PRIVACY POLICY

Introduction

We take protection of your personal data extremely seriously and strictly adhere to the rules laid out by the latest data protection laws. The following policy provides an overview of how we ensure this protection and what kind of data is collected for what purpose.

Collection of Personal Data

Below we provide information about the collection of your/your client's personal data when using and interacting with the websites run by Tom Street & Co Solicitors Limited (including tomstreet.co.uk, solicitornetwork.com, doihaveacase.co.uk, tribunalclaim.com and lexconnectpro.com).

What is Personal Data?

Personal data is any data that can personally reference you/your client, such as your/your client's name, date of birth, email address and/or details of your/your client's case.

Data Security

We employ technical measures to ensure data security, in particular to protect your / your client' s personal data from threats when transmitting data as well as from unauthorised third party access. These measures are constantly scrutinised and revised. We work to implement technical and organisational measures designed to protect the security of personal information. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee its absolute security. The security of your/your client's information also depends on you: you are responsible for using unique, strong usernames and passwords for each of your accounts and for keeping those usernames and passwords confidential. We are not responsible for the circumvention of any privacy settings or cybersecurity measures contained in our Services, and any transmission of personal information is at your own risk.

Collection of Personal Data for use of the Websites

When you/your client interacts with our/your websites, webforms, by phone to our/your teleteam and when you/your client interacts with our artificial intelligence (AI) powered online assistant, Lexi, we may collect Personal Data (your/your client's name, contact details, address, date of birth information about your/your client's case and sometimes medical information).

We also use cookies to collect data for a third party tracking service (Google Analytics) where the data is made anonymous and processed only by the third party; it is not shared with anyone else. This data is purely used to improve our services and marketing moving forward.

Third Parties who will Have Access to your Data

When you/your client submit information to us / our systems, personal data may be processed through third party suppliers such as OpenAI (US based artificial intelligence company), Go High Level Inc (US based CRM and our licensor), Consolidta.ai

(US based data / ai processing application), Freeagent (US based accounting software) and Google (US based). Your/your client's data will remain safe when passing through and being stored on the third party partners systems. It will not be used by them other than by allowing us to manage and process your/your client's data, assess your/your client's case and refer your/your client's case using their systems.

By signing these terms, you allow us to share your data with these third parties and we encourage you to read some of their respective privacy statements.

From time to time we may cooperate with other UK or foreign based companies in order to service our clients and by signing these terms, you accept that you/your client's data can be shared with these organisations.

https://openai.com/en-GB/policies/privacy-policy/

https://www.gohighlevel.com/privacy-policy

https://policies.google.com/privacy?hl=en-US

https://www.freeagent.com/website/privacy/

Safeguarding and Legal Obligations

Confidentiality Commitment

We treat all information provided to us with the utmost confidentiality and discretion. Our commitment to safeguarding the privacy and integrity of our your information is fundamental to the trust you place in us.

Exceptions for Legal and Ethical Obligations

There are exceptional circumstances where we may be required to disclose information provided to us if we believe that there is a real risk of harm to a person or if necessary to prevent a serious crime. These exceptions are strictly governed by legal and ethical standards.

Safeguarding Vulnerable Individuals

If, in the course of providing legal services, we become aware of information suggesting that a vulnerable adult or child is at risk of harm or abuse, we may have a legal duty to report such information to the appropriate authorities. This action will only be taken in accordance with legal requirements and after careful consideration of the impact on privacy and client confidentiality.

Consultation and Consent

Wherever possible and appropriate, we will seek to discuss any potential disclosure with the affected individual and, where feasible, obtain their consent before any action is taken. However, in situations where contacting the individual might increase the risk to their safety or to others, we may proceed without prior consent.

Legal Compliance and Ethical Practice

Our approach to handling these exceptional circumstances complies with UK law and is aligned with the ethical guidelines set forth by the Solicitors Regulation Authority. We aim to ensure that our actions are justified by a legitimate need to protect individuals from harm while balancing the rights to confidentiality of all clients.

Data Retention Policy

We collect your information to assess, manage, handle, process or refer (internally or externally) your / your client's potential case, and to undertake legal work. As part of this, we may refer your/your client's personal and case details to internal consultants, external consultants, law firms on our panel, and external barristers only. We also retain your personal data to send you marketing material. Such data will not be transferred to any other third parties (other than for processing) unless this is specifically requested by you.

We need to hold information about you for a number of reasons, for example, to allow us to contact you by email, telephone or letter and to refer your case and run your case. We may share contact details with other professionals who may need to be in contact with you (we can provide you with the details of solicitors/legal professionals who may deal with your case upon request).

Any documentation that you/your client uploads to our databases via our secure link (following your initial enquiry) will also be subject to this privacy policy.

We need your/your client's date of birth in order that we can make checks to verify your ID - this data will be shared with our solicitors/legal professionals only.

In addition, we may need to obtain from you information about your bank details in order that any payments, if appropriate, can be made to you.

Where information is held

Information about you/your client may be held in a number of locations within Tom Street & Co Solicitors Limited

Contact information will be held on our Google Apps database and our own Client Relationship Management (CRM) system, Go High Level Inc and, our invoicing system, Freeagent, consolidata.ai and OpenAi. Such information may also be held within physical files stored at our offices.

We also use various external call centre services which may store some of your data (your name, contact details and brief details of your case), on their internal systems. We can provide a list of these services on request.

ID info.

Information relating to bank details is held within the banking applications we use and on any electronic device to which that information was sent. Such information is automatically deleted after use.

Right to obtain information and revocation

You have the right to request information from us at any time about your stored data and the purpose of its storage. If you have given consent for the use of your data you can withdraw this consent at any time and you have the right to request/demand that your information is deleted from our systems. All requests and enquiries for information about, or objections to, the processing or retention of your data should be sent by email to the address specified below.

Deletion of information

Tom Street & Co. Solicitors Limited automatically deletes information we no longer have use for.

Additional information

Your trust is important to us. That is why we will always be available to talk with you to answer any questions you have concerning the processing, retention or deletion of your data. If you have any questions that cannot be answered by this privacy policy, or if you wish to receive more detailed information about any topic within it, please contact the Data Protection Officer, Tom Street, at any time at

[email protected]

.

Policy Review and Questions

This policy will be reviewed periodically to ensure compliance with current legal standards and best practices. Should you have any questions about how we handle safeguarding issues or our confidentiality practices, please contact us at

[email protected]

.

Data protection officer

Our Data Protection Officer's contact details are:

Tom Street

[email protected]

Tom Street & Co Solicitors

Maidsgrove Farm

Frome, Somerset

BA11 2PY