Bonsai Law Privacy Policy

CONTENTS
1. Important information and who we are
2. The data we collect about you
3. How is your personal data collected?
4. How we use your personal data
5. Disclosures of your personal data
6. International transfers
7. Data security
8. Data retention
9. Your legal rights
10. Glossary
Introduction

Bonsai Law respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data. We want you to know what personal data process and why.
1. Important information and who we are
Purpose of this privacy notice
This privacy notice aims to give you information on how Bonsai Law collects and processes your personal data we collect and store about you, how we use it, the legal basis for using it and how long we keep it. It also tells you who we share this information with, what we do to protect your data and how to get in touch with us.

This privacy notice is relevant to our dealings with our clients and prospective clients, our staff, our solicitors and candidates considering a career with Bonsai Law.
Our website is not intended for children and we do not knowingly collect data relating to children except where you enter information into our forms for the purposes of estate planning or an immigration assessment. If you do so, we will treat such data with the utmost care in accordance with our data protection policy and the data protection legislation.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy notice supplements the other notices and is not intended to override them.

Controller
Bonsai Law is the controller and responsible for your personal data (collectively referred to as “we”, “us” or “our” in this privacy notice).

We have not appointed a data protection officer (DPO) but if you have any questions about this privacy notice, including any requests to exercise rights, please contact the DPO using the details set out below

Contact details
Full name of legal entity: Bonsai Law Ltd

Correspondence address:
Bonsai Law, The Business Terrace, Maidstone House, King Street, Maidstone, Kent ME15 6JQ

Email: clientcare@bonsai.law
Tel: 01622 804 077

Changes to the privacy notice and your duty to inform us of changes

The data protection law in the UK changed on 25 May 2018. We regularly review our internal privacy practices and may change this policy from time to time. Where it is practicable, we will notify you by email of any significant changes. However, we encourage you to review this privacy notice periodically to be informed of how we use your personal information.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and the information that is submitted or collected by these third parties. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The 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 follows:

• Identity Data includes (first name, maiden name, last name, address, marital status, title, date of birth and gender, personal circumstances, employment history, identification documents such as passport or drivers licence, utility bills and bank statements, and other personal data concerning your preferences relating to our services).
• Contact Data (address, email address and telephone numbers).
• Financial Data (includes information about your employment status and title bank account and payment card details and other data required for processing payments and fraud prevention).
• Information relating to our legal advice (including personal data relevant to any dispute, grievance, investigation, arbitration, and other legal advice we have been asked to provide you with)
• Physical Access Data (includes details of your visits to our premises)
• Transaction Data (includes details about payments to and from you and other details of products and services you have purchased from us).
• Technical Data (includes information collected during your visits to our website, such as IP address, login data, browser type and version, device type, time zone setting, browser plug-in types and versions, operating systems and platform. To learn more please review our Cookies Policy.
• Usage Data (includes information about how you use our website, products and services).
• Marketing and Communications Data (includes your preferences in receiving marketing from us and our third parties and your communication preferences).

We do not collect any “Special Categories” as defined in the GDPR of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. How is your personal data collected?

We use different methods to collect data from and about you including through:
• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise.
• This includes personal data you provide when you:
• When you or your organisation seek legal advice from us or use any of our online client services;
• When you correspond with us by phone, email or other electronic means, or in writing or when you provide other information directly to us, including conversations with our lawyers, consultants and staff;
• apply for our services;
• when you or your organisation offer to provide, or provides services to us;
• when you or your organisation browse, complete a form or make enquiry or otherwise interact on our website or other online platforms
• fill out a form
• subscribe to our service or publications;
• request marketing to be sent to you;
• when you attend our seminars, webinars, or other events or training
• give us some feedback.
Automated technologies or interactions.
As you interact with our website, we use cookies, server logs and other similar technologies to collect personal information from the computer hardware and software you use to access the website, or from your mobile. We may automatically collect Technical Data

Third parties or publicly available sources
We may receive personal data about you from various third parties and public sources as set out below
• Technical Data from the following parties:
 analytics providers such as Google based outside the EU;
 search information providers such as Google, Bing or Yahoo based inside or outside the EU.
• Contact, Financial and Transaction Data from providers of technical, payment and delivery services (such as Paypal or Sofort based inside or outside the EU)
• Identity and Contact Data from publicly availably sources (such as Companies House and the Electoral Register based inside the EU.
• 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 or regulatory obligation.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We may also collect the same categories of information from third parties such as expert witnesses, other professional advisors you have instructed, members of the public, your family and friends, witnesses, courts, suppliers of goods and services, investigators, government departments, regulators, recruiters, information on professional networking sites and public records. Often, but not always, we receive information in this way when we are working with another party that you are involved with, such as other professional advisers, accountants, recruiter, other solicitors, your employer and property agents.

Even if we have not had direct contact with you and are processing data given to us by a third party for a purpose and with a legal basis outlined below, the contents of this privacy notice will still be in effect. We look after all personal data in the same way, regardless of where it has come from.

4. How we use your personal data

We have set out below, in a table format, 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. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

To register you as a new client

Types Of Data

a) Identity

b) Contact details

Purpose/Activity

(a) To perform a contract with you and providing you or your organisation with legal services
(b) To provide you and your organisation with legal advice and provide legal services
(c) To defend or exercise our legal rights or to comply with court orders
(d) Compliance with our legal responsibilities to the SRA and under relevant regulation
(e) To comply with legal obligations to act in the public interest and uphold the rule of law
(f) To monitor the quality of service we deliver to you, and ensure it meets your expectations
(g) To manage any queries or complaints you have about the services you receive
(h) To market and promote the services of Bonsai Law
(i) To manage access to the premises and for security purposes
(j) To provide access to interactive services on our website
(k) to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; to send you details of client surveys, marketing campaigns, market analysis, or other promotional activities; and
(l) to collect information about your preferences to personalise and improve the quality of our communications with you.