Privacy Policy

We take your privacy very seriously, and we encourage you to carefully read this privacy statement, as it provides critical information about who we are and how and why we retain, acquire, utilise, and disclose your personal information.

Additionally, this policy details your rights in relation to your personal data and the procedures you can follow if you have a complaint.

Who are we?

James is a data controller subject to the General Data Protection Regulations (GDPR) and the 2018 Data Protection Act. Williams Ave, Dorchester, Dorset, DT1 2JY is our registered office.

Kindly direct any questions, complaints, or requests regarding our data processing practises to our Data Protection Officer (DPO), Paul Bradley, Direct Dial telephone number: 01305 251150Email: [email protected].

What personally identifiable information will we collect?

  • Your first and last names, as well as your mailing address and telephone number
  • Information that will enable us to confirm and validate your identification – for example, your date of birth or passport information.
  • Contact information in electronic form – for example, your email address and cell phone number
    Data pertaining to the topic for which you seek our opinion or representation
  • Financial information pertinent to your directions, such as the source of your cash if directing on a buy transaction.

Additionally, depending on the reason for your instruction, we may collect other personal information, such as:

  • Your National Insurance number and tax identification number
  • Details about your bank and/or building society
  • Particulars about your spouse/partner, marital status, and dependents or other family members – for example, if you instruct us on a family concern or a Will.
  • Your job status and data, including pay and benefits – for example, if you direct us on work-related problems or in cases involving your employment status or income
  • Your medical records or history – for example, if we are representing you in a personal injury claim.
  • Specifics about any limitations you may have, if applicable to your case
    Information that will enable us to conduct credit or other financial background checks on you
  • Your nationality and immigration status, as well as information from accompanying papers such as a passport or other form of identification, as well as immigration information
  • Your employment records, including, where applicable, records relating to sickness and absence, performance, disciplinary, conduct, and grievances (along with any relevant special category personal data) – for example, if you instruct us on matters relating to your employment or in which your employment records are relevant.
  • Your race or ethnic origin, gender and sexual orientation, and religious or similar convictions – for example, if you instruct us on a discrimination claim.
  • Your trade union membership – for example, if you direct us on a discrimination claim or if a trade union funds your issue
  • Open social media profiles in the public domain are only relevant to your claim if they contain information on your claim.

How Your Personally Information Is Collected

We obtain the majority of this information straight from you. However, the following methods may also be used to acquire information.

  • From publicly available sources – for example, Companies House or the HM Land Registry.
  • Directly through a third party – for example, insurance companies, estate agents, trade unions or other introducers, credit reference agencies, or suppliers of client due diligence
  • With your consent, from a third party – For example, your bank or building society, another financial institution or advisor, insurance companies, advisors, or other experts we may engage in connection with your matter, your employer, professional body, or pension administrators, and your doctors, medical, and occupational health professionals.
  • Through our website – our website makes use of cookies.

How We Make Use of Your Personally Identifiable Information

We will only use your personal information if we have a legitimate purpose to do so.

The information you submit to James will be used to provide you with the services you desire and to assist us in dealing with your inquiry.

As a result, we’ll need to process the data in one of two ways:

  • To carry out our contractual obligations to you or to take actions at your request prior to engaging into a contract
  • To adhere to our legal and regulatory responsibilities
  • To protect our legitimate interests or the legitimate interests of a third party
  • Where approval has been granted

A legitimate interest exists when we use your information for business or commercial purposes that are not outweighed by your own rights and interests.

If we need to process sensitive information about you, such as your health records or trade union membership, in order to pursue your case, we will do so on the premise that the processing is essential for the establishment, exercise, or defence of your legal claim.

You acknowledge that we have the right to obtain, use, process, and disclose your personal information in order to carry out the services we have agreed to provide and for other related purposes, such as updating client records, conducting management analysis, preventing crime, and complying with legal and regulatory requirements.

As indicated above, we will need to process your personal data in order to perform our retainer’s claim or issue. Without these information, we will be unable to assist you with your case.

We will not use your personal data to create automated judgments about you – that is, we will not use technology alone to make legally binding processing decisions about you.

Sharing your data

While we are representing you, we may disclose your personal information with chosen third party providers in order to help you with your case. This may include your name, contact information, personal circumstances, and pertinent information regarding your case.

This enables us to perform the services for which we have agreed to be responsible.

We commonly exchange personal data with the following entities:

  • Professional advisers to whom we recommend you or instruct on your behalf – for example, barristers, medical professionals and agencies, accountants, tax advisors, and other specialists.
  • Other third parties as required to carry out your instructions – for example, your mortgage provider, estate agent, HM Land Registry, and HMRC in the case of a property transaction, or Companies House, a court, a tribunal, third party insurers, or the defendant solicitor in the case of a litigated matter.
  • The individual or organisation that recommended you to us, for example, a labour union or claims management business
  • Any insurance firm that assists you financially with your claim, such as a supplier of legal expenses insurance or other third-party funders.
    Brokers and insurers
  • External auditors – for example, the Law Society – to check the quality of service we provide in accordance with independent accreditations such as Lexcel and to audit our financial statements.
  • Our financial institution
  • External service providers, representatives, and agents that we use to increase the efficiency of our business – for example, legal costs draughtsmen, typing services, public relations/marketing agencies, document collation, couriers such as Royal Mail and DHL, or analysis suppliers such as social media.
  • If you are receiving public assistance, contact the Legal Aid Agency.
  • On conveyancing transactions, property search firms
  • Online identity verification services to ensure your identification in accordance with the Money Laundering Regulations or to comply with other legal requirements

We only allow our service providers to handle your personal data if we are certain they are taking necessary security precautions. Additionally, we require service providers to adhere to contractual commitments that limit their use of your personal data to providing services to us and you.

To comply with our legal and regulatory requirements, we may share and exchange information with law enforcement authorities and regulatory organisations.

Without your specific agreement, we will not transmit, retain, or process the data we gather from you to a destination outside the European Economic Area (“EEA”).

Public Relations

We may use your personal information to send you updates via email, text message, telephone, or postal mail regarding legal developments that may be of interest to you and/or information about our services, such as special offers, promotions, or new services or products.

In processing your personal data for promotional reasons, we have a legitimate interest. This means that we often do not require your approval before sending you promotional emails. Where consent is required, we shall get it individually and unambiguously.

We will always treat your personal information with the utmost care and will never sell or share it with other organisations for the purpose of marketing.

You may unsubscribe from promotional mailings at any time by:

  • Contacting us by telephone at 01305 251150
  • By clicking the ‘unsubscribe’ link included in each email contact we give you.

We may contact you to confirm or adjust your marketing preferences if you direct us to provide more services in the future, or if applicable laws, regulations, or our company structure change.

How long will we retain your data?

When we act for you or your information pertains to a matter in which we have acted, we typically retain paper records for seven years and electronic records for fifteen years.

Exceptions include real estate transactions, business litigation, estate planning, and customers who are minors who may lack capacity.

Where we have not intervened in a dispute, we typically retain electronic and paper data for a period of two years.

If you have shared information with us via social media, such as your name, address, or facts about a case, this information will be retained for no more than two years.

Your Legal Rights

You have the following rights, which you may exercise without incurring any costs.

Access

The right to obtain a copy of your personal information

Rectification

The right to compel us to rectify any inaccuracies in your personal data

To be lost in time

In some circumstances, you have the right to request that we remove your personal data.

Processing stipulations

The right to obtain a restriction on our processing of your personal data in certain instances – for example, if you question the data’s correctness

Portability of data

The right to get a structured, generally used, and machine-readable format of the personal data you gave to us and/or to transfer such data to a third party – in certain circumstances

To raise an objection

  • at any time to the use of your personal data for direct marketing purposes (including profiling);
  • in some other circumstances, to our continuing processing of your personal data – for example, processing conducted for our legitimate purposes.

If you wish to inspect the information we hold on you or exercise any of the other rights listed above, please contact our DPO.

Maintaining the security of your personal information

We have implemented necessary security measures to protect against the accidental loss, misuse, or inappropriate access to personal information.

We restrict access to your personal information to those who require it for legitimate business purposes.

Those that process your information will do so in an authorised manner and are bound by a confidentiality obligation.

Additionally, we have mechanisms in place to address any suspected breach of data security. We will notify you and any applicable regulators if we are legally compelled to do so in the event of a suspected data security breach.

How to File a Complaint

We hope that our Data Protection Officer will be able to address any concerns or questions you may have regarding how we utilise your information.

If you have a concern about how we handle your personal data or our compliance with GDPR, you may contact the Information Commissioner’s Office (ICO), which is independent, impartial, and empowered to address complaints. Here’s how to contact us:

Contact information: [email protected]

Contact us by email at [email protected].

Modifications to This Privacy Statement

This privacy statement was last updated on 7th December 2020.

We reserve the right to modify this privacy statement at any time. You should review this policy on a regular basis to ensure that you are familiar with the most recent version.