We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
Our role in your privacy
If you are a Lawbox client, or just visiting our website, this policy applies to you.
Our responsibilities
If you are a Lawbox client or a visitor to our website we act as the ‘data controller’ of personal data. This means we determine how and why your data are processed.
We are registered as a data controller at the UK Information Commissioner’s Office under number ZA699778.
Your responsibilities
- Read this Privacy Policy.
- If you provide us with personal information about other people, or if others give us your information, we will only use that information for the specific reason for which it was provided to us. By submitting the information, you confirm that you have the right to authorise us to process it on your behalf in accordance with this Privacy Policy.
Data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together here.
How is your personal data collected?
We use different methods to collect data from and about you.
- Information you provide us through direct interactions.
- Information we collect through automated technologies or interactions with our website.
How we use your personal data.
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:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal obligation.
Technology-assisted service delivery.
We use approved technology, including AI-assisted tools, as part of providing and administering our services. This may include supporting research, drafting, document review, summarisation, analysis and administrative tasks. Where these tools process personal data, we use that information for the same underlying purposes described in this privacy policy and apply appropriate data protection and security safeguards.
Here’s a description of all the ways we plan to use your personal data and which of the legal bases we rely on to do so:
disclosures of your personal data.
We may share your personal data with the parties set out below for the purposes set out in the table above.
- Internal Third Parties in the Lawbox Design Group acting as joint controllers or processors and who are based in the United Kingdom and provide IT and system administration services and undertake leadership reporting.
- External Third Parties including:
Service providers acting as processors who provide IT, cloud, system administration and technology services, including approved AI-assisted tools.
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Face-to-face contractors and fundraisers carrying out face-to-face campaigns who collect information from donors and interested parties
- Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
your legal rights.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out below, please contact us.
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
If you want us to establish the data’s accuracy.
Where our use of the data is unlawful but you do not want us to erase it.
Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. 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.
no fee usually required.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
what we may need from you.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
time limit to respond.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
international transfers.
We and our service providers may process personal data in the UK, EEA and other countries. Where personal data is transferred outside the UK to a country that is not recognised as providing an adequate level of protection, we ensure that an appropriate safeguard or other lawful transfer mechanism is in place.
data security.
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful loss, misuse, alteration, disclosure or access. Access to personal data is limited to people and service providers who need it for legitimate business purposes and who are subject to appropriate confidentiality and security obligations.
We also have procedures for dealing with suspected personal data breaches and will notify affected individuals and any relevant regulator where we are legally required to do so.
data retention.
We keep personal data only for as long as we reasonably need it for the purposes for which it was collected, including to provide our services, meet legal, regulatory, tax and accounting requirements, and deal with any questions, complaints or claims.
For client matters, we generally keep the file for 6 years after the matter closes, unless we need to keep particular information for longer for legal, regulatory or other legitimate reasons.
Different retention periods may apply to other types of information, depending on why we hold it. When we no longer need personal data, we securely delete or anonymise it.