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Privacy and cookies policy


We take your privacy and data security very seriously and you can find out more about how we do this in our privacy policies below.

  • Privacy Policy for Website

    Edwin Coe LLP (“We”, “Us” and “Our”) is committed to protecting and respecting your privacy.

    This policy (together with our terms of use policy and any other documents referred to on it) sets out the basis for which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

    For the purpose of the Data Protection laws (the data controller is Edwin Coe LLP of 2 Stone Buildings, Lincoln’s Inn, London, WC2A 3TH (ICO Registration Number: Z9744124).

    What information do we collect about you?

    Information you give us. We may process information you have given us by filling in forms on our site www.edwincoegraduate.com (“our site”) or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to receive legal updates, search our site and when you report a problem with our site.

    This information may include your name, address, e-mail address, phone number, interests, educational details and employment details.

    Information we collect about you. With regard to each of your visits to our site we may automatically collect the following information:

    • technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types; and
    • information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products viewed or searched for; page response times, download errors, lengths of visits to certain pages, page interaction (such as scrolling, clicks and mouse-overs), methods used to browse away from the page and any phone number used to call us.

    Information we receive from other sources. We may process information about you received from your usage of any of the other websites we operate or the other services we provide. We may also receive information about you from the third parties we work closely with (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytical providers, search information providers and credit reference agencies).

    Please avoid supplying us with any other person’s personal data, unless we have requested you to do so.

    Purpose – how will we use your personal information?
    We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

    1. Where it is necessary for our legitimate interests (or those of a third party) namely providing you with information that you request and with updates and marketing materials and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests.

    2. Where you have given your consent and that consent has not subsequently been withdrawn by you.

    We may also use your personal information in the following circumstances, which are likely to be rare:

    3. Where we need to protect your interests (or someone’s interests).

    4. Where it is needed in the public interest.

    The information we collect about you may be used in the following ways,

    Information you give us.

    • to carry out our obligations to you and to provide you with the information and services that you request from us;
    • to invite you to events or seminars that may be of interest to you;
    • to provide you with updates about the law and other topics that may be of interest to you;
      for marketing and advertising purposes; and
    • to ensure that content for our site is presented in the most effective manner for you and for your computer.

    Information we collect about you. We will use this information:

    • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
    • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
    • to allow you to participate in interactive features of our service, when you choose to do so;
      as part of our efforts to ensure the security of our website and services.

    Information we receive from other sources. We may use this information combined with information you give to us and information we collect about you for the purposed set out above (depending on the types of information we receive).

    Disclosure of your information
    We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006, where this is reasonably necessary, for the purposes set out in the policy.
    We may share your information to third parties where this is reasonably necessary, for the purposes set out in the policy including:

    • Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.
    • Analytics and search engine providers that assist us in the improvement and optimisation of our site.

    We may disclose your personal information to third parties:

    • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
    • If Edwin Coe LLP or substantially all of its assets are acquired by a third party, in which case personal data held by it about its clients and contacts will be one the transferred assets.
    • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Edwin Coe LLP, our customers, or others. This includes exchanging information with other companies and organisation for the purposes of fraud protection and credit risk reduction.

    Transfer and storage of data
    The personal information you provide to us may be transferred and stored outside of the European Economic Area (“EEA”) for the purposes of things such as carrying out administration, the fulfilment of your order, the processing of your payment details and the provision of support services. Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Third parties will only process your personal information on our instructions and in the agreement that the information is kept secure and confidential.

    Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Where any transfer is made to a country outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that appropriate safeguards are in place prior to any transfer of your data. Those safeguards are likely to consist of either the use of standard data protection clauses adopted or approved by the European Commission or transfer to a US based recipient which is a member of the EU-US Privacy Shield self-certification arrangement or an equivalent regime.

    Data Subject Rights
    Under certain circumstances, the law permits that you have the right to:

    • Access your information.
      You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
    • Correct your information.
      If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
    • Request erasure.
      Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
    • Object to processing.
      Where the firm relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
    • Request the restriction of processing.
      You are entitled to request for a suspension for the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
    • Transfer your personal information.
      You are able to request the transfer of your personal information to another party.
      It is important that the personal information we hold for you is accurate and up to date. 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 party, please contact;

    enquiries@edwincoe.com.

    No fee
    These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

    How long is your personal data retained?
    Personal information that we process for any purposes will be kept for no longer than is necessary for the purposes for which it was collected.

    It is not always possible to specify in advance the length of time your personal information will be retained. The retention of your personal data will be determined based on statutory authority, the nature of your relationship with the firm, the nature and sensitivity of the personal information, the purposes for which the information is being processed and whether there are other means to achieve those purposes.

    Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

    Security
    We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

    The firm have in place procedures and a policy to deal with any potential data security breaches, data subjects and any applicable regulators will be notified where we are legally required to do so.

    Third party websites
    Our website includes external links to other websites, which may be operated by AAT or third parties. Clicking on these links may allow the collection or sharing of personal data about you in ways which may differ from the terms set out here. We are not responsible for the privacy policies, contents or practices of third party websites, and encourage you to read the privacy policies of every external website you visit from our website.

    Complaints
    If you consider that our processing of your personal information infringes the Data Protection laws, 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.

    How to contact us
    By email at enquiries@edwincoe.com
    or write to us at, Edwin Coe LLP, 2 Stone Buildings, Lincoln’s Inn, London WC2A 3TH.

    Revisions to our Privacy Policy
    We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

  • Privacy Policy for Clients

    Edwin Coe LLP (“We”, “us” or “our”) is committed to protecting and respecting your privacy.

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

    For the purpose of the Data Protection laws, (the data controller is Edwin Coe LLP of 2 Stone Buildings, Lincoln’s Inn, London, WC2A 3TH (ICO Registration Number: Z9744124).

    What information do we collect about you?
    All client data will be held by us in our manual and automated filing systems.
    This may include;

    • contact details (including names, postal addresses, email addresses and telephone numbers);
    • bank details;
    • ID documents and other records.

    How is your personal information collected?
    Your personal information may be collected directly from you during the process of setting you up as a client of ours or during the course of taking instructions from you or providing you with legal advice. We may also collect information from third parties including, background check agencies, credit reference agencies and other online sources.

    Purpose – how will we use your personal information?
    We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

    1. Where we need to perform the contract that we have entered into with you;

    2. Where we need to comply with a legal obligation;

    3. Where it is necessary for our legitimate interests (or those of a third party) namely to provide you with advice and assistance or in facilitating and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests;

    4. Where you have given your consent and that consent has not subsequently been withdrawn by you.

    We may also use your personal information in the following circumstances, which are likely to be rare:

    5. Where we need to protect your interests (or someone’s interests).

    6. Where it is needed in the public interest.

    The situations where we will process your personal data are listed below:

    • to fulfil our contract with you;
    • to provide you with our services;
    • making payments to and on your behalf;
    • creating a client account for you;
    • to prevent fraud and to satisfy our legal obligations under The Money Laundering Regulations 2017 and corresponding financial crime legislations;
    • to provide you with information about our services;
    • to invite you to events or seminars that may be of interest to you;
    • to provide you with updates about the law and other topics that may be of interest to you;
    • for marketing and advertising purposes;
    • for intra group transfer or transfers to third party administrators for administration purposes; and
    • the enforcement of legal claims including debt collection including via out-of-court procedures.

    Failure to provide personal information
    Failure to provide certain information when requested may result in us being unable to perform both our legal obligations and our contractual duties to you, such as making payments to and on your behalf.

    Sensitive Personal Information
    We may also collect, store and use, exercise or defence of legal claims the below “special categories” of more sensitive personal information:

    • Information about health, including sickness records, medical conditions and other records.
    • Information about race or ethnicity, religious beliefs, trade union membership, sexual orientation and political opinion.
    • Information about criminal convictions and offences.

    We will only process these ‘special categories of personal data’ in the following exceptional circumstances:

    • to the extent necessary for the establishment, exercise or defence of legal claims; or
    • with your explicit written consent which you can withdraw at any time.

    Disclosure of data
    We may share your personal information with third parties, where this is reasonably necessary, for the purposes set out in the policy. Third parties may include other lawyers, advisers and expert witnesses (including barristers and foreign lawyers), third-party service providers (including contractors and agents), regulatory bodies (such as the SRA), law enforcement agencies and any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006. We may also disclose your personal information with other third parties, for example in the context of the possible sale or restructuring of the business.

    Data may also be disclosed if we are under a duty to share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Edwin Coe LLP, our clients, or others. This includes exchanging information with other companies and organisation for the purposes of fraud protection and credit risk reduction.

    Transfer and storage of data outside the EU
    The personal information you provide to the Firm will be transferred and stored outside of the EEA for the purposes of carrying out administration and other functions necessary to provide our legal services to you. Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Third parties will only process your personal information on our instructions and in the agreement that the information is kept secure and confidential.

    Where any transfer is made to a third party supplier (for example to someone that we have outsourced an administrative function to or a provider of storage) outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that appropriate safeguards are in place prior to any transfer of your data. Those safeguards are likely to consist of either the use of standard data protection clauses adopted or approved by the European Commission or transfer to a US based recipient which is a member of the EU-US Privacy Shield self-certification arrangement or an equivalent regime.

    Where any transfer is made to another lawyer, adviser or expert witness outside of the EEA we will usually do this on the basis that the transfer is necessary for the performance of our contract with you.

    Data Subject Rights
    Under certain circumstances, you have the right to:

    • Access your information.
      You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
    • Correct your information.
      If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
    • Request erasure.
      Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
    • Object to processing.
      Where the firm relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
    • Request the restriction of processing.
      You are entitled to request for a suspension for the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
    • Transfer your personal information.
      You are able to request the transfer of your personal information to another party.

    It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your person data or request that we transfer a copy of your personal information to another party, please contact;

    enquiries@edwincoe.com.

    No fee
    These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

    How long is your personal data retained?
    Our retention period is based on statutory authority and will be held for a minimum of five years, which may be extended dependant on the nature of your relationship with the firm. Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

    Security
    We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

    The firm have in place procedures and a policy to deal with any potential data security breaches, and data subjects and any applicable regulators will be notified where we are legally required to do so.

    Complaints
    If you consider that our processing of your personal information infringes the Data Protection laws, 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.

    How to contact us
    By email at enquiries@edwincoe.com
    or write to us at, FAO of Risk and Compliance Officer, Edwin Coe LLP, 2 Stone Buildings, Lincoln’s Inn, London WC2A 3TH.

    Revisions to our Privacy Policy
    We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

  • Privacy Policy for Contacts

    Edwin Coe LLP (“We”, “Us” or “Our”) is committed to protecting and respecting your privacy.

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

    For the purpose of the Data Protection laws, (the data controller is Edwin Coe LLP of 2 Stone Buildings, Lincoln’s Inn, London, WC2A 3TH (ICO Registration Number: Z9744124).

    What information do we collect about you?
    As a contact of Edwin Coe LLP your data will be held by the firm in its manual and automated filing systems.
    This may include;

    • contact details (including names, employment details, postal addresses, email addresses and telephone numbers) and
    • details of your interests.

    How is your personal information collected?
    Your personal information may be collected directly from you by you providing us with a business card or other similar source of information about yourself, through our registration process, feedback forms or by corresponding with us by phone, email or otherwise.

    Purpose – how will we use your personal information?
    We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

    1. Where it is necessary for our legitimate interests (or those of a third party) namely providing you with updates and marketing materials and enabling the management of all matters relating to our business, but only where your interests and fundamental rights do not override those interests.

    2. Where you have given your consent and that consent has not subsequently been withdrawn by you.

    We may also use your personal information in the following circumstances, which are likely to be rare:

    3. Where we need to protect your interests (or someone’s interests).

    4. Where it is needed in the public interest.

    The situations where we will process your personal data are listed below:

    • to provide you with information about our services;
    • to provide you with updates about the law and other topics that may be of interest to you;
    • to invite you to events or seminars that may be of interest to you;
      for marketing and advertising purposes.

    Disclosure of data
    We may share your personal information with third parties (including business partners, suppliers and sub-contractors), regulatory bodies (for example the SRA) or any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006, where this is reasonably necessary, for the purposes set out in the policy.
    We may disclose your personal information to third parties:

    • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
    • If Edwin Coe LLP or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
    • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of business and other agreements from time to time; or to protect the rights, property, or safety of Edwin Coe LLP, our clients, or others. This includes exchanging information with other companies and organisation for the purposes of fraud protection and credit risk reduction.

    Transfer and storage of data outside the EU
    The personal information you provide to us may be transferred and stored outside of the European Economic Area (“EEA”) for the purposes of things such as carrying out administration, the fulfilment of your order, the processing of your payment details and the provision of support services. Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Third parties will only process your personal information on our instructions and in the agreement that the information is kept secure and confidential

    Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Where any transfer is made to a country outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that appropriate safeguards are in place prior to any transfer of your data. Those safeguards are likely to consist of either the use of standard data protection clauses adopted or approved by the European Commission or transfer to a US based recipient which is a member of the EU-US Privacy Shield self-certification arrangement or an equivalent regime.

    Data Subject Rights
    Under certain circumstances, you have the right to:

    • Access your information.
      You are entitled to request access to the information we hold about you (known as a ‘data subject access request’). You are entitled to receive a copy of the personal information we hold about you and to check that it is being lawfully processed.
    • Correct your information.
      If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
    • Request erasure.
      Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
    • Object to processing.
      Where the firm relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
    • Request the restriction of processing.
      You are entitled to request for a suspension for the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
    • Transfer your personal information.
      You are able to request the transfer of your personal information to another party.

    It is important that the personal information we hold for you is accurate and up to date. 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 party, please contact;

    enquiries@edwincoe.com.

    No fee
    These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

    How long is your personal data retained?
    We will generally hold your personal data for a minimum of two years or for as long as is necessary for the purposes for which it was collected thereafter or whenever you tell us you no longer want to remain on our contact list. Personal information may be retained for as long as necessary to comply with our legal obligation, or in order to protect yours or another person’s vital interest.

    Security
    We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

    The firm have in place procedures and a policy to deal with any potential data security breaches, data subjects and any applicable regulators will be notified where we are legally required to do so.

    Complaints
    If you consider that our processing of your personal information infringes the Data Protection laws, 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.

    How to contact us
    By email at enquiries@edwincoe.com
    or write to us at, FAO Head of Marketing, Edwin Coe LLP, 2 Stone Buildings, Lincoln’s Inn, London WC2A 3TH.

    Revisions to our Privacy Policy
    We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

  • Privacy Policy for Personnel

    Edwin Coe Services Limited acts as the employer on behalf of the Firm Edwin Coe LLP to carry out all employment functions. In this notice we shall refer to both Edwin Coe Services Limited and Edwin Coe LLP together as “we”, “us” or “our” and to Edwin Coe LLP alone as the “Firm”.

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

    For the purposes of the Data Protection laws both Edwin Coe Services Limited and the Edwin Coe LLP are data controllers for your personal data. It has been agreed between Edwin Coe Services Limited and Edwin Coe LLP that Edwin Coe LLP shall be responsible for providing this notice and all enquiries about the contents of this notice should be addressed to Edwin Coe LLP as set out below.

    What information do we collect about you?

    All personnel data will be held by the Firm in its manual and automated filing systems.

    This may include;

    • personal contact details (such as name, title, addresses, telephone numbers and personal email addresses);
    • date of birth;
    • gender;
      recruitment and application process information (including references, copies of right to work documentation, cv and covering letters);
    • location of employment and workplace;
    • next of kin and emergency contact information;
    • marital status and dependants;
    • copy of Passport and Driving Licence or other relevant ID documentation;
    • bank details, payroll records, tax status information and national insurance number;
    • salary, annual leave, pension and benefits information;
    • employment records (including job titles and description, work history, commencement date, employee number, holidays, hours of work, probation length and training records);
    • performance information, appraisals, disciplinary and grievance records;
    • swipe card records, computer and phone records and other information about use of information and communication systems;
    • photographs; and
      finger prints.

    How is your personal information collected?

    Your personal information may be collected directly from you through the application and recruitment process or from an employment agency or background check provider. We may also collect information from third parties including former employers, background check agencies, credit reference agencies or other online sources.

    We may also need to collect further personal information throughout the course of your employment for other job related activities or processes for example, sickness or medical records from your GP or a treating physician or occupational health advisor.

    Purpose – how will we use your personal information?

    We will only use your information when it is fair and lawful to do so. Most commonly, we will use your personal information in the following circumstances:

    1.Where we need to perform the contract that we have entered into with you;

    2.Where we need to comply with a legal obligation;

    3.Where it is necessary for our legitimate interests (or those of a third party) namely facilitating and enabling the management of all matters relating to your employment contract and our business, but only where your interests and fundamental rights do not override those interests.

    We may also use your personal information in the following circumstances, which are likely to be rare:

    4. Where we need to protect your interests (or someone else’s interests)

    5. Where it is needed in the public interest.

    The situations in which we will process your personal data are listed below:

    • fulfilling the Firm’s legal obligations;
    • to facilitate and enable the management of all matters relating to your employment contract and the business of the Firm;
    • determining eligibility for initial employment;
    • verifying references and qualifications;
    • administering payroll, pensions, training and appraisals;
    • managing access to company services;
    • complying with health and safety obligations;
    • managing sickness absence;
      preventing fraud and complying
    • with our legal obligations;
    • monitoring performance and usage of the Firm’s systems;
    • monitoring performance and to assessing progress;
    • enforcing legal claims including debt collection via out-of-court procedures,
    • physical security, IT and network security;
    • conventional direct marketing and other forms of marketing or advertisement;
    • intra group transfer or transfers to third party administrator for administration purposes,
    • whistleblowing schemes;
    • to tell you about changes to our business;
    • to provide you with communications that may be of interest to you.

    Failure to provide personal information

    Failure to provide certain information when requested may result in us being unable to perform our contractual duties to you, such as paying salaries or it may prevent us from complying with our legal obligations, such as ensuring health and safety for our workers.

    Sensitive Personal Information

    We may also collect, store and use the below “special categories” of more sensitive personal information:

    • Information about health, including sickness records, medical conditions and other records.
    • Information about race or ethnicity, religious beliefs, sexual orientation and political opinions.
    • Information about criminal convictions and offences.

    We will only process these ‘special categories of personal data’ in the following exceptional circumstances:

    • With your explicit written consent which you can withdraw at any time;
    • To carry out our legal obligations in line with our Data Protection Policy. This could include, for example, using information related to leaves or absence, which may consist of sickness absence or family related leaves;
    • We may use information regarding your physical, mental health or disability status, to ensure your health and safety in the workplace, to assess your fitness to work, to provide appropriate workplace adjustments, to administer benefits and monitor and manage sickness absence;
    • To ensure the Firm provides equal opportunity and for monitoring and reporting purposes, we will use information about your age, disability, gender reassignment, marital status (including civil partnerships), race (including colour, nationality or ethnic origin), religion and beliefs (including philosophical or moral beliefs), pregnancy and maternity, sex or your sexual orientation;
    • Where the law allows us to do so and where appropriate, we may use information regarding criminal convictions and offences as part of the recruitment process or where it is necessary to carry out our obligations.

    Disclosure of Data

    We may share your personal information with third parties, where this is reasonably necessary, for the purposes set out in the policy. Third parties may include third-party service providers (including contractors and agents), regulatory bodies (for example the SRA) and any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

    Your personal information may be processed by third parties for payroll, pension administration, benefits provision and administration and IT services. We may also disclose your personal information to other third parties, for example in the context of the possible sale or restructuring of the business or to obtain or maintain insurance coverage, to manage risks, to obtain professional advice or in connection with legal disputes.

    Transfer and storage of data outside the EU

    The personal information you provide to us may be transferred and stored outside of the EEA in the furtherance of the Firm’s business interests, including the administration and management of the employment relationship.

    Any personal information transferred will receive an adequate level of protection as required by the Data Protection laws. Where any transfer is made to a country outside of the EEA and the European Commission has not made an adequacy decision in relation to the laws of that country we will ensure that appropriate safeguards are in place prior to any transfer of your data. Those safeguards are likely to consist of either the use of standard data protection clauses adopted or approved by the European Commission or transfer to a US based recipient which is a member of the EU-US Privacy Shield self-certification arrangement or an equivalent regime.
    Third parties will only process your personal information on our instructions and in the agreement that the information is kept secure and confidential.

    Data Subject Rights

    Under certain circumstances, you have the right to:

    • Access your information
      You are entitled to request access to information we hold about you (known as a ‘data subject access request’).
    • Correct your information
      If the information we hold for you is incomplete or incorrect, you have the right to request a correction.
    • Request erasure
      Where there are no reasons for continuing the processing of your personal information, you are able to request the removal or deletion of the personal information.
    • Object to processing
      Where the Firm relies on legitimate interest for the processing of your personal information, or for the purposes of direct marketing, you have the right to object to the processing.
    • Request the restriction of processing
      You are entitled to request a suspension of the processing of your personal information, for example, if you are awaiting the reasons for the processing of the information or require us to establish its accuracy.
    • Transfer your personal information
      You are able to request the transfer of your personal information to another party.

    It is important that the personal information we hold for you is accurate and up to date. If you would like to review, verify, correct or request erasure of your personal information, object to the processing of your person data or request that we transfer a copy of your personal information to another party, please contact;

    enquiries@edwincoe.com.

    No fee

    These rights are available to you at no cost; however we may charge a reasonable fee where a request is deemed to be excessive or unfounded. In such circumstances, we may otherwise refuse to comply with the request.

    How long is your personal data retained?

    Our retention period is based on statutory authority and some of your data may be held for five to twelve or more years depending on the nature of your relationship with the Firm. The retention of your personal data will be determined in accordance with the nature and sensitivity of the personal information, the purposes for which the information is being processed and whether there are other means to achieve those purposes.

    Further details of retention periods are available in our retention policy which is available on the intranet or on request from us.

    We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for, including the fulfilment of any legal, accounting or reporting requirements.
    Security

    We understand the importance of protecting your privacy and we will ensure your data is safeguarded and held securely in accordance with our obligations under the Data Protection laws. Appropriate technical and organisational measures have been implemented to ensure personal information is protected and to prevent your personal data from being lost, used, accessed in an unauthorised way, altered or disclosed. Details of these measures are available upon request. We also limit access to your personal information to those employees, contractors and other third parties who have a business need to know. This access will be granted on a confidential basis and processing of the information will only take place subject to our instruction.

    The Firm have in place procedures and a policy to deal with any potential data security breaches, and data subjects and any applicable regulator will be notified where we are legally required to do so.

    Complaints

    If you consider that our processing of your personal information infringes the Data Protection laws, 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.

    How to contact us

    By email at enquiries@edwincoe.com
    or write to us at, FAO. Risk and Compliance Officer, Edwin Coe LLP, 2 Stone Buildings, Lincoln’s Inn, London WC2A 3TH.

    Revisions to our Privacy Policy

    We reserve the right to revise this policy or any part of it from time to time and will provide you with a new policy notice where any substantial updates are made. We may also notify you through other means, about the processing of your information.

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to enquiries@edwincoe.com.