Legal and privacy notices
Intellectual property notice
This website (Website) is provided by Epoq Legal Ltd (ELL), registered in England and Wales, company number 3707955, whose registered office is at Unit 2, Imperial Place, Maxwell Road, Borehamwood, Herts, WD6 1JN. ELL is authorised and regulated by the Solicitors Regulation Authority (SRA number 645296).
Reference to our, us and we on the Website is a reference to ELL.
By using the Website, you indicate that you accept the Conditions and that you agree to abide by them. If you do not agree to the Conditions, please refrain from using the Website.
Ownership and control of copyright and intellectual property rights
Content means all documents, materials and content, including designs, editorial, text, graphics, audio-visual materials, multimedia elements, photographs, videos, music, sound recordings, reports, software, information, formulae, patterns, data and any other work.
Content accessed or available through the Website may be owned by parties other than you or us (Third-Party Content) and may be protected by applicable copyrights, trademarks, patents, trade secrets or other proprietary rights and laws. Nothing in your use of the Website or in the Conditions grants you any right, title or interest in or to this Third-Party Content except for the limited right to use the Website and the services available on it as set out in the Conditions.
- EPOQ, DESKTOP LAWYER, DIRECTLAW, LAWASSURE, LEGAL FOR LIFE AND RAPIDOCS and their associated logos are either registered trade marks or other trade marks, service marks or trade dress of our parent company, Epoq Group Ltd (Company number 4265146), whose registered office is at Unit 2, Imperial Place, Maxwell Road, Borehamwood, Herts, WD6 1JN.
- Rapidocs software and (except as stated below) are copyright Epoq Group Ltd.
Except where expressly stated otherwise, all right, title and interest in and to the Website and all Content, source code, processes, designs, technologies, URLs, domain names, marks and logos forming any part of this Website (Our Content) is fully vested in us, our licensors or our suppliers and are protected by applicable copyrights, trade marks, patents, trade secrets or other proprietary rights and laws. You agree that Our Content is licensed subject to the terms of the Conditions, including the disclaimers and limitations of liability herein. Nothing in your use of the Website or in the Conditions grants you any right, title or interest in or to Our Content except the limited right to use the Website as set out in the Conditions.
Your use of Our Content
We grant you permission to view, download, copy and print any of Our Content solely for your personal, informational, non-commercial use provided that any copyright and trade mark notices appearing on such Content are not altered or removed; such Content is not used on any other website and such Content is not modified in any way. This permission terminates automatically without notice if you breach any of the Conditions. On any such termination, you agree to immediately destroy any downloaded or printed Content.
Subject to that, unless otherwise expressly authorised by us in writing, you agree not to:
- deep link, rent, lease, loan, share, sell, resell or exploit for any commercial purpose, assign, sublicense, grant a security interest in or otherwise transfer any right or interest in Our Content;
- distribute, redistribute, create a derivative work of, decompile, reverse engineer, reverse assemble or otherwise attempt to discover the source code, of Our Content, to the maximum extent that such prohibition is permitted by applicable law;
- copy, reproduce, broadcast, download, store (in any medium), transmit in any form or by any means, electronic, mechanical, recording or otherwise, show or play in public, adapt or change in any way, Our Content or any other part of the Website for any purpose whatsoever in breach of the Conditions;
- use any data mining, robots or similar extraction methods in relation to Our Content;
- remove any proprietary notices or labels on or in Our Content, or
- allow any other person or entity to engage in any of the foregoing.
The reproduction of all trade marks, both registered and unregistered is strictly prohibited.
Any application in relation to the licensing of Our Content should be addressed to us at email@example.com.
We shall have no responsibility for any damage to your computer system or loss of data that results from downloading any of Our Content.
Updated 31 May 2019
This website (Website) is provided by Epoq Legal Ltd (ELL), registered in England and Wales, company number 3707955, whose registered office is at Unit 2, Imperial Place, Maxwell Road, Borehamwood, Herts, WD6 1JN. ELL is authorised and regulated by the Solicitors Regulation Authority (SRA number 645296).
Our VAT number is GB247994645.
Our notice of ownership of intellectual property rights (Intellectual Property Rights Notice) as detailed on the Website forms a part of the Conditions. It is important that you read and understand the Conditions before you start to use the Website. You can print and keep a copy for your reference.
Reference to our, us and we on the Website is a reference to ELL.
By using the Website, you indicate that you accept the Conditions and that you agree to abide by them. If you do not agree to the Conditions, please refrain from using the Website.
We respect your privacy and permit you to control the treatment of your personal information. Please refer to the Privacy Notice on the Website for information about how we collect and deal with your personal information when you use the Website.
We grant to you a non-exclusive, non-transferable, limited licence only to use the Website in accordance with the provisions set out in the Conditions. In particular, you may not use or exploit the Website for any professional or commercial purpose. All rights not expressly granted to you in the Conditions are reserved by us and, if applicable, our licensors.
You represent and warrant that you possess the legal right, capacity and ability to agree to the Conditions and use the Website in accordance with them. If you are an individual, you represent and warrant that you are at least 18 years old. If you are using the Website on behalf of an organisation, you represent and warrant that you have the ability to agree to the Conditions on behalf of such organisation and all references to you throughout the Conditions will include such organisation, jointly and severally with you personally.
Minors are not eligible to use the Website and we ask that they do not submit any personal information to us.
We do not in any way recommend that the products and services available on the Website are suitable for you in your particular circumstances.
Reasonable efforts will be made to keep the Website available for use and functioning efficiently and reliably; however, we cannot guarantee any minimum levels regarding the performance, speed, reliability, availability, use or consistency of the Website because the Website depends on the internet, including networks, cabling, facilities and equipment that are not within our control. We will not be liable for any damage or loss suffered as a result of any interruption in the availability of the Website or reduction in performance levels.
Due to the nature of the internet and the possibility of third-party interference, the Website is not guaranteed to be free of all viruses and technical defects of any description or any forms of computer misuse. We will not be liable for any damage or loss caused by such third-party interference as a result of your use of the Website. You acknowledge that you are responsible for taking back up copies of your data and taking appropriate precautions to protect your computer systems against technical defects, viruses or computer misuse. In particular, without limitation, we will not be liable for any loss or damage caused by a distributed denial-of-service attack, viruses or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of the Website or to your downloading of any material posted on it, or on any website linked to it.
You warrant to us that you will not use the Website for any purpose that is unlawful or prohibited by the Conditions, and any other notices appearing on the Website.
Without limitation, you must not, directly or indirectly:
- misuse the Website by knowingly introducing viruses, Trojans, worms, logic bombs, keystroke loggers, spyware, Adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware;
- attempt to gain unauthorised access to the Website, the server on which the Website is stored or any server, computer or database connected to the Website or disable or circumvent any access control or related process or procedure established with respect to the Website;
- scan or probe another computer system, obstruct or bypass computer identification procedures or engage in unauthorised computer or network trespass without the express permission of the owners of such computer systems;
- forge headers or otherwise manipulate any protocols or identifiers used in any system or protocol in such a manner to disguise the origin of any data transmitted using the Website;
- impersonate or falsely represent your association with any person, including a representative of ours;
- disrupt or threaten the integrity, operation or security of any website, any computer or any internet system;
- extract, gather, collect, or store personal information about others without their express consent;
- attack the Website via a denial-of-service attack or a distributed denial-of-service attack;
- use the Website in any way that breaches any applicable local, national or international law or regulation, or which is in any way unlawful or fraudulent, or has any unlawful or fraudulent purpose or effect; or
- use the Website to transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
Website access arrangements
You are responsible for making all arrangements necessary for you to have access to the Website. You are also responsible for ensuring that all persons who access the Website through your internet connection are aware of the Conditions, and that they comply with them.
You agree to provide true, current, accurate and complete customer information as requested by us from time to time and you agree to promptly notify us of any changes to this information as required to keep such information held by us current, complete and accurate.
Without limiting any of our other rights, we may suspend, restrict or terminate your use of the Website without notice if, in our sole and absolute discretion, we determine or believe that you have failed to comply with any of the Conditions.
Third party websites
If there are links from the Website to other websites operated by third parties, these are provided as a convenience only and we do not guarantee you will be able to access those other websites via any link on the Website. We are not responsible for and do not endorse or accept any responsibility for the availability, contents, products, services or use of any third-party websites or any changes or updates to such sites. We make no guarantees about the content or quality of the products or services provided by such sites, nor do we accept any responsibility for any damage or loss you may suffer as a result of your use of any third-party websites. You acknowledge that you bear all risks associated with access to and use of content provided on a third-party website.
You may not establish a link to this Website from any other website without our prior written consent.
No lawyer/client relationship is established by use of the Website.
Scope of regulation
We are a 'multi-disciplinary practice'. This means that only some of the services we provide are regulated by the SRA. Our non-legal activities are not. However, this will not affect how we must deal with any complaint you make about any service provided by us or your right to take that complaint to the Legal Ombudsman.
When providing services, we do not expect to provide any financial services which are 'regulated activities' under the Financial Services and Markets Act 2000.
Use of the Website and the content on the Website is subject to the Intellectual Property Rights Notice on the Website.
The following provisions set out our entire financial liability (including any liability for the acts or omissions of our employees, agents and sub-contractors) to you, howsoever arising, in respect of:
- any breach of the Conditions; or
- your use of the Website or any software accessed through the Website;
- any representation, statement or tortious act or omission (including without limitation negligence) arising under or in connection with the Conditions or the Website.
Except as expressly and specifically provided in the Conditions, all warranties, conditions and other terms implied by statute or common law are, to the fullest extent permitted by law, excluded from the Conditions.
Nothing in the Conditions shall exclude or limit:
- liability arising from death or injury to persons caused by negligence; or
- liability arising as a result of fraud or gross negligence to which no limit applies; or
- any other liability which cannot be excluded or limited under applicable law.
We shall not be liable for:
- any loss for which liability is disclaimed elsewhere in the Conditions;
- loss of profits;
- loss of business;
- depletion of goodwill or similar losses;
- loss of anticipated savings;
- loss of goods;
- loss of use;
- loss or corruption of data or information;
- any special, indirect, consequential or pure economic loss, costs, damages, charges or expenses.
If we are held liable to you for any loss or damage, such liability shall in all cases be limited to the payment of an amount not exceeding £1,000, including costs and expenses in respect of any one claim. For the avoidance of doubt, a claim shall be defined as a claim or a series of claims (whether by one or more claimant) arising from, or in connection with, or attributable to, any one act, error, omission or originating cause or source or the dishonesty of any person or group of persons acting together, and any such series of claims shall be deemed to be one claim for all purposes under this clause.
From time to time, we may restrict access to some parts, or all, of the Website.
We may change the content on the Website at any time. Any of the content on the Website may be out of date at any given time and we are under no obligation to update such material. The content displayed on the Website is provided without any guarantees, conditions or warranties as to its accuracy.
We reserve the right to change the terms, conditions, and disclaimers under which the Website is offered. You are expected to check this page from time to time to take notice of any changes we make, as they are binding on you.
This right shall not affect the then existing terms and conditions accepted by you when using the Website on a previous occasion.
These terms and conditions shall not affect your statutory rights as a consumer (where applicable).
Waiver of rights and remedies
Our failure to insist upon or enforce strict performance of any provision of the Conditions will not be construed as a waiver of any provision or right. Neither the course of conduct between you and us nor trade practice will act to modify any provision of the Conditions. Our rights, powers and remedies in the Conditions, including without limitation the right to suspend, restrict or terminate any use of the Website, are cumulative and in addition to and not in substitution for any right, power or remedy that may be available to us at law or in equity.
If any provision of the Conditions is determined to be invalid or unenforceable in whole or in part, such invalidity or unenforceability will attach only to such provision or part thereof and the remaining part of such provision and all other provisions hereof will continue in full force and effect.
We may at any time assign our rights or sub-contract our obligations under the Conditions, in whole or in part, without notice to you.
Neither of us will be responsible for a failure to fulfil our obligations under the Conditions or for delay in doing so if such failure or delay is due to circumstances beyond our reasonable control, such as acts of nature, acts of government, war, riots, strikes and accidents in transportation, but excluding a lack of financing, cash or credit.
The Conditions, as amended from time to time, including any and all documents, websites, rules, terms and policies referenced herein constitute the entire agreement between us and you with respect to the matters referred to in the Conditions and supersedes all prior and contemporaneous agreements and understandings, whether electronic, oral or written, between us and you with respect to such matters.
The Conditions (and all communications) are in English.
The Conditions shall be governed by, and will be construed in accordance with, English Law, and the English courts shall have jurisdiction in any legal proceedings. We retain the right to bring proceedings against you for breach of the Conditions in your country of residence or any other relevant country.
If you have any questions about the Conditions, please contact us.
Your use of the Website on your own behalf or on behalf of any organisation on whose behalf you may act, signifies your and said organisation's consent and agreement to the Conditions.
Updated 31 May 2019
This is Epoq Legal Ltd's privacy notice.
We respect your privacy and are committed to protecting your personal data. This privacy notice will tell you how we look after your personal data when you visit this website (wherever you visit it from) and tell you about your privacy rights and how the law protects you.
This privacy notice is provided in a layered format so you can click through to the specific areas set out below. You can also download a pdf version of the notice here.
IMPORTANT INFORMATION AND WHO WE ARE
- Purpose of this privacy notice
- This privacy notice gives you information about how Epoq Legal Ltd collects and deals with your personal data when you use this website. In this privacy notice, we use the word process to cover all the different ways in which we handle your personal data, such as collection, use, storage and transfer.
- The purpose of this website is to promote our products and services to other businesses. We respect that you may give us, or we may otherwise collect, information about you when you are acting in a professional capacity (e.g. as an officer, employee or representative of a business). We only process your personal data in the context of, and for the purpose of, our business-to-business dealings and communications.
- This website is not intended for children and we do not knowingly collect data relating to children.
- It is important that you read this privacy notice, as well as any other privacy notice we may give you on specific occasions when we are processing personal data about you, so you know how and why we are using your personal data.
- Epoq Legal Ltd (referred to as we, our, us in this privacy notice) is the controller. In other words, we decide when, why and how to process your personal data and we are responsible for looking after it and protecting your rights.
- We have appointed a data privacy manager 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 the data privacy manager using the details set out below.
- Contact details
- Our full details are:
Full name of legal entity: Epoq Legal Ltd
Data privacy manager: firstname.lastname@example.org
Postal address: Unit 2, 2 Imperial Place, Maxwell Road, Borehamwood, Hertfordshire, WD6 1JN
- 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 first.
- Epoq Legal Ltd is authorised and regulated by the Solicitors Regulation Authority (SRA number 645296).
- Changes to the privacy notice and your duty to inform us of changes
- This version was last updated on 31 May 2019.
- It is important that the personal data we hold about you is accurate and current. Please tell us if your personal data changes during your relationship with us.
- Third-party links
- This website 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 parties and are not responsible for how they deal with your personal data, so we encourage you to read their privacy notices before allowing them to process your personal data.
THE DATA WE COLLECT ABOUT YOU
- Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
- We may process different kinds of personal data about you which we have grouped together as follows:
- Contact Data includes names(s), address, email address and telephone numbers.
- Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.
- Profile Data includes, your interests, preferences, feedback and survey responses.
- Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
- Usage Data includes information about how you use our website and your session activity.
- We collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of visitors accessing a specific website feature or the frequency with which certain enquiries are made, so that we develop resources to deal with common questions more efficiently. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
HOW IS YOUR PERSONAL DATA COLLECTED?
- We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your personal data by filling in forms on this website or by corresponding with us by post, phone, email or otherwise. This also includes personal data you provide when you:
- request a product or service demonstration;
- request our publications to be sent to you;
- enter a competition, promotion or survey; or
- give us some feedback.
- Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie notice for further information.
- Third parties. We may receive Technical and Usage Data from analytics providers such as Google based outside the EU.
- When we obtain information about you from third parties or publicly available sources rather than from you directly, we will notify you of any relevant information obtained, for example, the type of personal data, within a reasonable period.
HOW WE USE YOUR PERSONAL DATA
- 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:
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Legitimate Interests means our interests in developing our business, products and services; protecting our business; and managing it efficiently. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
- Where we need to comply with a legal or regulatory obligation. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
- We rely on consent as a legal ground for processing your personal data in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw your consent to receive such communications at any time. You can do this by contacting us.
- Generally, however, we do not rely on consent as a legal ground for processing your personal data except in the circumstances described above.
- Purposes for which we will use your personal data
- We have set out below a description of all the ways we plan to use your personal data, and which of the legal grounds we rely on to do so. We have also identified what our legitimate interests are where appropriate.
- Note that we may process your personal data for more than one lawful ground depending on 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 on to process your personal data where more than one ground has been set out below.Purpose/ActivityLegal ground for processing and (where applicable) nature of legitimate interestTo develop commercial leads, negotiate commercial arrangements and agree contract documentation with clients, we will process Contact Data.Necessary for our legitimate interests (for running our business)To notify you about changes to our terms of business or privacy notice and sending other service communications to you, we will process Contact Data.(1) Necessary to comply with a legal or regulatory obligation
(2) Necessary for our legitimate interests (to keep our records updated to protect our business)To ask you for feedback or to complete surveys and to evaluate responses, we will process Contact Data and Profile Data.Necessary for our legitimate interests (to evaluate feedback for the purposes of developing and growing our business)To send marketing communications to you (in your professional capacity) and make suggestions and recommendations to you about products or services that may be of interest to your business, we will process Contact Data, Marketing and Communications Data, Profile Data, Technical Data and Usage Data.Necessary for our legitimate interests (to develop our products/services and grow our business)To ensure that we do not send marketing communications to you if you have indicated that you do not wish to receive these, we will process Contact Data and Marketing and Communications DataNecessary to comply with a legal obligationTo administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data), we will process Contact Data and Technical Data(1) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(2) Necessary to comply with a legal obligationTo identify possible developments and improvements to our website, products/services, marketing, customer relationships and experiences, we will process Contact Data, Profile Data, Technical Data and Usage Data.Necessary for our legitimate interests (to study how customers use our website, to develop them and to inform our business development strategy)To determine whether data entered on this website (e.g. information entered into a contact form) is being provided by a human user or by an automated program, we use Google reCAPTCHA, which processes Technical Data.Necessary for our legitimate interests (to protect this website from spam and abuse (including brute force attacks))
- Our marketing is only intended for the business that you are an officer of, work for or represent and is, therefore, sent to you in your professional capacity. We do not send any marketing communications to you in your private capacity. Nonetheless, you can ask us to stop sending you marketing messages at any time by following the opt-out link on any marketing message sent to you or by contacting us at any time.
- We do not share your personal data with any outside company for marketing purposes.
- Subject to that, we may use your Contact Data, Profile Data, Technical Data and Usage Data to form a view on what we think your business may want or need, or what may be of interest to your business. This is how we decide which products, services and offers may be relevant for your business (we call this marketing).
- You may receive marketing communications from us if you have requested information from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
- When we provide services, we want to make them easy, useful and reliable. This sometimes involves placing small amounts of information on your computer. These are called 'cookies'.
- These cookies are used to improve services for you through:
- Letting you navigate between pages efficiently
- Enabling a service to recognise your computer so you don't have to give the same information during one task
- Recognising that you have already given a username and password so you don't need to enter it for every web page requested
- Measuring how many people are using services, so they can be made easier to use and that there is enough capacity to ensure they are fast
- You can learn more about cookies from AllAboutCookies.org or www.youronlinechoices.eu.
- Users typically have the opportunity to set their browser to accept all or some cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these, of course, means that personalised services cannot be provided and the user may not be able to take full advantage of all of a website's features. Refer to your browser's Help section for specific guidance on how it allows you to manage cookies and how you may delete cookies you wish to remove from your computer.
- Multiple cookies may be found in a single file depending on which browser you use.
- The cookies used on this website have been categorised as follows:
- Category 1: strictly necessary cookies
- These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.
- Category 2: performance cookies
- These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.
- Category 3: functionality cookies
- These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as a live chat session. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
- The list below shows the cookies that we use, other than those that are strictly necessary to this service. If you have any queries about these, or would like more information, please contact us.
- Performance cookies
- Google Analytics sets cookies (_ga, _gat, _gid) to help us accurately monitor the number of unique visitors to various parts of our website and the volumes of usage. Data is only used in aggregate.
- For further details on the cookies set by Google Analytics, please refer to the Google Code website.
- If you want to opt out, download and install the add-on for your current web browser. The Google Analytics Opt-out Browser Add-on is available for Internet Explorer, Google Chrome, Mozilla Firefox, Apple Safari and Opera.
- Google Ad Services sets the AID cookie to help us with conversion tracking. Conversion tracking involves recording the movements of visitors on this website. The recorded data is then used to find out which aspects of our website design and customer journey are working and which ones aren't.
- Functionality cookies
- By using this website, you agree that we can place these types of cookies on your device.
- Change of purpose
- 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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
- If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal ground which allows us to do so.
- Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DISCLOSURES OF YOUR PERSONAL DATA
- We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:
- Our service providers based in the UK and the Republic of Ireland who provide IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities based in the UK who require reporting of processing activities in certain circumstances, including where disclosure is required to a law enforcement agency, e.g. where we know or suspect that a transaction may involve such illegal activities as money laundering or terrorist financing.
- Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
- We require all third-party service providers processing your personal data for us to respect the security of your personal data and to treat it in accordance with the law. We do not allow them 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 do not transfer your personal data outside the European Economic Area (EEA)
- 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. 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.
- How long will you use my personal data for?
- 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 below for further information.
- In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS
- Under certain circumstances, you have rights under data protection laws in relation to your personal data.
- You have the right to:
- Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- 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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- 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 ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following situations:
- if you want us to establish the data's accuracy;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
- you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- If you wish to exercise any of the rights set out above, please contact us.
- No fee usually required
- 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.
- What we may need from you
- 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.
- Time limit to respond
- We try 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.
Equality and diversity statement
Epoq is committed to eliminating discrimination and promoting inclusivity, equality and diversity in its own policies, practices and procedures and in those areas in which it has influence both inside and outside of the organisation.
In developing and implementing its anti-discrimination policy, Epoq is committed to complying with the Solicitors Regulation Authority's (SRA) regulations in relation to equality and diversity and with all applicable anti-discrimination legislation and associated codes of practice, including the Equality Act 2010 and are committed to :-
- Ensuring that all clients, suppliers, contractors, staff and applicants for employment do not receive discriminatory treatment.
- Providing working facilities and an environment which is free from discrimination and harassment.
- Opposing all forms of discrimination.
- Adopting policies, practices and procedures which eliminate discrimination and promote equality and diversity.
Richard Cohen is responsible for the implementation of our equality and diversity policy.
Our organisation is made up of a quite diverse workforce in terms of gender, and we have male and female staff of varying ages and ethnicity and religious beliefs.
We aim to please - but we know that sometimes things go wrong. If you have a problem or complaint we want to know. Most problems can be dealt with by sending an email to email@example.com. We will endeavour to investigate your complaint and respond to you as quickly as possible. We undertake to either deal with your complaint, or acknowledge its receipt and confirm the timescale for a full response, within three working days of receipt.
If you are not satisfied with the response to your complaint, you may send a further email for the attention of the Chief Executive Officer to firstname.lastname@example.org or write to the Chief Executive Officer, Epoq Legal Ltd, Unit 2, Imperial Place, Maxwell Road, Borehamwood, Herts, WD6 1JN, giving the reasons for your continued dissatisfaction. We will acknowledge receipt of your further email or letter within three working days of its receipt and will again confirm the timescale for a full response. A separate and thorough review of your complaint will be conducted and a full response sent directly to you.
If we fail to respond to your complaint within eight weeks or if at the conclusion of our complaints process we are unable to resolve matters to your satisfaction you may have a right to make a complaint to the Legal Ombudsman. If you wish to do so, you must contact the Legal Ombudsman within six months of our final response or, if we haven't responded within 8 weeks, within 6 months of your last contact with us. Additionally, you must raise your complaint with the Legal Ombudsman within 6 years of the relevant act or omission or, if the act or omission took place more than 6 years ago, 3 years from when you should reasonably have known there was a cause for complaint.
You can contact the Legal Ombudsman as below:
PO Box 6806
0300 555 0333
What to do if you are unhappy with our behaviour
Our regulators, the Solicitors Regulation Authority (SRA) can deal with any concerns about our behaviour. This could be things like dishonesty, concerns about our ethics or integrity. There are no time limits for making a report but there are limits on what the SRA will consider. Please note that the SRA is not able to deal with issues of poor service (complaints of this nature should instead be referred to the Legal Ombudsman). For further information about the SRA's role, please contact the SRA or visit:
Recruitment privacy notice
Notice date: 4 January 2021
1. Important information
This privacy notice is given by Epoq Legal Ltd (referred to here as 'we'/'us'/'our').
We respect your privacy and are committed to protecting your personal data. Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
This privacy notice will tell you how we look after your personal data and tell you about your privacy rights and how the law protects you.
Our details are:
Name: Epoq Legal Ltd
Registered in England and Wales
Registered number: 3707955
Registered office: Unit 2, Imperial Place, Maxwell Road, Borehamwood, WD6 1JN
We are the data controller of your personal data. This means that we decide when, why and how to process your personal data and we are responsible for looking after it and protecting your rights. In this privacy notice, we use the word process to cover all the different ways in which we handle your personal data, such as collection, use, storage and transfer.
2. What is the purpose of this privacy notice?
You are being sent a copy of this privacy notice because you are applying for work (whether as an employee, worker or contractor). In accordance with the General Data Protection Regulation ((EU) 2016/679) (GDPR), it makes you aware of how and why your personal data will be processed, namely for the purposes of the recruitment exercise, and how long it will usually be retained for.
We are required under the GDPR to give you the information contained in this privacy notice.
It is important that you read this privacy notice, as well as any other privacy notice we may give you on specific occasions when we are processing personal data about you, so you know how and why we are using your personal data.
3. Data protection principles
We will comply with data protection law and principles. This says that the personal data we process about you must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only as long as necessary for the purposes we have told you about
- Kept securely
4. The kind of data we hold about you
In connection with your application for work with us, we will process the following categories of personal data about you:
- The information you have provided in your covering letter
- The information you have provided in your curriculum vitae
- Any information you provide during an interview
- Any information you provide in the course of an telephone assessment
- Any information you provide on completion of a personality profile
- Any information you provide on completion of a skills test
We will also process those categories of personal data about you mentioned in section 5.
5. How is your personal data collected?
We collect personal data about you from the following sources:
- Your named referees, from whom we ask for the following categories of personal data about you: Dates of employment, position held, description of duties, feedback on performance, sickness absence. Reason for leaving, and whether they would re-employ
6. How we will use personal data about you
We will process the personal data we collect about you to:
- Assess your skills, qualifications, and suitability for the work or position you have applied for
- Carry out background checks
- Decide whether to enter into a contract with you and on what terms
- Communicate with you about the recruitment process
- Keep records related to our hiring processes
- Comply with legal or regulatory requirements
It is necessary to process your personal data for these purposes to ensure that we comply with legal, regulatory and other compliance obligations during the recruitment process and when we make decisions about you; and because it is in our legitimate interests to do so to ensure that decisions are made that are beneficial to our business.
7. If you fail to provide personal data
If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.
8. How we use particularly sensitive personal data
Special categories of particularly sensitive personal data require higher levels of protection. We need to have further justification for processing this type of personal data. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal data in the following circumstances:
- In limited circumstances, with your explicit written consent
- Where we need to carry out our legal obligations or exercise rights in connection with employment
- Where it is needed in the public interest, such as for equal opportunities monitoring
Less commonly, we may process this type of data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
We do not need your consent if we use special categories of your personal data in accordance with our written policy to carry out our legal obligations or exercise specific rights in the field of employment law. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your application that you agree to any request for consent from us.
In connection with your application for work with us, we do not currently envisage that we will process any particularly sensitive personal data.
9. Information about criminal convictions
We may only use information relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with an appropriate policy document and safeguards which we are required by law to maintain when processing such data.
Less commonly, we may use information relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the information public.
In connection with your application for work with us, we do not envisage that we will process information about criminal convictions.
10. Automated decision making
Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision making in the following circumstances:
- Where we have notified you of the decision and given you 21 days to request a reconsideration
- Where it is necessary to perform the contract with you and appropriate measures are in place to safeguard your rights
- In limited circumstances, with your explicit written consent and where appropriate measures are in place to safeguard your rights
If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.
You will not be subject to decisions that will have a significant impact on you based solely on automated decision making, unless we have a lawful basis for doing so and we have notified you.
We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
11. Data sharing
Third party includes any third-party service provider (including contractors and designated agents) and other entities within our group.
We will not share your personal data with any third party.
12. Data security
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. 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
13. Data retention
We will retain your personal data for a period of 6 months after we have communicated to you our decision about whether to appoint you. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal data in accordance with applicable laws and regulations.
If we wish to retain your personal data on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal data for a fixed period on that basis.
14. Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
- Request access to your personal data (commonly known as a data subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal information 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 ground. You also have the right to object where we are processing your personal data 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 another party.
If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact us.
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 data (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
15. 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, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
16. Contacting us
We have appointed a Data Protection Officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data; if you would like any more information or you have any comments about this privacy notice; or if you would like to make any request to exercise your legal rights, please contact the DPO by email at email@example.com.
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 (ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us first.
I understand by making an application I have agreed that I have read and understood Epoq Legal Ltd's Privacy notice.