When you deal with Kirklands Solicitors Limited, you trust us with your information. We respect your privacy and are committed to protecting the data you provide to us.
This Privacy Notice policy explains how and why we collect personal data about you, how this data is used, the conditions under which it may be disclosed to others, how it is kept secure and how long we keep it for.
We may require to make changes to this policy from time to time so you may wish to re-visit this page occasionally to ensure you are happy with any amendments.
Kirklands Law Limited is a private limited company registered in Scotland under company number SC294759, whose registered office is at 7 King Street, Perth ("Kirklands"). Kirklands is regulated by the Law Society of Scotland under number 20666. Orme Law Kirklands is a trading name of Kirklands Law Limited. Orme Law have offices at 20 Meeks Road, Falkirk FK2 7ES and Bryerton House, 129 High Street, Linlithgow EH49 7EJ
Kirklands is registered with the Information Commissioner under registration number Z2467613.
Kirklands will be a Controller of the personal information that you provide to us and we comply with the data protection principles as detailed below.
Under the GDPR, the following data protection principles set out the main responsibilities for organisations processing personal data:
We use the following different methods to collect and process certain information about you:
To enable us to provide our services to you, we hold and process the following personal data:
CONVEYANCING MATTERS |
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Personal Data Held | Purpose | Lawful Basis For Processing |
Personal & Contact Details: Name, address, correspondence address, telephone numbers, email addresses Date & place of birth National Insurance Number |
To correspond with you To refer to appropriate companies / bodies in the course of the conveyancing transaction To carry out Client due Diligence to meet our Anti-Money Laundering obligations For LBTT tax purposes |
1. Performance of a CONTRACT between client and Kirklands 2. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations and Tax Laws) |
Employment Details: Occupation, current & previous employers, salary and other income, Accountant and banker if self-employed |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations) |
Financial Details: Deposit funds (source & amount), bank account details, gifted funds (source & amount) |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations) |
Identification Documents: Photo identification and confirmation of address documentation |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations) |
Debts or inhibitions registered in the client’s name against their property | To ensure clear title to enable conveyancing transactions to proceed | 1. Performance of a CONTRACT between client and Kirklands and the client and their Lender |
Mortgage or loan details | To process loan funds for a purchase or remortgage. To discharge a loan on sale. | 1. Performance of a CONTRACT between client and Kirklands |
ESTATE AGENCY MATTERS |
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Personal Data Held | Purpose | Lawful Basis For Processing |
Personal Contact Details: Name, property address, correspondence address, contact telephone numbers, email addresses |
1. To address and correspond with clients during the marketing of their property 2. To correspond with interested parties to send out schedules, Home Reports, arrange viewings and obtain feedback 3. To correspond with potential clients to arrange pre-sale valuations, send out reports and fee quotes4. To add individuals to our property alert service or our newsletter distribution list |
1. Performance of a CONTRACT between client and Kirklands.
2. Necessary for LEGITIMATE INTERESTS to connect interested parties to properties on the market to achieve a sale |
Identification Documents: Photo identification and confirmation of address documentation |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations) |
PRIVATE CLIENT MATTERS |
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Personal Data Held (For clients and Executors) |
Purpose | Lawful Basis For Processing |
Personal & Contact Details: Name, address, correspondence address, telephone numbers, email addresses Date & place of birth, domicile National Insurance Number |
To correspond with you. To ensure appropriate advice in given in relation to Private Client matters. |
1. Performance of a CONTRACT between client and Kirklands 2. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations and Tax Laws) |
Employment Details: Occupation, current & previous employers, salary and other income, Accountant and banker if self-employed |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations and Tax Laws) |
Identification Documents: Photo identification and confirmation of address documentation |
To carry out Client Due Diligence to meet our Anti-Money Laundering obligations | 1. Compliance with a LEGAL OBLIGATION (Anti Money Laundering Regulations) |
Financial Details: Assets, savings, pensions, loans, life insurance policies |
Required to provide appropriate advice when preparing a Will, and to provide tax advice on Inheritance Tax Planning | 1. Performance of a CONTRACT between client and Kirklands |
Details of relevant third parties: Executor Details for Wills Beneficiary details for Wills and Executries Guardian details for Wills (including children’s names, address & ages if appropriate) Attorney details for Powers of Attorney |
To ensure Wills and Powers of Attorney are drawn up with the appropriate information To ensure the wishes of the deceased are respected as per the terms of their Will. |
1. Performance of a CONTRACT between client and Kirklands |
Burial preferences and/or nomination of person for making arrangements on death | To ensure a Will is drawn up with the appropriate information | 1. Performance of a CONTRACT between client and Kirklands |
Certificate of Capacity in relation to a Power of Attorney | To ensure the Grant of the Power of Attorney understands the nature and impact of what they are signing and have not been unduly influenced by a third party. | Compliance with a LEGAL OBLIGATION (Adults with Incapacity (Scotland) Act 2000) |
RECRUITMENT MATTERS |
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Personal Data Held | Purpose | Lawful Basis For Processing |
Personal Details: Name, address, contact telephone numbers, email address |
To identify and correspond with a candidate in relation to either a speculative enquiry or to the recruitment process for a specific vacancy | Necessary for LEGITIMATE INTERESTS. For candidates applying for a specific vacancy, this information is required to make an objective decision and fulfil the staffing requirements of the business. For job searchers applying speculatively, details will be retained in the event a relevant vacancy arises within the firm that needs filled quickly in order to meet the requirements of the business |
Employment Details: Employment history, previous training, salary |
To enable us to assess past experience in the shortlisting process to establish if the candidate is suitable for interview | |
Education and qualifications | To enable us to take any relevant qualifications into consideration during the shortlisting process to assess if the candidate is suitable for interview | |
Other details – if CVs are presented to us, we may hold other details that the individual has chosen to include in their CV |
WHAT HAPPENS IF YOU FAIL TO PROVIDE US WITH THE PERSONAL DATA REQUESTED?
Where you are unwilling or unable to provide us with the personal data we request, we may be unable to fulfil the terms of our contract with you and as such, may be required to withdraw from acting on your behalf or taking your enquiry any further.
We retain your personal information for as long as we reasonably require it to meet our business requirements and regulatory obligations.
We may need to share your personal data with third parties for a variety of reasons. We require any third parties to respect the security of your personal information and to treat it in accordance with the law. The following are examples of who we may share your data with:
All information you provide to us is processed and stored on secure servers within the UK.
Although we do our best to protect your personal data, the transmission of information via the internet is not 100% secure. As such, we cannot guarantee the security of any data you disclose via our website and any transmission is at your own risk. Once we have received your personal data, we have in place reasonable controls to ensure that it remains secure.
Under the GDPR, you have the following rights in respect of the processing of your personal information. Should you wish to exercise any of these rights, you should contact us by emailing or writing to us using the contact details at the end of this Notice. We will respond to your request within one month of receiving it, unless there are exceptional circumstances which prevent us from doing so, and in this situation, we would keep you fully informed.
Right to be informed
You have the right to be informed about the collection and use of your personal data which is what this Notice sets out.
Right of Access
You have the right to request a copy of the data that we hold about you.
Right of Rectification
You have the right to correct personal information that is held about you if it is inaccurate or incomplete.
Right to Erasure
This is also known as your “right to be forgotten”. In certain circumstances, particularly where we rely on your consent as the legal basis for processing your personal data, you can ask for the personal information we hold about you to be erased. However, if we are required to retain your personal data for legal or regulatory reasons, we may be unable to fully comply with your request.
Right to Restrict Processing
You have the right to ask us to restrict how we process your data if you believe the processing is unlawful or the data is not accurate. Please note however that this may impact on our ability to provide our services to you.
Right to Data Portability
You have the right to request that the personal information held about you be transferred to another organisation in a structured, machine readable format.
Right to Object
You may object to us using your personal data for direct marketing purposes and we will immediately comply with your request. If you would like to do so, please use our ‘Unsubscribe’ tool in emails, or email or write to us at the address at the end of this Notice.
Where we are processing your data for Legitimate Interests, you may object to our using your personal data for these purposes, giving your specific reasons for objecting to the processing of your data. While we investigate your reasons for objecting, we will temporarily stop processing your personal data unless there are compelling reasons for us to continue doing so. If we agree that your objection is justified, we will permanently stop using your data for these purposes, otherwise, we will provide you with our reasons as to why we need to continue using your data.
If you wish to discuss any aspect of this Website Privacy Notice, please use the following contact details:
Email: gmg@Kirklands-law.co.uk
Address:
Privacy Officer
Kirklands Law Limited
7 King Street,
Perth,
PH2 8HR
Tel: 01738 500 764
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues. Their contact details can be found on their website: www.ICO.org.uk
We are particularly pleased to be an approved supplier with the Law Society of Scotland