W Legal is responsible for your personal data. W Legal is a limited company incorporated in England & Wales, registered number under number 06649868 as “W Legal”. For the purposes of applicable data protection law (in particular, the General Data Protection Regulation (EU) 2016/679 (the “GDPR”) and the Data Protection Act 2018), your data will be controlled and processed by W Legal and undertakings that you have instructed or that is providing services to you or communicating to you and each such entity is regarded as an independent data controller of your personal data.

We collect and process the following personal data from you:

• Identity and Contact Data, including your name, address, telephone number, date of birth, marital status, passport number, employment history, educational or professional background, tax status, employee number, job title and function, and other personal data concerning your preferences relevant to our services;
• Financial and Payment Data, including your bank account and other data necessary for processing payments and fraud prevention, including credit/debit card numbers, security code numbers and other related billing information;
• Business Information, including information provided in the course of the contractual or client relationship between you or your organisation and W Legal , or otherwise voluntarily provided by you or your organisation;
• Information relevant to our legal advice, including personal data relevant to any dispute, grievance, investigation, arbitration, or other legal advice we have been asked to provide to our client;
• Profile and Usage Data, including passwords to W Legal websites or password protected platforms and services,
• Technical Data, including information collected during your visits to our website(s), the Internet Protocol (IP) address, login data, browser type and version, device type, time zone setting, browser plug-in types and versions, operating system and platform.
• Physical Access Data, relating to details of your visits to our premises;
• Sensitive personal data: In the course of our client services, we may represent you and/or your organisation in legal matters that require us to collect and use sensitive personal information relating to you (that is, information about your racial or ethnic origin, political opinions, religious beliefs, trade union activities, physical or mental health, sexual life and sexual orientation or details of criminal offences, or genetic or biometric data).

For example, if we represent you in a criminal case, we will collect information about the alleged offences and any related criminal history. In some employment representations, such as disputes involving alleged discrimination, information about medical conditions, race, religion and/or sexual orientation may be relevant to the representation. Similarly, representations in tax or social security matters may also require us to collect sensitive personal information, such as if we are advising on whether certain disabilities qualify for social security or tax benefits. Where we process sensitive personal information in the course of these and other similar client services, we do so to assist you and/or your organisation to establish, exercise or defend legal claims or to assist you and/or your organisation in fulfilling the rights and obligations of applicable employment or social security laws.

Before you provide personal information to us about any person other than yourself, your employees, counterparties, your advisers or your suppliers, you must ensure that they understand how their personal information will be used, and that they have given their informed consent for you to disclose it to us and for you to allow us, and our outsourced service providers, to use it.

Where we need to collect personal data by law or in order to process your instructions or perform a contract we have with you and you fail to provide that data when requested, we may not be able to carry out your instructions or perform the contract we have or are trying to enter into with you. In this case, we may have to cancel our engagement or contract you have with us, but we will notify you if this is the case at the time.

We use your personal data only for the following purposes:

• To fulfil a contract, or take steps linked to a contract, with you or your organisation. This includes:
  • to register you as a client of W Legal ;
  • to provide and administer legal services or other services or solutions, as instructed by you or your organisation;
  • to process payments, billing and collection; and
• As required by law to conduct our business and pursue our legitimate interests, in particular:
  • to administer and manage our relationship with you, including accounting, auditing, and taking other steps linked to the performance of our business relationship including identifying persons authorised to represent our clients, suppliers or service providers;
  • to carry out background checks, where permitted;
  • to analyse and improve our services and communications and to monitor compliance with our policies and standards;
  • to protect the security of our communications and other systems and to prevent and detect security threats, frauds or other criminal or malicious activities;
  • for insurance purposes;
  • to exercise or defend our legal rights or to comply with court orders;
  • to provide legal advice and legal services to our clients; and
  • to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; to send you details of client surveys, marketing campaigns, market analysis, or other promotional activities; and
  • to collect information about your preferences to personalise and improve the quality of our communications with you.
• For purposes required by law, including maintaining records, compliance checks or screening and recording (e.g. anti-money laundering, financial and credit checks, fraud and crime prevention and detection, trade sanctions and embargo laws). This can include automated checks of personal data you provide about your identity against relevant databases and contacting you to confirm your identity, or making records of our communications with you for compliance purposes.

• Where you give us consent:
  • to communicate with you to keep you up-to-date on the latest developments, announcements, and other information about our services and solutions (including briefings, newsletters and other information), events and initiatives; to send you details of client surveys, marketing campaigns, market analysis, or other promotional activities.
  • to collect information about your preferences to personalise and improve the quality of our communications with you.

We will not use your personal data for taking any automated decisions affecting or creating profiles other than as described above.

We share your personal data, in the following circumstances:

• with our undertakings/or affiliates for the purposes of providing you with our services as described in this Privacy Notice.
• with third parties including certain service providers we have retained in connection with the legal services we provide, such as barristers, consultants, mediators, or experts and other legal specialists such as law firms for obtaining specialist or foreign legal advice, translators, education evaluation services, couriers, or other necessary entities;
• if we have collected your personal data and any data about third parties that you have shared in compliance with this privacy notice during the course of providing legal services to any of our clients, we may disclose it to that client, and where permitted by law to others for the purpose of providing those services;
• on a confidential basis with third parties for the purposes of collecting your feedback on the firm’s service provision, to help us measure our performance and to improve and promote our services;
• with companies providing services for money laundering and terrorist financing checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies with whom such personal data is shared;
• with courts, law enforcement authorities, regulators, government officials or attorneys or other parties where it is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim, or for the purposes of a confidential alternative dispute resolution process;
• with service providers who we engage within or outside of W Legal , domestically or abroad, e.g. shared service centres, to process personal data for any of the purposes listed above on our behalf and in accordance with our instructions only;
• if 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 to whom we assign or novate any of our rights and obligations.

When we transfer your information to other countries, we will use, share and safeguard that information as described in this Notice. To provide legal and other services, we may transfer the personal information we collect to countries outside of the EEA which do not provide the same level of data protection as the country in which you reside and are not recognised by the European Commission as providing an adequate level of data protection. We only transfer personal information to these countries when it is necessary for the services we provide you, or it is necessary for the establishment, exercise or defence of legal claims or subject to safeguards that assure the protection of your personal information, such as European Commission approved standard contractual clauses.

All W Legal offices in the UK operate at a level of data protection that is at least as protective as that required in the European Economic Area.

For further information, including obtaining a copy of the documents used to protect your information, please contact us info@wlegal.co.uk.

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.

We have also 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.

If any of the personal data that you have provided to us changes, for example if you change your email address or if you wish to cancel any request you have made of us, or if you become aware we have any inaccurate personal data about you, please let us know by sending an email to info@wlegal.co.uk. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.

You have various rights with respect to our use of your personal data:

• Access: You have the right to request a copy of the personal data that we hold about you. There are exceptions to this right, so that access may be denied if, for example, making the information available to you would reveal personal data about another person, or if we are legally prevented from disclosing such information. You are entitled to see the personal data held about you. If you wish to do this, please contact us using the contact details provided below.
• Accuracy: We aim to keep your personal data accurate, current, and complete. We encourage you to email us at info@wlegal.co.uk to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up-to-date.
• Objecting: In certain circumstances, you also have the right to object to processing of your personal data and to ask us to block, erase and restrict your personal data. If you would like us to stop using your personal data, please contact by emailing us at info@wlegal.co.uk.
• Porting: You have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used, machine-readable format.
• Erasure: You have the right to erase your personal data when the personal data is no longer necessary for the purposes for which it was collected, or when, among other things, your personal data have been unlawfully processed.
• Complaints: If you believe that your data protection rights may have been breached, you have the right to lodge a complaint with the applicable supervisory authority, or to seek a remedy through the courts.

You may, at any time, exercise any of the above rights, by contacting together with a proof of your identity, i.e. a copy of your ID card, or passport, or any other valid identifying document.