Off Road Legal Limited - Privacy Notice
Off Road Legal Limited understands that individual privacy is important. We will only collect and use personal data in the ways described here, and in a way that is consistent with our obligations and your rights under the law.
1. PURPOSE OF THIS PRIVACY NOTICE
This notice describes how we collect and use your personal data, in accordance with the General Data Protection Regulation (GDPR) 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Please read the following carefully to understand our practises regarding your personal data and how we will treat it.
2. WHAT IS ‘PERSONAL DATA’?
Personal data is defined in the Data Protection Legislation as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. In simpler terms, personal data is any information about you that enables your identification. This covers obvious information such as your name, photographs of you and your contact details. It also covers less obvious information such as electronic location data, other online identifiers, biometric data, social security data and so on.
3. WHAT DOES THIS NOTICE COVER?
This notice applies to any interactions you may have with us. When using this website (www.offroadlegal.co.uk, the "website") you should be aware that the website may contain links to other websites, for example social media platforms. Please note that we have no control over how your data is collected, stored or used by other websites. We advise that if you have any concerns you should check the privacy policies of any website before providing any data on it, especially if that includes any personal data.
4. INFORMATION ABOUT US
Off Road Legal Limited is registered in England and Wales as a limited company under number 05212108 and our registered office is at Hill House, Graemesdyke Road, Berkhamsted, Herts HP4 3LX. This is also our postal address for correspondence.
For the purpose of the Data Protection Legislation and this notice, we are a ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at “Contact Us”, below.
5. HOW WE MAY COLLECT YOUR PERSONAL DATA
We obtain personal data about you, for example, when:
you use the contact form or otherwise make contact with us using the details found on our website by email, telephone, post or social media, (for example when you have a query about our services);
you request a proposal from us in respect of the services we provide;
you OR your employer OR our client engages us to provide our services and also during the provision of those services; or
from third parties and/or publicly available resources (for example, from your employer or from Companies House).
6. THE KIND OF INFORMATION WE HOLD ABOUT YOU
We may collect and hold a range of information about you that may include personal data. The kind of information we hold about you depends on how it was collected.
a. Collected via our website
Information we hold about you as a result of your direct use of our website may include the following:
personal data you provide to us via the contact form which requests personal details (such as your name and/or address), your email address and telephone number(s);
any message you provide in the contact form, or comments you may make in any interactive sections of our website; and
Some basic analytical information as provided by our website host which might for example your operating system, IP address and other simple technical data based on your direct use of our website.
b. Collected in the course of business
In the course of conducting our business Off Road Legal Limited may collect additional information about you. Examples of additional information including personal data that we hold about you may include the following:
details of contact we have had with you in relation to the provision, or the proposed provision, of any of our services;
details of any services you have received from us, or enquired about or discussed with us;
details of our correspondence and communications with you;
information about any complaints and enquiries you make to us;
information from research, surveys, and marketing activities; and
information we receive from other sources, such as publicly available information, information provided by your employer OR our clients or information from our member network firms.
7. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU
We use personal data in line with the Data Protection Legislation which provides for lawful use of personal data. We may process your personal data for purposes necessary for:
communicating with you whether contacting you by email, phone or social medial;
personalising and tailoring our services or offering to you; including for the purposes of marketing, providing news, updates and offers. You will not be sent any unlawful spam or marketing, and we will always work fully to protect your rights and comply with our obligations under the Data Protection Legislation;
supplying you with information by phone, post, email, sms, or any push notification that you have opted into (you may unsubscribe or opt-out at anytime);
the performance of a contract with you OR your employer OR our clients and to comply with our legal obligations.
This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.
We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
a. Situations in which we will use your personal data
We may use your personal data in order to:
carry out our obligations arising from any agreements entered into between you OR your employer OR our clients and us (which will most usually be for the provision of our services);
carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a subcontractor, supplier or customer of our client;
provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;
seek your thoughts and opinions on the services we provide; or
notify you about any changes to our services.
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
8. DATA RETENTION
We will not hold onto your personal data for any longer than necessary in light of the reason(s) for which it was first collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
the requirements of our business and the services provided;
any statutory or legal obligations;
the purposes for which we originally collected the personal data;
the lawful grounds on which we based our processing;
the types of personal data we have collected;
the amount and categories of your personal data; and
whether the purpose of the processing could reasonably be fulfilled by other means.
9. CHANGE OF PURPOSE
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
10. DATA SHARING
a. Do you share my personal data with third parties?
It is possible that we may share your personal data with third parties. We will do so where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
b. Which third-party service providers process my personal data?
Any of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We will only permit a third-party service provider to process your personal data for specified purposes and in accordance with our instructions.
c. What about other third parties?
We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.
11. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)
If we transfer personal data we collect about you outside of the EEA, we will do so under measures designed to safeguard such personal data.
12. DATA SECURITY
We will put in place commercially reasonable and 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 will limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We will put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
13. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
a. Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.
b. Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully;
request correction of the personal data that we hold about you;
request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below);
object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes;
request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it;
request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible;
If you want to exercise any of the above rights, please email our Data Protection Point of Contact firstname.lastname@example.org
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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
14. RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our Data Protection Point of Contact email@example.com.
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
15. CONTACT US
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact firstname.lastname@example.org.
16. CONTACT THE ‘ICO’
If you have a concern about the way Off Road Legal Limited has handled your personal information you also have the right to make a complaint to the Information Commissioner’s Office (ICO)
The ICO is the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/concerns
**Last updated on 13 March 2022.**