Introduction 

This policy sets out the basis on which we will process any Data we collect from you, or that you provide to us, or that we receive from other sources.

Key terms

The key terms used in this policy are:

We, us, our: Roulla Georgiou Solicitor of 74 Friars Walk London N14 5LN.
EEA: European Economic Area.
Legitimate Interest: When we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
Personal Data: Only information that may be used to identify you.
Special Category Data: Personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic and biometric data, any data concerning health, sex life or sexual orientation.

Our contact details

Name: Roulla Georgiou Solicitor
Address: 74 Friars Walk London N14 5LN
Telephone: 020 8368 0220
Mobile: 07949 267 105
E-mail: roullageorgiousolicitor@nullhotmail.com

Data controller

The data controller is Zacharoulla Georgiou of 74 Friars Walk London N14 5LN. We are registered with the Information Commissioner’s Office under registration number Z8974440.

The type of personal data we collect

The non-exhaustive list below sets out the personal data we collect and process:

  • Your name, address, telephone number and electronic contact details;
  • Information to enable us to check and verify your identity e.g. your date of birth passport details driving licence details;
  • Information relating to the matter in which you are seeking our advice or representation;
  • Your financial details as far as relevant to your instructions;
  • Your national insurance number and tax details;
  • Information from public sources;
  • Information to enable us to undertake a credit or other financial checks on you;
  • Personal data we may collect depending on why you have instructed us;
  • Details of your online presence, e.g. LinkedIn profile;
  • Personal identifying information, such as your eye colour or your parents’ names, e.g. if you instruct us to incorporate a company for you;
  • This personal data is required to enable us to provide our services to you. If you do not provide the personal data we ask for, it may delay or prevent us from providing services to you.

How we get the personal information and why we have it

  • Most of the personal information we process is provided to us directly by you.
  • However, we may also collect information:
  • From publically accessible sources, e.g. Companies House, HM Land Registry;
  • Directly from a third party, such as sanctions screening providers, credit reference agencies, client due diligence providers;
  • From a third party with your consent, such as your bank or other financial institution, accountant, investment manager or independent financial adviser;
  • Via our website;
  • Via our information technology (IT) systems e.g. document management and time recording systems;
  • Automated monitoring of our website and other technical systems.

How and why we use the information about you

Under the data protection law, the lawful bases we rely on for processing this information are:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting Roulla Georgiou using the contact details in paragraph 3 above.
  • We have a contractual obligation.
  • We have a legal obligation.
  • We have a legitimate interest or a third party has a legitimate interest.

We use information held about you in the following ways:

What we use your personal data for / Our reasons

  • To provide legal services to you.
    • For the performance of our contract with you or to take steps at your request before entering into a contract.
  • Conducting checks to identify our clients and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal, and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator.
    • To comply with our legal obligations.
  • Gathering and providing information required by or relating to audits, enquiries, or investigations by regulatory bodies.To comply with our legal obligations.
    • To comply with our legal obligations.
  • Ensuring business policies are adhered to, e.g. policies covering security and internet use.
    • For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures, so we can deliver the best service for you.
  • Bankruptcy search (per check)
    • For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price.
  • Ensuring the confidentiality of commercially sensitive information.
    • For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information. To comply with our legal obligations.
  • Statistical analysis to help us manage our practice, e.g. in relation to our financial performance, client base, work type or other efficiency measures.
    • For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price.
  • Preventing unauthorised access and modifications to systems.
    • For our legitimate interests or those of a third party, i.e. to prevent and detect criminal activity that could be damaging for us and for you. To comply with our legal obligations.
  • Updating and enhancing client records.
    • For the performance of our contract with you or to take steps at your request before entering into a contract. To comply with our legal obligations. For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our clients about existing and new services.
  • Statutory returns.
    • To comply with our legal obligations.
  • Ensuring safe working practices, staff administration and assessments.
    • To comply with our legal obligations. For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you.
  • Credit reference checks via external credit reference agencies.
    • For our legitimate interests or those of a third party, i.e. for credit control and to ensure our clients are likely to be able to pay for our services.
  • External audits and quality checks, e.g. WIQS accreditation and the audit of our accounts.
    • For our legitimate interests or those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards. To comply with our legal obligations.
  • To process your request to be subscribed to our mailings.
    • So that we may take steps at your request with a view to accepting you as a recipient of our email bulletins.
  • Marketing our services to existing and former clients; prospective clients who have previously expressed an interest in our services; prospective clients with whom we have had no previous dealings but who may be interested in our services.
    • For our legitimate interests i.e. to promote our business to existing and former clients and non-clients who may be interested in our services.

Special Category Data

We will process Special Category Data where:

  • We have your explicit consent;
  • This is necessary to protect your vital interests or those of another person;
  • This is necessary to deal with legal claims;
  • This is necessary for substantial public interests;
  • As permitted by applicable law.

Marketing

  • We may use your personal data to send you updates by email or by post about legal developments that may be of interest to you and/or information about our services, including new services, or invitations to events we believe may be of interest to you.
  • We will seek your express consent to such communications to you.
  • We will always treat your personal data with the utmost care and never sell it to other organisations for marketing purposes.
  • You have the right to opt out of receiving unprompted communications at any time.
  • We may ask you to confirm or update your preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Sharing your data

We may share your personal data with:

  • Professional advisers who we instruct on your behalf or refer to, such as expert witnesses, surveyors, mortgage lenders, estate agents and other professional advisers;
  • Other law firms;
  • Other third parties where necessary to carry out your instructions;
  • Credit reference agencies;
  • The solicitors’ regulation authority and other regulators of our business;
  • Quality standards bodies such as wills and inheritance quality scheme (WIQS);
  • Our brokers, professional indemnity insurers and their advisers;
  • Our external auditors;
  • Our bank;
  • Legal and regulatory authorities with whom we have a legal obligation to share your data, e.g. HMRC, or to report any potential or actual breach of a particular law or regulation;
  • Law enforcement agencies, courts or other relevant parties, to the extent necessary for the establishment, exercise or defence of legal rights;
  • Third parties where necessary for the purposes of prevention, investigation, detention or prosecution of criminal offences or the execution of criminal penalties;
  • Third parties who are considering or have decided to buy some or all of our assets or business;
  • Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you;
  • External service suppliers, representatives and agents that we use to make our business more efficient..
  • We may disclose and share your personal data in order to comply with any legal or regulatory obligation, or in order to enforce or apply other agreements or to protect the rights, property, or safety of us, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
  • We only allow our service providers to handle your personal data if we are satisfied that they take appropriate measures to protect your personal data.

Where we store your personal data

Information may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above (see paragraph 9 above ‘Sharing your data’).

Transfer of your information out of the EEA

  • To deliver services to you, it is sometimes necessary for us to share your personal data outside the EEA, e.g.
  • With your and our service providers located outside the EEA;
  • If you are based outside the EEA;
  • Where there is an international dimension to the matter in which we are advising you.
  • These transfers are subject to special rules under European and English data protection law.

How long will we keep your data?

  • We generally keep your information as needed to provide our legal services and to deal with clients. This will depend on a number of factors. We will retain your information as necessary to comply with legal accounting or regulatory requirements.
  • When it is no longer necessary to retain your personal data, we will delete or anonymise it.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
  • If you would like to exercise any of those rights, please:

  • Write to us (see our contact details at paragraph 3 above)
  • Provide enough information to identify you (e.g. Your full name, address, and client or matter reference number)
  • Provide proof of your identity and address (e.g. a copy of your driving licence or passport and a recent utility or credit card bill)
  • Inform us of what right you want to exercise and the information to which your request relates

Changes to our privacy policy

  • This privacy policy is dated 1January 2021 and supersedes any previous version.
  • We keep our privacy policy under regular review. Any changes we may make to our privacy policy in the future will, where appropriate, be notified to you by email or post.

How to complain

  • If you have any concerns about our use of your personal information, you can make a complaint to us (see our contact details at paragraph 3 above) .
  • You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline number: 0303 123 1113; ICO website: www.ico.org.uk