Privacy Policy

In accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, this Privacy policy explains, in detail, the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We want you to be fully informed about your rights, and how Libra Partnership Ltd uses your data.

1. Conditions for Processing Data

1.1 We are only entitled to hold and process your data where the law allows us to. The current law on data protection sets out a number of different reasons for which we may collect and process your personal data.

These include:

1.2 Contractual obligations

1.2a The main purpose for us holding your data is subject to an agreement we have with you to provide our LPA Services. This agreement is a contract between us, and the law allows us to process your data for the purposes of performing a contract (or for the steps necessary to enter into a contract).

1.2b Where you commit to using our LPA services, we will process your personal data to provide these services to you. Where you use our website to generate your enquiry, our use of your personal data in this way will include passing your personal data through our database software. Where our LPA team provide direct services to you, our use of your personal data will be for the purpose of providing this service to you.

1.3 Legitimate Interests

1.3a In specific situations, we are required to use your personal data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business, and which does not materially impact your rights, freedom, or interests.

1.3b We may also process your personal data in order to improve our website and database software with the primary aim of providing you with a more personal and interactive experience. In particular, we may use your personal data to tailor our website so as to ensure it is displayed in the most effective way for the device you are using. We may also process your personal data for the purposes of making our software more secure, to administer our website and for internal technical operations such as for testing, statistical and other administrative or compliance purposes.

1.3c If our business is subsequently sold or we merge with another entity, to ensure our business can be continued and in order that services can continue to be provided to you, we will transfer your personal data to a third party or that data will be one of the assets transferred to a purchasing entity.

1.4 Legal compliance

1.4a If the law requires us to, we may need to collect and process your data. For example, we can pass on details of people involved in fraud or other criminal activity.

1.5 Consent

1.5a In some situations, we may collect and process your data with your consent. For instance, where you have opted in to receive marketing communications from us or from third parties we select, we will process your personal data in such a way as to provide you with marketing communications and effect any transfer of your personal data to third parties in line with the preferences you have provided.

2. When do we collect your data?

2.1 We collect your data when you provide it to us. You may give us your data through the completion of our online enquiry form; over the telephone; face to face; or by post.

2.2 We also collect data automatically each time you visit our website and booking systems including technical information.

3. What sort of data do we collect?

3.1 Information you provide to us. You may voluntarily give us your personal information for instance when:

• you correspond with or contact us

• provide a comment on our website

• write a review

• sign up to any newsletters

• interact with us on social media platforms, and/or

• use our services

Where we request information from you, we will collect the information set out in the relevant web pages, or as explained to you over the telephone or face to face.

3.2 We collect the following information from third-party sources. We collect certain related technical information including, but not limited to, traffic data, location data, logs (including, where available, the IP address and location of the device connecting to the online services and other technical information and identifiers about the device and the nature of the visit such as clickstream to, through and from our website) and other communication data, and the resources that you use.

3.3

On occasions, we acquire information from other companies, to collect information about how visitors use our website. Information is also collected about how you arrived at our website in the first place, including what links or adverts you have viewed or clicked on to reach us, or any search terms you have used. We do this to maintain and improve our website, getting a better understanding of visitor and client profiles and ultimately delivering a better experience. Information may be collected through the use of cookies or pixels.

4. Cookies

4.1 Computer cookies are small files used by web servers to save browsing information, allowing websites to remember your device, browser preferences, and associated online activity. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

4.3 Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

4.5 You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer.

4.6 This may prevent you from taking full advantage of our website.

5. Trust Pilot

5.1 We utilise the Trust Pilot platform as a means for our clients to read reviews and leave reviews about our services. This helps us to improve and innovate by engaging and collaborating with our clients.

5.2 After we have provided services to a client, Trust Pilot may contact you in relation to leaving a review. If you create a profile on the Trust Pilot website, Trust Pilot will collect certain data from you. We cannot take any responsibility for the data obtained directly and held by Trust Pilot. We would refer you to Trust Pilot’s own Privacy Policy for more information.

6. What information do we process?

6.1 We collect, store, and use the following types of information:

Data relating to the creation of your LPA application.

This may include:

• your name(s) and date of birth

• your age and gender

• contact details including your email

• property address details

6.2 We also collect and hold information about attorneys, certificate providers, and witnesses, including their names, dates of birth and address(es).

7. Data about the service we provide.

7.1 We may collect, store and process data relating to:

• the products and services we provide to you

• how you use our products and services

• correspondence you have had with us

• information provided when you use our products or services, including where you are seeking guidance or advice

• your contribution to any research you choose to take part in

• details about you that are stored in documents in different formats, or copies of them

7.2 We may also collect, store and use:

• financial information such as bank details or credit/debit card details where you provide this to make a payment

• comments and reviews you have left on our website/feedback questionnaires you have returned to us

8. How do we use your personal data?

We use the information collected for a number of purposes.

8.1 Provision of services

8.1a Primarily, we use your data to provide you with a Lasting Powers of Attorney service and to:

• deliver our services

• manage our relationship and communicate with you

• provide you with advice or guidance about our services

• make and manage payments

respond to complaints and seek to resolve them

• train our staff and measure the quality of the service we provide to our clients

8.2 Website enhancement and business development

8.2a We may also use your data to develop our business and services. In particular:

• to respond to individual experiences shared with us and for editorial content

• to enhance your online experience

• to conduct research and surveys

• to develop and manage our services including marketing of new or enhanced services

• to research your views and experiences for research and editorial purposes, including through requests for feedback on our services

• to understand your website journey, including what pages you have viewed and for how long

• to administer and keep safe and secure our website and for internal operations, including data analysis, testing, statistical purposes

8.3 We may use your data to inform you of our other services or services provided by selected third parties but only where we have your express consent to do so.

9. How do we protect your personal data?

9.1 We take protecting your data very seriously. With this in mind, we will treat your data with the utmost care and take all appropriate steps to protect it. We have clear data protection and information security policies and procedures in place.

9.2 We protect our IT systems from Cyber Attack. All information you provide to us is stored on secure servers. Access to your personal data is password-protected. Our IT team regularly monitor our system for possible vulnerabilities and attacks.

10. How long will we keep your personal data?

10.1 We only keep your data for as long as is necessary for the purpose(s) for which it was provided.

10.2 Due to the nature of the services that we are providing to you and pursuant to Article 17(3) of the GDPR, at the conclusion of your matter, we will securely store your data and keep this for a maximum of 3-6 months, dependent on the file type. Please refer to our Data Retention & Destruction Policy Schedule. Files may be stored in an electronic form (with the original paper version being destroyed as soon as it is scanned and saved as an electronic file).

10.3 There may be documents which we have agreed to deposit for you in safe custody or documents that you have otherwise asked to be returned to you. We will not destroy any such documents. If we retrieve papers, documents, or electronic data from storage in relation to continuing or renewing instructions to act for you or your representatives, we will not normally charge for the direct cost of retrieval from storage. However, in all other cases, we reserve the right to make a charge for the retrieval or delivery of any stored files, including electronic data (including the cost of delivering them to you or your representatives by registered post or other secure means).

10.4 Where we have your consent and have processed your personal data to provide you with marketing communications, we may contact you periodically to ensure you are happy to continue receiving such communications. Where you inform us that you no longer wish to receive such communications, your personal data will be deleted.

11. Who do we share your personal data with?

11.1 We sometimes share your personal data with trusted third parties. We only do this where it is necessary to provide our services or for the effective operation of our business. For example, we may share your data with experts; translators; mail processing and document scanning; database cleaning; secure file storage and destruction companies; and auditors.

11.2 We apply a strict policy to those recipients or data processors to keep your data safe and protect your privacy:

• we provide only the information they need to perform their specific services

• they may only use your data for the exact purposes we specify in our contract with them

• we work closely with them to ensure that your privacy is respected and protected at all times.

• if we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

12. What are your rights?

12.1 You have rights under the GDPR, and these include the right to be informed of what information we hold about you. In particular, you have the right to:

• request access to the personal data we hold about you, free of charge in most cases

• request the correction of your personal data when incorrect, out of date or incomplete, for example, when you withdraw consent or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end that we stop any consent-based processing of your personal data after you withdraw that consent

• request the deletion of all your personal information in certain circumstances, for instance, if the information is no longer necessary for the purposes for which it was collected

• object to us processing your personal information in certain circumstances

• ask for a copy of any information about you that we hold at any time

12.2 To ask for your information or to discuss any aspect of our Privacy Notice, please contact us by email at LPA@librapartnership.co.uk.

12.3 If we choose not to action your request, we will explain to you the reasons for our refusal.

12.4 Your right to withdraw consent.

12.4a Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

12.5 Where we rely on our legitimate interest

12.5a In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

12.6 The Regulator

12.6a For further details about your rights as a data subject, we would invite you to visit the Information Commissioner’s Office website – see details below.

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