EpisLaw is committed to protecting and respecting your privacy. We take your privacy very seriously and it is important to us that you can provide personal data to us and enjoy our website without having to compromise your privacy in any way. EpisLaw is entered in the Information Commissioner’s Register of Data Controllers with registration numberZB171910.
This privacy notice sets out the basis on which any personal data we collect from you or others, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. Please do not send us any of your information if you do not want it to be used in the ways described in this notice.
EpisLaw is the controller and responsible for your personal data (collectively referred to as “EpisLaw”, “we”, “us” or “our” in this privacy notice). EpisLaw is regulated by Office of the Immigration Services Commissioner (OISC). Office of the Immigration Services Commissioner (OISC) ensures that all regulated entities with the Code of Standards and Commissioner’s Rules. We are, therefore, bound by the OISC’s codes of conduct. You can find us on the Solicitors Regulation Authority’s list of regulated entities. Our registration number with the Solicitors Regulation Authority is 805662.
We have appointed a data protection officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.
Postal address: EPIS LAW is regulated by the OISC (F202200027)
Email addess: email@example.com
Telephone number: 07405800505
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
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.
Our website https://epislaw.com/ 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 are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
We will need to collect certain personal information in order to provide our service to you. The information collected may include:
It may benefit you to notify us of any health condition or disability you have so that we are aware of these conditions and how they affect you. This will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known under the law as ‘special category information’. We may also obtain this type of data from you or third parties in order to provide our legal services to you. We will only process this type of data where it is necessary to exercise, establish or defend a legal claim or with your explicit consent.
We may hold personal information relating to children. The children must be represented by a parent, guardian, or individuals known as Litigation Friend and we will need the consent of these individuals to hold such information. In these circumstances, we will explain to the parent, guardian, or Litigation Friend why we need such information and how it will be used.
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 legal services). In this case, we may have to cancel the service you have with us but we will notify you if this is the case at the time.
We reserve the right to monitor and/or record telephone calls subject to and in accordance with the law. All recordings belong to us and any records so kept shall be conclusive proof of instructions given or alleged to have been given in the event of a dispute. Any information or any such recordings are subject to disclosure under the data protection legislation. Recordings are retained on the same basis as other personal information pursuant to this notice. Where required or permitted by law, we may use or disclose personal information contained in recordings. We do not use the information contained in recordings for marketing purposes. Access to such recordings is restricted to particular individuals within EpisLaw who have obligations of confidentiality to EpisLaw.
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your details directly by corresponding with us via our website, Live Chat, by post, phone, email or otherwise.
This includes personal data you provide when you:
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions, and patterns. We collect this personal data by using cookies and other similar technologies.
Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
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:
We are required by the California Consumer Privacy Act of 2018 (“CCPA”) to provide to California residents an explanation of how we collect, use and share their Personal Information, and of the rights and choices we offer to California residents with respect to that Personal Information. For purposes of this section, “Personal Information” has the meaning given in the California Consumer Privacy Act of 2018 (“CCPA”).
We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending upon 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 upon to process your personal data where more than one ground has been set out in the list below.
Lawful basis for processing
To provide legal services to you (including dealing with any preliminary inquiries that do not lead to an engagement with us)
To conduct checks to verify the identity of our clients
Disclosure to auditors, legal and other professional advisers, insurers, insurance brokers, regulatory bodies, Lexcel, and Investors in People Accreditation
To make suggestions and recommendations to you about services and events that may be of interest to you and provide you with legal updates and briefings
To manage our relationship with you which will include:
(a) Notifying you about changes to our client care letter, terms of business or privacy notice
(b) Asking you to leave a review or take a survey
To use data analytics to improve our website, services, marketing, customer relationships, and experiences
(a) Performance of a contract with you or to take steps at your request before entering into a contract
(b) Necessary for our legitimate interests (eg to recover debts owed)
(c) Consent where we obtain special categories of data (see above)
(d) To comply with our legal obligations
(a) To comply with our legal obligations
(b) Necessary for our legitimate interests
(a) To comply with our legal obligations
(b) Necessary for our legitimate interests
(a) Necessary for our legitimate interests (to develop our services and grow our business)
(b) Consent (if applicable)
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how the public use our services)
Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business, and to inform our marketing strategy)
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.
In some circumstances you can ask us to delete your data: see ‘right to erasure below for further information.
We may have to share your personal data with the parties set out below:
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.
We reserve the right to pass any or all of your personal information to the police or any other law enforcement agency or regulatory body to comply with our legal and regulatory obligations and for the purposes of crime protection or prevention.
Some of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
The personal data that we collect from you may be transferred to and stored at, a destination outside the European Area (EEA). Where this is necessary, we will put in place appropriate protection to make sure your personal data remains adequately protected.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know or who are undergoing training with us. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
If we have given you a username and password which allows you to access certain parts of your matter via our systems, such as a data room, you are responsible for keeping such details confidential.
We may use your information to send you updates about legal developments that might be of interest to you and information about our legal services and events.
Where we host an event with an intermediary or business associate, we will write to you about the event ourselves rather than disclosing your details to those third parties although they will be given your name and the name of the organisation that you work for if you attend.
Our marketing e-mails will contain an opt-out button. Please use this button if you would like us to stop sending you marketing material. Alternatively, you can ask us to stop sending you marketing material at any time by emailing us at firstname.lastname@example.org or writing to our marketing department at EpisLaw, 1, 29 Leinster Square, London W2 4NQ.
If you sign up to or present at one of our events, we will retain your contact details (name, business role, telephone number and company name) to provide you with event details, our legal basis for processing your information is our legitimate business interests and/or to carry out our contractual terms.
We may also use this contact information to send out invitations to any future similar events which we consider you might like to attend, or if you have directly requested this information.
During our events, be that in person or an online experience, you may be audio and video recorded and/or live broadcasted through web streaming. By signing up to our events, you acknowledge and agree to the collection and processing of your personal data and the processing (including broadcasting and recording) of the audio and video recordings and/or web streaming events.
We will destroy your personal data if you have not made contact with us for 5 years, or sooner if you advise us that you do not wish us to store your personal information.
Under data protection legislation, you have several rights regarding the use of your personal data, as follows:
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 may refuse to comply with your request in these circumstances.
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.
We will endeavour to respond to all legitimate requests within one month. Occasionally it may 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.
Details of how we process data for recruitment or employment procedures are covered separately and will be provided to applicants/employees as part of the HR process.
If you wish to raise a complaint about how we have handled your personal data, including in relation to any of the rights outlined above, you can contact us on the details at the start of this notice and we will investigate the matter for you.
If you are not satisfied with our response or believe we are processing your data unfairly or unlawfully, you can complain to the Supervisory Authority – Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can find further information about the ICO and their complaints procedure here: https://ico.org.uk/concerns/.