Privacy Policy
About this firm
Orbit Legal Limited (we, us, or our) is a company incorporated in England and Wales with registered number 12575786. Our registered office is at Unit 16, Bramley House, Bramley Road, Long Eaton, Derbyshire, NG10 3SX.
Orbit Legal Limited is authorised and regulated by the Solicitors Regulation Authority (SRA). The SRA is the independent regulatory arm of the Law Society of England and Wales, our professional body. All services provided by Orbit Legal Limited are regulated by the SRA. We are registered for VAT purposes.
In this privacy policy, references to Orbit Legal Limited include our group companies from time to time.
Introduction
We take your privacy very seriously. Please read this privacy policy 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.
When we use your personal data we are regulated under the EU General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
Some key terms used in this policy:
Personal Data:
any information relating to an identified or identifiable individual.
Special Category Personal Data(a):
(a) Personal Data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, or trade union membership; and
(b) biometric data (where used for identification purposes); and
(c) Personal Data concerning health, sex life or sexual orientation.
Personal Data we collect about you
The section below sets out the Personal Data we will (shown in white) or may collect, depending on why you have instructed us (shown in green) while providing services to you. This may include Special Category Personal Data.
Will collect
Your full name, address, and telephone number.
Information to enable us to check and verify your identity (such as your date of birth, passport details, driving licence and/or your National Insurance Number).
Electronic contact details (such as your mobile phone number and email address).
Information relating to the matter in which you are seeking our advice or representation.
Information to enable us to undertake a credit or other financial checks on you.
Information about your use of our IT, communication, and other systems (for example, if using our secure online client portal).
May collect
(depending on why you have instructed us)
Your National Insurance and tax details.
Details of your spouse/partner, dependants, or other family members.
Your bank and/or building society details.
Your employment status and details including salary and benefits.
Details of your pension arrangements.
Your financial details as far as relevant to your instructions (such as the source of your funds if you are instructing on a purchase transaction).
Personal identifying information, such as your eye colour or your parents’ names (for example, if you instruct us to incorporate a company for you).
This Personal Data is required to enable us to provide services to you. If you do not provide the Personal Data we ask for, it may delay or prevent us from providing those services.
How your Personal Data is collected
We collect most of this information from you, directly or via our secure online client portal. However, we may also collect information:
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from publicly accessible sources (such as Companies House); and
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directly from a third party, such as:
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credit reference agencies; and
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client due diligence providers; and
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sanctions screening providers; and
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from a third party with your consent, such as:
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your bank or building society, another financial institution or advisor; and
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consultants and other professionals we may engage with relation to your matter; and
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via our website – we use cookies on our website (for more information on cookies, please see our cookie policy); and
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via our information technology systems, such as case management, document management, and time recording systems.
How and why we use Personal Data
Under data protection law, we can only use Personal Data if we have a proper reason for doing so, such as:
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to comply with our legal and regulatory obligations; and/or
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for the performance of our contract with you or to take steps at your request before entering a contract; and/or
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for our legitimate interests or those of a third party; and/or
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where you have given consent.
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A legitimate interest is when we have a business or commercial reason to use personal data, so long as this is not overridden by your own rights and interests. The section below explains how we use Personal Data and our reasons for doing so:
What we use Personal Data for
To provide services to our clients.
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, such as rules issued by our professional regulator.
Gathering and providing information required by or relating to audits, enquiries, or investigations by regulatory bodies.
Operational reasons, such as improving efficiency.
Ensuring the confidentiality of commercially sensitive information.
Statistical analysis to help manage our practice.
Preventing unauthorised access and modifications to systems.
Updating and enhancing client records.
Statutory returns.
Marketing our services and those of selected third parties to:
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existing and former clients; and
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third parties who have previously expressed an interest in our services; and
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third parties with whom we have had no previous dealings.
Credit reference checks via external credit reference agencies.
Our reasons
For the performance of our contract with our client or to take steps at our client’s request before entering a contract.
To comply with our legal and regulatory obligations.
To comply with our legal and regulatory obligations.
For our legitimate interests or those of a third party.
For our legitimate interests or those of a third party, to protect our intellectual property and other commercially valuable information.
To comply with our legal and regulatory obligations.
For our legitimate interests or those of a third party.
For our legitimate interests or those of a third party.
To comply with our legal and regulatory obligations.
For the performance of our contract with you or to take steps at your request before entering a contract.
To comply with our legal and regulatory obligations.
For our legitimate interests or those of a third party.
To comply with our legal and regulatory obligations.
For our legitimate interests or those of a third party.
For our legitimate interests or those of a third party.
How and why WE use Special Category Personal Data
Under data protection law, we can only use Special Category Personal Data where:
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we have a proper reason for doing so; and
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one of the ‘grounds’ for using Special Category Personal Data applies.
There are ten potential grounds for using Special Category Personal Data under data protection law, including using Special Category Personal Data, where necessary, for obtaining legal advice. Where this ‘ground’ does not apply, we will seek explicit consent to process Special Category Personal Data.
Promotional communications
Under data protection law, we can only use Special Category Personal Data where:
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we have a proper reason for doing so; and
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one of the ‘grounds’ for using Special Category Personal Data applies.
There are ten potential grounds for using Special Category Personal Data under data protection law, including using Special Category Personal Data, where necessary, for obtaining legal advice. Where this ‘ground’ does not apply, we will seek explicit consent to process Special Category Personal Data.
We may use your personal data to send you updates (by email, message service, text, telephone, or post) about legal developments that might be of interest to you and/or information about our services.
We have a legitimate interest in processing your Personal Data for promotional purposes – this means we do not usually need your consent to send you promotional communications. 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 it to third parties for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by contacting us.
We may ask you to confirm or update your marketing 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 my business.
Who we share your Personal Data WITH?
We routinely share Personal Data with:
professional advisers who we instruct on your behalf or refer you to, such as accountants, tax advisors, independent financial advisers, barristers, or other experts; and
professional advisers acting on your behalf and who you ask us to contact in providing my services to you, such as accountants, tax advisors, independent financial advisers, barristers, or other experts; and
other third parties where necessary to carry out your instructions, such as Companies House; and
credit reference agencies; and
our banks; and
our insurers and brokers; and
external auditors in relation to accreditations and the audit of our accounts; and
external service suppliers, representatives, and agents that we use to make our business more efficient; and
our group companies.
We only allow our service providers to handle your personal data if we are satisfied they act appropriately to protect your personal data.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with my legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all our business or during a re-structuring. Usually, information will be anonymised, but this may not always be possible.
Where your Personal Data is held
Information may be held at our offices and those of our group companies, and those of third parties set out in clause 8.
Some of these third parties may be based outside the European Economic Area.
How long your Personal Data will be kept
We will keep your Personal Data after we have finished advising or acting for you. We will do so for one of these reasons:
to respond to any questions, complaints or claims made by you or on your behalf; and
to show that we treated you fairly; and
to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy.
Transferring your Personal Data out of the EEA
To deliver services to you, it is sometimes necessary for us to share your Personal Data outside the European Economic Area (EEA). These transfers are subject to special rules under European and UK data protection law.
These non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will seek to ensure the transfer complies with data protection law and that all Personal Data will be secure.
Your Rights
You have the following rights, which you can exercise free of charge:
Access:
Rectification:
To be forgotten:
Restriction of processing:
Data portability:
To object:
Not to be subject to automated individual decision making:
The right to be provided with a copy of your Personal Data.
The right to require us to correct any mistakes in your Personal Data.
The right to require us to delete your Personal Data – in certain situations.
The right to require us to restrict processing of your Personal Data – in certain circumstances, such as if you contest the accuracy of the data.
The right to receive the Personal Data you provided to us, in a structured, commonly used, and machine-readable format and/or transmit that data to a third party – in certain situations.
The right to object:
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at any time to your Personal Data being processed for direct marketing (including profiling); and
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in certain other situations to our continued processing of your Personal Data.
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
For further information on each of those rights, including the circumstances in which they apply, please see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
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email or write to us; and
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let us have enough information to identify you; and
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let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
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let us know what right you want to exercise and the information to which your request relates.
Keeping 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 information will do so only in an authorised manner and are subject to a duty of confidentiality.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the ICO who may be contacted at https://ico.org.uk/concerns or by telephone on 0303 123 1113.
Changes to this privacy policy
We may change this privacy policy from time to time. If this happens, we will confirm in writing and reissue our privacy policy to you.
Fancy a chat?
Why not drop us an email or call us on 0115 7080154 and we can get the conversation started about how we can help you.