Privacy Policy

This is an important notice regarding your privacy and the way in which Louisa Callaghan (referred to as “I”, “we”, “our” and “us”) collects and makes use of your personal data. If you have any questions about this policy or the ways in which we use your personal data, please contact Louisa Callaghan.

This policy applies to prospective clients, business contacts (for example, accountants, financial advisors and other professionals) and suppliers and contractors generally. We take our privacy responsibilities seriously and are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from or about you, or that you provide to us, will be processed by us. Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

What information may we hold about you?

We may collect, store and use the following personal data about you (referred to throughout this privacy policy as personal information):

Prospective clients

Personal contact details such as name, title, addresses, telephone numbers and email addresses. Where relevant to the matter on which we are instructed, we may also collect, store and use personal information regarding trade union membership, health-related data, data concerning a person’s sex life and sexual orientation, personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, genetic and biometric data, and data relating to criminal convictions and offences – we refer to these categories of data as “special category data”.
All information, whether personal data or otherwise, relevant to your matter or instructions to facilitate your business and work with us, whether supplied by you or gathered during the conduct of our assistance.
Personal information contained on your social media accounts, for example, LinkedIn, Facebook and Twitter, if such information is relevant or is provided to us by you.
Personal information you provide to us by telephone or via our website or social media accounts, for example, by using the “Contact Us” page on our website or by contacting us through LinkedIn, Facebook or Twitter.
Personal information that may allow for you to be indirectly identifiable, for example your national insurance number or date of birth.

Business contacts
(for example, accountants, financial advisors and other professionals)

Contact details such as your name, title, business telephone number and business email address or personal telephone number and personal email address (if you provide them to us).
Information you provide or we collect during our interactions with you or your employer, such as how long we have done business with you, or how long you have worked at your company.
Bank details of individual sole traders.
Personal information you provide to us by telephone or via our website or social media accounts, for example, by using the “Contact Us” page on our website or by contacting us through LinkedIn, Facebook or Twitter.
Personal information provided to us by the third-party service providers and other business contacts we work with.

Suppliers and contractors and experts

Personal details such as your name, address, bank account information, email address and telephone number.
Personal information provided to us by the third-party service providers and other business contacts we work with.

Generally
(uses applicable to all categories of person detailed above)

If you visit our offices, images and video which are recorded by the CCTV system in operation on our premises.
Information gathered when you visit our offices via our visitor sign-in process, including your name and vehicle registration information.
Information gathered when you call us, which may include some of all of the following in addition to details of the telephone number you call us from: time of call, length of call, IP address of the device you call us from, and details of our website page that you call us from.
Any personal information about you provided to us during our interactions with you.
Any personal information you provide to us by telephone or via our website or social media accounts, for example, by using the “Contact Us” page on our website or by contacting us through LinkedIn or Facebook.
Information gathered by cookies used on our website. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse and also allows us to improve the way our website works.
Information provided to us by third party service providers we work with, for example, providers assisting us with IT, communications and digital marketing.

How will we use information about you and what is the legal basis we rely on for doing so?

We will only use your personal information when the law allows us to. When we use your personal information, we must have a legal basis for doing so. The following are (amongst others) the legal grounds by which we can use your personal information:

Where you have provided us with your consent for us to do so.
Where we need to perform the contract we have entered into with you or to take steps to enter into a contract with you.
In relation to special category data, where such use is to establish legal claims.
Where we need to comply with a legal obligation to which we are subject.
Where it is in pursuit of our legitimate interests (or those of a third party) and your legal rights do not override those interests.

More specifically, without limiting the above, we will use your personal information in the following circumstances:

Prospective clients

Your contact details and all information relevant to your enquiry to provide you with information on our services.
Dealing with your enquiry made by telephone or via the “Contact Us” page on our website or social media accounts, for example, by contacting us through LinkedIn or Facebook – in pursuit of our legitimate interests to ensure your enquiry is dealt with promptly and efficiently.

Business contacts
(for example, accountants, financial advisors and other professionals)

Your contact details – in pursuit of our legitimate interests (to facilitate business between your organisation and ours).
Your contact details to provide you with further information on our services. This may include technical information (for example legal updates) and/or marketing information – in pursuit of our legitimate interests (keeping you informed about our services and business updates) or where we have your consent to do so.

Generally

To store your information in accordance with our Data Retention Policy (a copy of which can be provided upon request) – to comply with a legal obligation or in pursuit of our legitimate interests.

What happens if there is a change of purpose?

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Which type of third parties might we share your personal information with?

We require third parties to respect the security of your information and to treat it in accordance with the law. For example, where we instruct third party service providers we carry out due diligence on those providers to ensure they treat your information as seriously as we do.

We may share your information with the following types of third parties:

Third party service providers we work with, for example, service providers assisting with our administration, website, digital marketing activities and IT infrastructure.
Third party hosting and software providers, including “software as a service” solution providers where the provider hosts the relevant personal data on our behalf. Examples of such solutions include third party hosting providers and software, and email security and backup solutions.
Providers which help us store, collate and organise information effectively and securely, both electronically and in hard copy format, and for marketing purposes.

Data retention

How long will you retain and use my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for.

The actual period that we will keep your information for will depend on the reasons it was collected.

We assess the appropriate retention period for different information based on the size, volume, nature, and sensitivity of that information, the potential risk of harm to you from unauthorised use or disclosure of that information, the purposes for which we are using that information, applicable legal requirements for holding that information, and whether we can achieve those purpose(s) through other means.

Prospective clients

The period during which we keep your information will depend on a number of things. For example:

If you have consented to receiving technical information or marketing information we will keep your contact details for as long as we still have your consent;
If you are a prospective client of ours and do not choose to engage us, we will keep your information for as long as reasonably required;

Business contacts
(for example, accountants, financial advisors and other professionals)

We will keep your information for as long as our organisations do business together or for as long as we have a commercial interest in holding that information, for example, doing business in the future.
If you have consented to receiving technical information or marketing information we will keep your contact details for as long as we still have your consent.

Where we store your personal information

The servers (including back up servers) used by us to store and process the electronic versions of the information you provide to us or we collect about you.

Where we use third party service providers to assist us (for example software as a service (SaaS) providers), your information may also be stored in their IT environments in accordance with their practices and procedures.

Rights of access, correction, erasure, and restriction

Your rights in connection with your personal information

In certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request the erasure of your personal information. 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 stop processing personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another person.

If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another person, please contact us by emailing lc@louisacallaghan.com or in writing to:

Please note:
the rights stated above are not available in all circumstances and do not override our statutory and regulatory obligations.

Right to complain

You have a right to make a complaint if you wish to do so. The organisation with oversight of our processing is the Information Commissioner’s Office, which can be contacted in writing at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by telephone (0303 123 1113) or by e-mail – casework@ico.org.uk

Changes to this privacy note

We may change, modify, add or remove portions of this policy at any time, and any changes will become effective immediately.