtain an up-to-date list of the cookies we use by contacting us at contact@IconLaw.com.
We may also use other technologies with similar functionality to cookies, such as web beacons and tracking URLs on our website and in emails, for example, to determine whether a recipient opened the email or accessed a certain link.
How to delete or change your cookies preferences
You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. You can also set your browser to alert you when a website sets or accesses cookies. The ‘Help’ function within your browser should tell you how to do this.
Please be aware that restricting cookies may impact on the functionality of our websites.