1. INFORMATION WE COLLECT
There is one main category of information we collect from you, being the information you give to us.
1.1 Information that is necessary for use by The Owen Kenny Partnership Ltd.
We ask for and collect the following personal information about you when you use our legal services at The Owen Kenny Partnership Ltd. This information is necessary for the adequate performance of the matter between you and us and to allow us to comply with our legal obligations. Without it, we may not be able to provide you with all the requested services.
- File information: When we open a file for you at The Owen Kenny Partnership Ltd, we require certain information such as your first name, last name, email address, address, phone number and date of birth.
- Identity Verification Information: To help create and maintain a trusted environment and to comply with the Money Laundering Regulations, we need to collect identity verification information (such as original or certified copies of photo ID (driving licence or passport) and address ID (utility bill or bank statement dated within the last 3 months).
- Payment Information: We may require you to provide certain financial information like your bank account details or credit card details in order to facilitate the processing of payments.
1.2 Information you choose to give us.
You may choose to provide us with additional personal information, depending on your matter here and its relevance to your case. This additional information will be processed based on your consent.
2. HOW WE USE INFORMATION WE COLLECT
2.1 We use, store, and process information, including personal information, about you and your matter to comply with our legal obligations.
2.2 Create and Maintain a Trusted and Safer Environment.
- Detect and prevent fraud, spam, abuse, security incidents, and other harmful activity.
- Comply with our legal obligations.
- Enforce our Terms and Conditions and other policies.
3. SHARING & DISCLOSURE
3.1 With Your Consent.
Where you have provided consent, we share your information, including personal information, to cross-sell other services at The Owen Kenny Partnership Ltd that we feel may be of benefit and interest to you.
We don’t share your billing and payment information with anyone outside of The Owen Kenny Partnership Ltd.
3.2 Compliance with Law, Responding to Legal Requests, Preventing Harm and Protection of our Rights.
The Owen Kenny Partnership Ltd may disclose your information, including personal information, to courts, law enforcement or governmental authorities, or authorised third parties, if and to the extent we are required or permitted to do so by law or if such disclosure is reasonably necessary: (i) to comply with our legal obligations, (ii) to comply with legal process and to respond to claims asserted against The Owen Kenny Partnership Ltd, (iii) to respond to verified requests relating to a criminal investigation or alleged or suspected illegal activity or any other activity that may expose us, you, or any other of our users to legal liability, (iv) to enforce and administer our Terms and Conditions, or (v) to protect the rights, property or personal safety of The Owen Kenny Partnership Ltd, its employees, or its Directors.
3.3 Service Providers.
The Owen Kenny Partnership Ltd uses a small selection of third party service providers to help us provide our services. Details of the same are available upon request.
3.4 Social Media Platforms.
Where permissible, according to applicable law, we may share general blog information on social media platforms, such as Facebook or Google, to generate leads, drive traffic to our websites or otherwise promote our services.
3.5 Business Transfers.
4. OTHER IMPORTANT INFORMATION
4.1 Analysing your Communications.
We may review, scan, or analyse your communications on your file at The Owen Kenny Partnership Ltd for fraud prevention, risk assessment, regulatory compliance, investigation, and customer support purposes. We will not review, scan, or analyse your communications to send third party marketing messages to you, and we will not sell reviews or analyses of these communications. These activities are carried out based on The Owen Kenny Partnership Ltd’s legitimate interest in ensuring compliance with applicable laws and our Terms, preventing fraud, promoting safety, and improving and ensuring the adequate performance of our services.
5. YOUR RIGHTS
You may exercise any of the rights described in this section by contacting the Data Controller via email at The Owen Kenny Partnership Ltd (firstname.lastname@example.org). Please note that we may ask you to verify your identity before taking further action on your request.
5.1 Rectification of Inaccurate or Incomplete Information.
You have the right to ask us to correct inaccurate or incomplete personal information concerning you (as you cannot update this yourself on our database).
5.2 Data Access and Portability.
In some jurisdictions, applicable law may entitle you to request copies of your personal information held by us. You may also be entitled to request copies of personal information that you have provided to us in a structured, commonly used, and machine-readable format and/or request us to transmit this information to another service provider (where technically feasible).
5.3 Data Retention and Erasure.
We generally retain your personal information for as long as is necessary for the performance of the matter between you and us and to comply with our legal obligations. If you no longer want us to use your information to provide legal services to you, you can request that we erase your personal information after the applicable minimum time. Please note that if you request the erasure of your personal information:
- We may retain some of your personal information as necessary for our legitimate business interests, such as fraud detection and prevention and enhancing safety. Please refer to our Data Retention and Right to Erasure policies which are available upon request.
5.4 Lodging Complaints.
You have the right to lodge complaints about the data processing activities carried out by The Owen Kenny Partnership Ltd before the competent data protection authorities, namely the Information Commissioner’s Office.
We are continuously implementing and updating administrative, technical, and physical security measures to help protect your information against unauthorised access, loss, destruction, or alteration. Some of the safeguards we use to protect your information are firewalls and data encryption, and information access controls. If you know or have reason to believe that your details have been lost, stolen, misappropriated, or otherwise compromised or in case of any actual or suspected unauthorised use by The Owen Kenny Partnership Ltd, please contact us following the instructions in the Contact Us section below.
8. CONTACT US
Data Retention Policy
Purpose: A guide on good practice in data retention policy and practice.
Information is an important asset of our law firm. This policy applies to documents retained in either paper or electronic format (including email communications).
What do we retain?
In relation to the professional services we provide, our policy is to retain all documentation necessary to support our work, our correspondence with clients, our client bills, invoices & payment information, as well as anything else of continuing significance or required by statute, rule, or regulation. Drafts or other documents not utilised should not be retained. Documents transmitted as attachments via email should be considered separately from the email messages to which they are attached. Original client records will be returned to clients and will not be a part of our ongoing files.
How do we store & protect client data?
All paper documents / communication by post are stored in the corresponding client matter file; any documents attached to and transmitted by email are also stored in the appropriate client folders (hard copy file). Those email messages which actually contain information pertinent to the completion of a tax return or financial statement, such as a client’s responses to a list of questions, are copied or “printed” to PDF, and included in the folder. Email messages not saved for filing in the correspondence file or other appropriate folder are deleted quarterly.
How long do Owen Kenny Solicitors store documents & records?
Our business records
We retain the following business records for a minimum period of seven (7) years: annual general ledger detail, annual financial reports, bank statements & cancelled cheques, depreciation schedules, payroll data, vendor invoices & paid bills, accident reports & claims, firm publications, advertising & promotional materials, worksheets & related backup documents for tax returns, accounts receivable reports, client billing, insurance documents & policies, leases & contracts, and personnel files. Calculation of the retention period for records covering a stated duration, or finite period of time begins to run at the end of the term, expiration, or period of employment. We retain the following documents forever: corporate documents, agreements & annual reports, tax return, and shareholder documents, agreements & contracts.
We retain the following client records for a minimum period of seven (7) years after closing the matter, or the end of the client retainer. We retain the following client records permanently: Wills, trusts & estate documents, estate & gift tax records, deeds. Please note we reserve the right to keep your records for up to twelve (12) years depending on your matter type and the appropriate limitation period needed.
How do you dispose of documents & records?
It is the firm’s policy to destroy files after the expiration of their respective retention period. During the retention period, clients and former clients may request copies of any data contained in their respective file(s).
In most cases, we will not charge a fee to comply with a subject access request. However, where the request is manifestly unfounded or excessive, we reserve the right to charge a “reasonable fee” for the administrative costs of complying with the request. We also reserve the right to charge a reasonable fee if an individual requests further copies of their data following a request. We will base the fee on the administrative costs of providing further copies.