Privacy Policy

How we use your information

Eric Robinson Solicitors (Eric Robinson) has a commitment to comply with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Data Protection Act 2018 in the acquisition, processing and disposal of your personal data. This privacy notice tells you what to expect when Eric Robinson collects personal information.

It applies to information we collect about:

  • visitors to our websites;
  • complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
  • people who use our services, e.g. who subscribe to our newsletter or request a publication or enquire about our services;
  • people who notify under the Data Protection Act; and
  • job applicants and our current and former employees.

This privacy policy addresses information provided to Eric Robinson. In the event that Eric Robinson engages with a third-party service provider, to whom we may pass your personal information or to whom you may be expected to provide your personal information, your information will be handled by that third-party service provider as if it were being handled by Eric Robinson. This may include but not be limited to external training organisations, external auditing organisations, external certification organisations, external personnel benefits advisers and statutory authorities i.e. HSE. Exceptions to this arrangement are specifically stated within this privacy policy.

 

Controller Contact Details

Eric Robinson Solicitors is the controller for the personal information we process, unless otherwise stated.

If you want to request information about our privacy policy or provide feedback regarding this policy, please write, telephone or email us.

Our postal address:
Eric Robinson Solicitors
Vanbrugh House
Grange Road
Hedge End, Southampton
SO30 2AF

Telephone: 023 8042 5000

 

 

Our Data Protection Officer is Paul Wallis.

 

You can contact him at Erinfo@ericrobinson.co.uk or via our postal address above. Please clearly mark the envelope ‘Data Protection Officer’.

 

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 10th August 2018.

 

Who Are You?

You are either a client, an external provider or a member of staff of Eric Robinson. In this case you will have provided or will provide certain personal data to us.

Alternatively, if you are a visitor to our web site or our premises, this policy notice informs you what data is captured and how.

 

How do we get Your information?

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You are a customer or client of ours;
  • You are a supplier or subcontractor to us;
  • You have made a complaint or enquiry to us;
  • You have made a complaint about us to a regulatory body;
  • You have made an information request to us;
  • You wish to attend, or have attended, an event;
  • You subscribe to our e-newsletter;
  • You have applied for a job or secondment with us; or
  • You are representing your organisation, which falls into one of the categories above.

We also receive personal information indirectly, in the following scenarios:

  • We have contacted an organisation about a complaint you have made and it gives us your personal information in its response.
  • A complainant refers to you in their complaint correspondence.
  • Whistle-blowers include information about you in their reporting to us.
  • From other regulators or law enforcement bodies.
  • An employee of ours gives your contact details as an emergency contact or a referee.

If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.

 

Visitors to our websites

When you browse this website and our Ask Eric website, you do so anonymously, unless you have previously indicated that you wish Eric Robinson to remember your personal information or login and password. We use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

 

Ask Eric Service

The Ask Eric Service is a free-to-join legal service owned and operated by Eric Robinson. All new clients to Eric Robinson, are auto-enrolled into the Ask Eric Service, subject to our terms and conditions. You may unsubscribe at any time.

 

Legal Lounge

Our Legal Lounge online booking system will capture your information for the purpose of booking the facility only and for advising of any changes as they may occur from time to time.

 

Use of Cookies

Eric Robinson use cookies on our web site to enhance the experience of users and to try to show appreciation to repeat and returning users. You can read more about how we use cookies on our Cookies Policy page.

 

Card Payments

All external transmissions of personal data facilitated by us are protected by encryption. Processing of personal data will take place in accordance with applicable legislation and best practices concerning data security.

We use Worldpay (UK) Limited, an approved service provider, to collect and process transaction information.

Here is a link to their Security Policy:

Https://www.worldpay.com/uk/privacy-policy

 

Newsletters

We use a third-party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.

 

Security and Performance

Eric Robinson uses a third-party service, Conscious Solutions Limited, to help maintain the security and performance of Eric Robinson website. To deliver this service it processes the IP addresses of visitors to Eric Robinson website.

 

People who telephone us

When you call Eric Robinson by telephone we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.

 

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

 

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant does not want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.

 

People who use Eric Robinson's services

Eric Robinson offers various services to the public. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have used our services to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this. The procedure to follow to cancel a contract is detailed within the contract.

 

Service providers reporting a breach

Public electronic communications service providers are required by law to report any security breaches involving personal data to Eric Robinson. If we are advised of any breach that affects the data that we hold about you, we will inform you as soon as possible, and at least within 48 hours.

 

Job applicants, current and former Eric Robinson employees

Eric Robinson is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at Recruitment@ericrobinson.co.uk

 

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

 

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not.

 

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way that can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

 

Shortlisting

Our hiring managers shortlist applications for interview. They will be provided with your name or contact details or with your equal opportunities information if you have provided it.

 

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Eric Robinson.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

 

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

We will provide your email address to the organisation that will contact you to complete an application for a Basic or Enhanced Criminal Record check via the Disclosure and Barring Service, which will verify your declaration of unspent convictions.

We will contact your referees, using the details you provide in your application, directly to obtain references.

We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • Membership of an existing pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.

 

Post start date 

Some roles require a higher level of security clearance – this will be clear on the advert. If this is the case, then you will be asked to submit information via the vetting process to Atlantic Data Ltd. Atlantic Data Ltd will be the data controller for this information.

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

Here is a link to their Privacy Notice:

Http://atlanticdata.co.uk/files/Privacy_and_Security_Policy.pdf

 

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

 

HR Records

If you accept a final offer from us, some of your personnel records will be held on Access Group which is an internally used HR records system.

Here is a link to their Privacy Notice:

Https://www.theaccessgroup.com/privacy-and-legal/

 

Payroll

If you are employed by Eric Robinson, relevant details about you will be provided to Wilkins Kennedy LLP who provide payroll services to Eric Robinson. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Here is a link to their Privacy Notice:

https://www.wilkinskennedy.com/privacy-statement/

 

Pensions

Your details will be provided to Scottish Widows who are the administrators of the company pension scheme, of which Eric Robinson is a member organisation. You will be auto-enrolled into the pension scheme and details provided to Scottish Widows will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to Scottish Widows at this time.

 

Occupational Health

Bupa provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

We will send you a link to the questionnaire which will take you to Bupa’s website. The information you provide will be held by Bupa, who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by Health Management.

Here is a link to their Privacy Notice:

Https://www.bupa.co.uk/legal-notices/privacy-and-cookies?homepagelink=footer-privacy

 

For How long is the information retained?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us along with all other recruitment records.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

 

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing Recruitment@ericrobinson.co.uk

 

Your rights

Under the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) (EU) 2016/679, you have rights as an individual which you can exercise in relation to the information we hold about you.

The GDPR provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

You can read more about these rights here:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

 

Complaints or queries

Eric Robinson tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Eric Robinson’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law – www.ico.org.uk/concerns

 

Access to personal information

Eric Robinson tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Act or the Regulation. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you to whom it could be disclosed; and
  • let you have a copy of the information in an intelligible form.

To make a request to Eric Robinson for any personal information we may hold you need to put the request in writing addressing it to our compliance department or by writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the compliance department.

 

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.

You can also get further information on:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymized statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.
  • Links to other websites

 

Children's Online Privacy Protection

Eric Robinson will retain information of children under the age of 13 in connection with Childcare & Criminal Matters, if it is in the interests of freedom & justice to do so.  This information will be retained in accordance with SRA & Law Society Guidelines.

 

Links from our websites

Some pages of our websites contain external links. You are advised to verify the privacy practices of such other websites. We are not responsible for the manner of use or misuse of information made available by you at such other websites. We encourage you not to provide personal information, without assuring yourselves of the privacy practices of other websites.