Privacy Policy

What is this notice?

We take your privacy very seriously. Please read this Privacy Notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

This Privacy Notice applies to you if you provide your personal data to us, even if you decide not to go ahead with any product or service that we offer and does not apply to any third party websites that may have links to our own website.

When you use our services or contact us, you trust us with your personal data. We collect, store and process this data about you to help us deliver the best possible legal service. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

It is important that you read this Privacy Notice together with any other detailed privacy notices we may provide when we are collecting or processing personal data about you so that you understand our privacy practices in relation to your data.

Who are we?

Data is collected, processed, and stored by Justizia Ltd, trading as “Justizia Law”. Justizia Ltd is a limited company, incorporated in England and Wales, authorised, and regulated by the Solicitors Regulation Authority under number 656089. Unless we notify you otherwise, we are the controller for your personal data.

We are what is known as the “Data Controller” of the personal information you provide to us. A controller is a person or organisation who alone or jointly determines the purposes for which, and the manner in which, any personal data is, or is likely to be, processed. We handle and store your personal information in accordance with the law, including the UK GDPR and the Data Protection Act 2018.

Justizia Ltd is registered with the UK Information Commissioner’s Office (ICO) under registration number ZA527169.

Key terms:

It would be helpful to start by explaining some key terms used in this policy:

What personal data do we collect from you?

We will only collect information from you that is relevant to the matter we are dealing with, which shall depend on what you have asked us to do or what we are contracted to do for you.

There are two types of personal data (personal information) that you may provide to us, which include:

• Personal Data: This is general information that you supply about yourself, i.e., your name, address, gender, date of birth, contact and/or electronic contact details, financial information, information about your use of our IT, communication and other systems, and other monitoring information etc.

and

• Sensitive personal data: Certain personal data we collect is treated as a special category to which additional protections apply under data protection law. This is, by its nature, more sensitive information, which may reveal your racial or ethnic origin, political opinions, religious or philosophical beliefs, sexual orientation, trade union membership, health, biometric and genetic data.

Personal data is information that relates to an identified or identifiable individual and any information needed to complete identity checks.  We may collect, use, store and disclose different kinds of personal data about you which we have listed below:

• Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data at law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Notice.
• Background Verification Data including your passport number, driver licence number, photographic identification or other details requested as part of our onboarding process to comply with our due diligence obligations, anti-money laundering laws and related ongoing monitoring commitments.
• Contact Data including billing address, delivery address, email address and telephone numbers.
• Financial Data including bank account and payment card details.
• Identity Data including first name, middle name, maiden name, last name, title, date of birth, gender, job title and photographic identification.
• Marketing and Communications Data including your preferences in receiving marketing from us, our third parties and partners and your communication preferences.
• Professional Information including where you are a worker of ours or applying for a role with us, your professional history such as your previous positions and professional experience.
• Profile Data including your username and password for our portal, legal services you have requested from us, information you have shared with our social media platforms, your interests, preferences, feedback and survey responses.
• Special Categories of Personal Data is a special category of personal data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. In the course of providing our services, we may collect, or come across such special categories of personal data, in different situations, including during the course of conducting a background verification check on you, when reviewing your CV, when providing legal services to you (for example, information we may need to know about your trade union membership to assist you with an employment law matter) and where we ask for your dietary requirements if we are arranging catering for you, including at an event.
• Transaction Data including details about payments to you from us and from us to you and other details of products and services you have purchased from us, or we have purchased from you.
• Technical and Usage Data including internet protocol (IP) address, your login data for our online portal, your browser session and geo-location data, device and network information, statistics on page views and sessions, acquisition sources, search queries and/or browsing behaviour, information about your access and use of our website and portal, including through the use of internet cookies, your communications us via any mode, the type of browser you are using, the type of operating system you are using and the domain name of your internet service provider.

How we collect personal data

We collect personal data in a variety of ways, including:

• Directly: We collect personal data which you directly provide to us, including when you fill in forms on our website, sign up to our services, request legal services, subscribe to our marketing publications or when you request our assistance via email, our online chat function, or over the telephone.
• Indirectly: We may collect personal data which you indirectly provide to us while interacting with us, such as when you use our website or portal, in emails, over the telephone and in your online enquiries.
• From third parties: We collect personal data from third parties, such as details from background check providers that we engage for anti-money laundering and other due diligence purposes, details you have provided to recruitment businesses or third party job application sites with the intention that they supply such data to us for recruitment purposes, and details of your use of our website from our analytics and cookie providers and marketing providers.
• From publicly available sources: We collect personal data from publicly available resources such as Companies House and social and professional networking sites.

Under data protection law, we can only use your personal data if we have a proper reason, e.g.:

• Where you have given consent;
• To comply with our legal and regulatory obligations;
• For the performance of a contract with you or to take steps at your request before; entering into a contract; or
• For our legitimate interests or those of a third party.

A Legitimate Interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You have the right to object to processing based on legitimate interests. We must then stop the processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or the processing is required to establish, exercise or defend legal claims.

We may use your personal information for legitimate interests such as direct marketing or under reasonable expectation to provide you with information you would expect to receive or that would benefit and enhance our relationship. This information will help us review and improve our products, services and offers. You have the right to object to this processing and should you wish to exercise that right (see ‘How to contact us’ below).

The primary reason for asking you or others to provide us with your personal information is to provide legal services to you so we may perform our contract.

The following are some other examples of what we may use your information for:

• Verifying your identity;
• Verifying source of funds;
• Liaising with you;
• Obtaining insurance policies on your behalf, including After the Event Legal Expenses Insurance;
• Progressing your file, including providing you with legal advice, carrying out litigation and attending hearings on your behalf, preparing documents or completing transactions;
• Seeking advice from third parties, including legal and non-legal experts;
• Responding to a complaint or allegation of negligence to us;
• Retaining financial records of your transactions and those transaction we make on your behalf;
• Where it is necessary for reasons of substantial public interest.

Collection and use of personal data

We may collect, hold, use and transfer personal data for the following purposes:

• To contact and communicate with you;
• Provision of legal services, including onboarding, advising and acting on behalf of clients;
• To run conflict checks (for actual and potential clients, and for counterparties);
• Where we are seeking your services, to engage our services;
• Statistical analysis to help us manage our business e.g., in relation to our financial performance, client base, services range or other efficiency measures;
• Direct marketing;
• Determining the effectiveness of promotional campaigns and advertising;
• Ensuring the confidentiality of commercially sensitive information;
• Network and information systems security;
• Administering any accounts;
• Processing your bank / credit card detail in order to obtain / make payments;
• For internal record keeping and administrative purposes;
• Prevention and detection of fraud;
• Credit reference checks (where appropriate);
• Identity checks;
• To enforce legal rights or defend or take legal proceedings;
• Gathering and providing information required by or relating to audits, enquiries or investigations by governmental or regulatory bodies or other bodies in relation to you;
• Operational reasons, such as improving efficiency, training and quality control;
• Provision of education and training to customers and clients;
• To enable you to access and use our website, portal and other associated platforms, and associated social media platforms;
• To manage your participation in any of our events that you register for;
• To consider your application to work with us and to conduct pre-employment reference checks;
• To share your personal data with members of our group, partner companies and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale or in the event of our insolvency. In such cases information will be anonymised where possible and only shared where necessary.

Our disclosures of personal data to third parties

Usually, we will only use your information within Justizia Law. However, there may be circumstances, in carrying out your legal work, where we need to disclose some information to third parties, for example:

• Companies within the Justizia Ltd group, our employees, contractors and/or, where applicable, partner companies and other third parties connected with the work we do for you;
• Anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred
• Solicitors acting on the other side;
• Providers of identity verification;
• Asking an independent barrister or Counsel for advice or to represent you;
• Non legal experts to obtain advice or assistance;
• Translation Agencies;
• Contracted Suppliers;
• Outsourcing Companies;
• External auditors (e.g., those who audit our accounts) or our regulators, i.e., The Solicitors Regulation Authority, Information Commissioners Office etc.;
• Payment Service companies that process transactions for us (e.g., Direct Debits and card transactions, automated payment service);
• Bank or Building Society; or other financial institutions;
• The Financial Ombudsman Service, Financial Services Compensation Scheme, Pension Ombudsman Service or any other Ombudsman;
• Communication providers (e.g., text/live chat service providers);
• Third-party funders;
• Insurance Companies, i.e., for the purposes of acquiring After the Event Insurance
• Client feedback review platforms, including Trustpilot;
• Marketing, advertising providers and partner companies such as Justizia Technologies Ltd, Google, Facebook and LinkedIn;
• PR & Marketing agencies who help to promote our products and services and manage our brands;
• IT service providers, data storage, web hosting and server providers such as HubSpot or Amazon Web Services;
• Any third parties who may have introduced you to our services that may require updates as to the progression of your matter;
• Other Third Parties: Where we have your consent to do so, or where we are required to do so under a legal or regulatory obligation, such as the prevention of financial crime or terrorism;
• We might share some of your information with the emergency services if we think you or others are at risk.

We only allow those organisations to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We ensure all outsourcing providers operate under service agreements that are consistent with our legal and professional obligations, including in relation to confidentiality.

Overseas transfers

Where we disclose personal data to our partner companies and third parties, these companies may store, transfer or access personal data outside of the United Kingdom. The level of data protection in countries outside of the United Kingdom may be less comprehensive than what is offered in the United Kingdom.

Where we transfer your personal data outside of the United Kingdom, we will perform those transfers using appropriate safeguards in accordance with the requirements of applicable data protection laws. We can only transfer your personal data to a country outside of the UK where:

• the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. A list of countries the UK currently has adequacy regulations in relation to is available
• there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or
• a specific exception applies under relevant data protection law.

Where we transfer your personal data outside the UK, we do so on the basis of an adequacy regulation or (where this is not available) by ensuring the use of legally approved standard data protection clauses recognised or issued further to Article 46(2) of the UK GDPR. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.

How long will we keep your information for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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 your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Following the end of the relevant retention period, we will delete or anonymise your personal data.

How we will keep your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your personal data and other information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit  Get Safe Online is supported by HM Government and leading businesses.

Your rights and controlling your personal data

Please read this Privacy Notice carefully. If you provide personal data to us, you understand we will collect, hold, use and disclose your personal data in accordance with this Privacy Notice. You do not have to provide personal data to us, however, if you do not, it may affect our ability to provide legal services to you.

Access, correction, processing and portability: You may request details of the personal data that we hold about you and how we process it (commonly known as a “data subject request”). You may also have a right in accordance with applicable data protection law to have your personal data rectified or deleted, to restrict our processing of that information, to object to decisions being made based on automated processing where the decision will produce a legal effect or a similarly significant effect on you, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to you or another organisation.

Information from third parties: In some situations, we may receive personal data about an individual from a third party. Where this happens, we are likely to not have direct contact with the individual whose personal data we are processing, or it may not be appropriate for us to let them know how we are processing their personal data (for example for confidentiality purposes). If you are a third party providing personal data about somebody else, you represent and warrant that you have such person’s consent to provide the personal data to us or are otherwise permitted by applicable data protection laws to share it with us. We will protect such personal data as set out in this Privacy Notice.

Unsubscribe: To unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us (see ‘How to contact us’ below) or opt-out using the opt-out facilities provided in the communication. If you unsubscribe from our email database and communications, please note that we retain your data for a period of six years unless we receive a specific request to erase it.

Withdraw consent: Where we are relying on consent to process your personal data, you have the right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Updating your details

If any of the information that you have provided to  us changes, for example if you change your name or e-mail address, please let us know (see below ‘How to contact us’).

Marketing Data

We will use your personal data to send you updates (by email, text message, telephone, or post) about our services, including exclusive offers, promotions, or new services.

How we collect personal data

The following are examples, although not exhaustive, of how we might collect your personal information:-

• Sign up to receive one of our newsletters;
• Submitting an online enquiry;
• Following / liking / subscribing to our social media channels;
• Completing a questionnaire on our website;
• Ask us a question or submitting any queries or concerns you have via email or on social media channels;
• Post information to our website or social media channels, for example when we offer the option for you to comment on, or join discussions;
• When you leave a review about us on Trustpilot.com.

The legal basis for using personal data for marketing purposes

We handle enquiries at different stages and therefore group those enquiries in three distinct ways. We shall take the following steps in each instance:

Prospects

Consent will need to be recorded before being added to marketing campaigns.

Retainer Clients

We have a legitimate interest in using your personal data for marketing purposes. This means we do not usually need your consent to send you marketing information. Upon collecting your personal data, you will be provided the opportunity to opt-in to receiving marketing communications from us. We hope you will provide this information as you may find our communications useful, but if you choose not to, this will have no effect on accessing our legal services. Clients will have the option to exclude themselves from marketing by clicking the unsubscribe link on any marketing emails they may receive, on the telephone when speaking with an advisor, or by contacting us.

We appreciate that you may decide that you do not wish to receive marketing communications, and we shall respect that choice. We have a legal obligation pursuant to the Data Protection Act 2018 and the UK GDPR to stop sending marketing communications if you object. If you do not want us to use your personal data in this way, please let us know (see below ‘How to contact us’).

Fixed fee clients

Legitimate interest will be the legal basis for using your personal data for marketing purposes, as described within the ‘Retainer Clients’ section immediately above.

Social Media

We use publicly available social media platforms to promote our services, to provide updates and to share any news and promotional updates. We may collect personal information from these social media platforms, for example, if you post a message on our Facebook page. By providing any of your information to us through these platforms you should be aware that:

The social media web pages are publicly available, and you must not provide any personal or sensitive information on our pages that are accessible to the public, such as your account information.

We may ask you for your account information via a private message to identify you and to service any request you make; and

Each social media platform will process any personal information you provide through the platform and will be processed in accordance with its own Privacy Notice. The Privacy Notices are available to view on each social media platform.

Other types of advertising

When you visit our website or similar websites Google may use our advertisements promoting our products and services which may appear on other third-party websites you visit across the internet for remarketing purposes, including cross-device remarketing. Google and other third parties will use cookies to tailor advertisements for website users based on their previous visit to our website. More information about cookies can be found below.

We do not have any control over the advertisements you see on other third-party websites, however you can request to opt-out or customise these advertisements by using the Google Ads Preference Manager.

Recording calls

We may from time to time, record calls that you make to us, or we make to you or any other third party. This is for training, monitoring and quality purposes. Some calls may be observed by staff for training and development purposes.

Storage and security

We are committed to ensuring that the personal data we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures and encryption of personal data to safeguard and secure personal data and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

Cookies

We may use cookies on our website and portal from time to time. Cookies are text files placed in your computer’s browser to store your preferences. You can find out more information about the types of cookies we use in our Cookie Policy.

Our Partners

Justizia Technologies Limited (company no. 15984428): Justizia Law is now working in collaboration with Justizia Technologies Limited, which produces the multi service app ‘Justizia’. Justizia Technologies Limited helps you with comparisons, moving home and case tracking within companies such as Justizia Law, where you are pursuing a particular case type.

If you follow a link to any of our partner websites or apps, please note that these websites and apps have their own Privacy Notices and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites and apps.

Links to other websites

Our website may contain links to other websites. We do not have any control over those websites, and we are not responsible for the protection and privacy of any personal data which you provide whilst visiting those websites. Those websites are not governed by this Privacy Notice.

Who can you complain to?

If you are unhappy about how we are using your information or how we have responded to your request, then you should contact us in the first instance (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner’s office. The UK’s Information Commissioner may be contacted using the details at or by telephone: 0303 123 1113.

Amendments

We may change this Privacy Notice from time to time and without further notice to you to reflect changes in our information practices or relevant laws. We will post a notice on our website and other websites that point to this Privacy Notice to notify you of any significant changes to the way we collect and use information. We will indicate at the bottom of the Privacy Notice when it was last updated.

How to contact us

If you have any queries about this policy please contact us in writing by post or email at the following addresses:

Address:
Justizia Law
First Floor Fraser House
Whitecross Industrial Estate
South Road
Lancaster
LA1 4XQ

Email:  compliance@justizialaw.co.uk

Telephone:  0330 818 2619