Nottinghamshire Law Society – Privacy Policy

Sponsors

May 2021

Nottinghamshire Law Society is committed to protecting and respecting your privacy. We want you to understand how we collect and use information about you.

The privacy notice describes to you:

  • About Us: Nottinghamshire Law Society
  • Personal Data: Collection, Storage, Use & Security
  • Third Parties: Sharing Personal Data.
  • Your Rights
  • How to Contact Us
  • Cookies
  • Policy Changes
  • Complaint Procedure

1. About Us: Nottinghamshire Law Society:

For the purposes of data protection law, the “controller” is Nottinghamshire Law Society, a company incorporated and registered in England and Wales under company number 9872C and having its registered office at 11 Clarendon Street, Nottingham NG1 5HR (from now on referred to as NLS, or as “we” and related words such as “us” and “our”). Our registered VAT number is 416349649.

As controller, we are responsible for, and control the processing of your personal data. We are registered as a data controller with the Information Commissioner’s Office, which is the UK’s supervisory authority for data protection matters.

If you would like to contact us about this notice, including if you wish to receive further information about any aspect of it, our details are as follows:

Email: nottinghamshirelawsociety@nottslawsoc.org

2. Personal Data: Collection, Storage, Use & Security

In the course of our business, which is a voluntary membership organisation serving the Nottinghamshire legal profession through representation, business networking and social events, training events, event space and local legal sector recruitment advertising, we collect the following personal data when you provide it to us:

Personal Data:

  • Personal/Profile Details:
    • Name & Title
    • Firm/Chambers
    • Job Title
    • Date of Admission/Call
    • SRA number
    • Practice Areas
    • Legal Qualifications
    • Preferences
    • Feedback
  • Contact & Transaction Data:
    • Delivery Address
    • Billing Address
    • Email Address
    • Telephone/Mobile
    • Details about payments to and from you.
    • Details of products and services you have received from us.
  • Biographical Data, Profile (Job applications, CV’s):
    • Institutions attended
    • Employment History
    • Academic Results
    • Any other personal information you provide
    • Legal Qualifications
    • Speaker Biographies
    • Practice Areas
  • Technical Data:
    • Internet Protocol (IP) Address
    • Login Data
    • Time Zone Setting
    • Browser plug-in types & versions
    • Operating system & platform & other technology on the devices you use to access our website
  • Usage & Marketing Data:
    • Information about how you use our website, products, and services.
    • Your preferences in receiving marketing and communications.
  • Images:

    Delegates may be photographed or filmed at our events. By registering to attend, delegates consent for Nottinghamshire Law Society to use any photographs taken in future marketing collateral. If you do not wish to be filmed or photographed at the event, please notify us by email to nottinghamshirelawsociety@nottslawsoc.org

    We do not knowingly collect “special category” personal data. This is a special type of data to which more stringent processing conditions apply and comprises data concerning your racial or ethnic origin, political opinions, religious or philosophical beliefs, health or sexual orientation and genetic data and/or biometric data.

    We also do not collect information about criminal convictions or offences.

Collection:

We obtain personal data from sources as follows:

  • Directly from you when you interact with us, for example when you:
    • Join as a Member
    • Attend an Event
    • Sign up to Mailing
    • Enter a competition
    • Take Part in a Survey
    • Feedback
    • Send a CV
    • Advertise Recruitment
    • From your employer
    • From an individual if they nominate at our annual awards event
    • From automated technologies, such as cookies & tags when you use our website.

Usage:

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • To allow you to receive benefits and opportunities of your NLS Membership
  • To provide services to non-members who have consented to be contacted to hear about the services of NLS.
  • Where we need to comply with a legal or regulatory obligation.

Consent:

If you are a member or applying with a CV to advertise for recruitment, we will process your personal data for the following purposes:

  • To enable us to carry out our services as part of your membership.
  • To identify you and respond to your enquiries.
  • To provide you with information you have requested in relation to our services before you decide to purchase/receive them.
  • To carry out billing and administration activities, including annual membership renewals, refunds and credits.
  • If you have never been a member or used our services or have not used any services for a long time but have given us your explicit consent to hear from us about our services, promotions, or events that we consider may be of interest to you, we will contact you by email. You have the right to withdraw consent to marketing at any time.

We process your personal information for our legitimate business purposes, which include the following:

  • To conduct and manage our business as a local law society serving the local legal profession by providing training, social events, networking, legal and regulatory updates.
  • Representation and promoting Nottinghamshire as a centre of legal excellence
  • To analyse, improve and update our services for the benefit of our members and non-members
  • To deal with complaints.

We may process your personal data in order to comply with applicable laws (for example, if we are required to co-operate with an investigation pursuant to a court order).

Security:

To form a membership contract with you, we will need some or all of the personal data described above, so that we set out the membership. If we do not receive the data in the membership form, we will not be able to admit you as a member.

We carefully consider the personal data that we store and will not keep your information in a form that identifies you for longer than is necessary for the purposes set out in this notice or as required by applicable law.

Once your membership has lapsed and we have confirmation that your membership will not be renewed, your personal data will be removed from our records.

NLS has security measures in place designed to prevent data loss, to preserve data integrity and to regulate access to the data, only authorised NLS employees and third parties processing data on our behalf have access to your personal data.

All NLS employees who have access to your personal data are required to adhere to the NLS privacy policy and we have ensured our third-party data processors have safeguards to ensure that your data is processed only as instructed by NLS.

The security measures we have in place include:

  • Regular reviews of information collection, storage and processing practices to protect against unauthorised access.
  • Restriction of access to personal information.
  • Monitoring systems storing and processing information.
  • Use of secure technologies (eg. SSL, encryption)

We take all reasonable steps to keep your data safe and secure and to ensure the data is accessed only by those who have a legitimate interest.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us. Any transmission is at your own risk.

3. Third parties: Sharing Personal Data

We will only share your personal data to the following recipients for the purposes set out in this notice:

  • Members of the NLS Council and Executive, but only to the extent necessary to carry out the Council and Executive corporate governance function.
  • Our Services providers including:

Email & mail service providers; technical and support partners, such as the companies who host our website and back-up services; bookkeeper; printers & engravers for event marketing, awards, training etc; event managers for our annual awards dinner; AV production for the Annual Awards Dinner; Judging Panel for Annual Awards & Competitions; Hotels/restaurants (name & menu choices); Delegate lists required for security, speakers, exhibitors, sponsors etc; any other parties where we have your specific consent to do so.

4. Your Rights

We draw your attention to your following rights under data protection law:

  • Right to be informed about the collection and use of your personal data.
  • Right of Access to your personal data, and the right to request a copy of the information we hold about you and supplementary details about that information you- you will be asked to provide proof of your identity and residential address, and we may ask you to provide further details to assist us in the provision of such information.
  • Right to have inaccurate personal data that we process about you rectified – we want to ensure that the personal information that we process and retain about you is accurate, so please do remember to tell us about any changes. It is your responsibility to ensure you submit true, accurate and complete information to NLS.
  • Right of erasure – in certain circumstances you have the right to have personal data that we process about you blocked, erased, or destroyed.
  • Right to object, or restrict:
    • Processing personal data concerning you for direct marketing.
    • Decisions being taken by automated means which produce legal effects concerning you or that you similarly significantly affect you.
    • In certain other situations, to our continued processing of your personal data.
  • Right of portability of your data in certain circumstances.

You will not have to pay a fee to access your data (or to exercise any of your rights). However, we may charge a fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Please contact us using the details in section 1 of this notice, if you would like to exercise any of these rights.

These rights are subject to certain limitations that exist in law. Further information about your information rights is available on the ICO’s website: https://ico.org.uk/

5. Cookies

Our website uses cookies. For more information on which cookies, we use and how we use them, please see our cookies notice.

6. Policy Changes

We may change this notice from time to time. You should check this notice on our website occasionally, to ensure you are aware of the most recent version.

7. Complaint Procedures

We hope that you will be satisfied with the way in which we approach and use your personal data.

Should you find it necessary, you have a right to raise a concern with the information regulator, the Information Commissioner’s Office: https://ico.org.uk/

However, we do hope that if you have a complaint about the way, we handle your personal data, you will contact us in the first instance using the contact details in section 1 above, so that we have the opportunity to resolve it.