WA LEGAL LTD. DATA PROTECTION & GDPR
We are committed to using this data in accordance with relevant data protection laws such as the Data Protection Act 1998 and the General Data Protection Regulation (GDPR).
By using this site (the “website”) or contacting us by email or through this website, you consent to the collection, use and transfer of your personal information under the terms of this policy. If you do not accept the terms of this policy you must leave this website immediately and you may not use any of the services we provide.
Minimum browser requirements:
Please note that there are minimum browser requirements for optimum use of our website. These minimum browser requirements will change from time to time. If you are experiencing difficulty using the website, or otherwise would like to know more about what these requirements are, please contact us.
Information that we collect from you:
When you visit the website or access services via the website you may be asked to provide certain information about yourself including your name and contact details. If you seek to access services through the website we may keep a record of such requests you carry out. We may also collect information about:
(a) Your IP address, a unique identifier for your computer or other access device;
(b) Your usage of our website which may include, without limitation the URL you have last used and the URL you next go to, your browser information and your IP address;
(c) Information gathered during telephone conversations with you.
Sensitive information that we collect from you in relation to events:
We may ask you to provide us sensitive information about your person and personal circumstances. You agree that we may use this information for the purpose of corresponding with you to provide services and the provision of said services.
Use of your information:
Your information will enable us to provide you with access to parts of our website suitable for your requirements and the permissions (if any) which you have to access the special areas of the website (referred to in our website Terms and Conditions). It
will also enable us to contact you concerning your queries regarding our services and functions. We will also use, store and analyse the information we collect so that we can administer, support, improve and develop our operations. This includes (but is not limited to):
Quality control and training purposes;
Discharging our professional obligations;
Providing our services to you;
Providing a wide range of public services;
Discharging our obligations; and
Engaging in consultation with the Scottish government, Scottish Parliament and other governmental and legislative bodies over legislative and regulatory change.
In particular, we may use your information to contact you for your views on our services and functions, and to notify you occasionally about important changes or developments to the website or our services or functions. More detail about the purposes for which your personal information may be processed may be seen elsewhere on the website, and are available on request at the address below.
Lawful basis for the processing:
We believe there is a legitimate interest, legal interest or public interest in communicating with you. Therefore 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.
We generally process your data under the following lawful bases:
Performance of a contract with you;
Necessary for our legitimate interests; and/or
Necessary to comply with a legal obligation.
When we are managing our relationship with you which will include:
Asking you to leave a review or take a survey, we are processing your personal data, as it is necessary for our legitimate interests (to keep our records updated and to study how users use our products/services).
When we are administering and protecting our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data), we are processing your personal data as it is 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 re-organisation or group restructuring exercise) or necessary to comply with a legal obligation.
As a general principle we will not contact you in a marketing capacity. The nature of our services is that they are reactive to an initial request for information or direct
instruction from you. We do not pass your data to third parties or persons for the purpose of marketing.
Ways in which we may contact you:
We may contact you by post, telephone (including by text), fax or email in connection with the purposes outlined above. If you change your mind about being contacted in the future, or the methods by which we may contact you, please let us know by contacting us at our contact details set out below.
Cookies are small amounts of information, usually in the form of a text file, which we may store on your computer or other access device. We may access this file which acts as an easy way to identify you when you use the website. Our system may issue cookies to your computer or other access device when you log on to the website. Cookies make it easier for you to log on to and use the website during your current visit and future visits. They also allow us to monitor website traffic and to personalize the content of the website for you. Some features are only available through the use of a cookie. You may set up your computer or other access device to reject cookies (or certain types of cookies) by following the instructions provided with your browser/device.
Disclosure of your information:
The information you provide to us will be held on our computers in the UK and may be accessed by or given to our staff, our contractors, reporters and agents who act for us, for the purposes set out in this policy or for other purposes approved by you or as otherwise permitted by law. This may mean that your information is sent to computers outwith the UK. By submitting your information to us, you agree that it may be transferred outside the European Economic Area. Countries outside the European Economic Area do not always have strong data protection laws. However, wherever practicable we will take steps to ensure that your information is used by third parties in accordance with this policy. We may also pass aggregate information on the usage of our website and trends in the solicitors’ profession to third parties but this will not include information that can be used to identify you. We shall never sell or rent your personal information gathered through the website to third parties for their marketing purposes. We also reserve the right to disclose any of the information you provide to us where required to do so by law, or to comply with a regulatory obligation, or to assist in any investigation into alleged illegal or criminal conduct. Your information will be passed on to third parties working in cooperation with us in the performance of our duties and in relation to your case matters; Some of these third
parties are namely the Scottish Courts Service, The Crown and Procurator Fiscals Service, The Scottish Legal Aid Board and any other agency in relation and for the purposes of our work.
Security and data retention:
We employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information for a reasonable period or as long as the law requires. You should be aware however that it is technically impossible to provide a totally secure system on the web and you are responsible for ensuring your own computer system is adequately protected from access by unauthorised persons. Please see our retention schedule for full details of the retention and destruction periods we adopt. Personal information and files will be kept securely either in secure locked storage or on secure electronic format. From time to time your files and personal information or files will be on our person for the purpose of completing our work on your behalf (such as having your file for the purpose of taking it to court or having it at court).
For cases that do not proceed to court files and personal information will be kept for a period of 1 year before destruction. For cases that do proceed to court there are different time limits. For Summary procedure cases the personal information will be kept securely for a period of 3 years after conclusion of the matter. For Solemn procedure cases, the personal information will be kept for the duration of any custodial sentence, 3 years if acquitted or if the sentence is less than 3 years imprisonment then for 3 years, if the case is not indicted then 3 years from the date of first court appearance or 3 years from the date of “no further proceedings” notification and for murder and any conviction for life long imprisonment then the personal information will be kept indefinitely. When the personal information and your file are destroyed a note as to when and what will be destroyed shall be kept.
Your password security:
In accordance with the Terms and Conditions of use of the website, you are responsible for ensuring that any password and user ID, and any other security mechanism issued to you, remain confidential. If third parties have access to your password, user ID or any other security mechanism they can control your personal information and ID. We are not responsible for the consequences of their use of your personal information and ID in these circumstances. If your password or user ID or any other security mechanism is compromised you should contact us immediately, and until you do so we will be entitled to rely on any communications sent to us using your password and user ID and any other security mechanism as if they originated from you
Third party information collectors and websites:
Statutory or contractual requirement:
In some instances we may require personal data as part of our statutory duties and obligations to work in the public interest. Failure to provide such information may restrict our ability to represent and assist you.
Accessing and updating:
You are entitled to request access to the information held about you and to ask us to make any necessary changes to ensure that it is accurate and kept up to date. If you wish to do this, please contact us at the address below. We will usually be the data controller in respect of personal information you provide to us.
Your legal rights:
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights include, the right to:
Request access to your personal data;
Request correction of your personal data;
Request erasure of your personal data;
Object to processing of your personal data;
Request restriction of processing your personal data;
Request transfer of your personal data; and
Withdraw consent previously given by you.
For more information on your rights please visit the Information Commissioner
Officer’s website ()
If you wish to exercise any of the rights set out above, please contact us on the contact details provided below.
Right to lodge a complaint with the ICO:
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. The Information Commissioner’s Office – Scotland; 45 Melville Street, Edinburgh EH3 7HL; 0303 123 1115; ; . We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
All comments, queries and requests relating to our use of your information are welcomed and should be addressed to:
The Senior Management Team
WA Legal Ltd