How Chambers uses your personal information:
Purposes of processing
Members of Chambers and their clerk may use your personal information for the following purposes:
• to assist member of Chambers in carrying out their professional activities, including providing legal services to their clients, carrying out wider duties and activities in their profession such training others, communicating with third parties (for marketing and other purposes), pro-bono work or assisting charities, assisting with activities at the Inns of Court, participating in Bar Council, Bar Standards Board activities, providing references, supervising work experience, taking or defending legal or regulatory proceedings or proceedings relating to conduct or fees;
• to promote and market the services of the members of Chambers;
• to train barristers and provide work-shadowing opportunities;
• to respond to requests for references;
• to assess applications for employment, tenancy, pupillage, mini-pupillage and work-shadowing opportunities;
• to fulfil equality and diversity and other regulatory requirements;
• to procure goods and services from suppliers;
• to manage matters relating to the engagement of associated personnel;
• to publish legal judgments and decisions of courts and tribunals and information about them;
• to respond to or deal with complaints or potential complaints or make complaints;
• to comply with or facilitate compliance with the professional obligations of member of Chambers and to check for conflicts of interest;
• to carry out anti-money laundering and terrorist financing checks;
• to pursue, establish, exercise or defend legal claims;
• for the purposes of members of Chambers acting in a judicial capacity; and
• as otherwise required or permitted by law.
Marketing and promotion
In relation to personal information collected for marketing purposes, the personal information consists of:
- names, contact details (including, if applicable, email address), and name of organisation;
- the nature of your interest in Chambers’ marketing; and
- your attendance at, and registration for, events with which Chambers is involved.
- This will be processed so that you can be provided with information about Chambers and its members and to invite you to events.
- You may opt out of receiving emails and other messages by following the instructions in those messages and you may contact Chambers using the contact details above if you no longer wish to receive invitations or marketing information.
- With whom will Chambers share your personal information?
- It may be necessary for members of Chambers and associated personnel to share your information with the following:
- other members of Chambers;
- courts, tribunals and their staff, if the relevant personal data is being processed in the context of legal proceedings;
- legal professionals (including solicitors, patent attorneys, trade mark attorneys, mediators, arbitrators and other lawyers and their employees and agents), including those acting for other parties;
- direct access clients who are instructing direct-access qualified members of Chambers;
- lay clients of members of Chambers;
- clerks and associated administrative personnel who are contractors of Chambers or the Head of Chambers;
- information processors, such as IT support personnel, email providers, information storage providers and telephone service providers;
- in the event of complaints, the Head of Chambers and members of Chambers who deal with complaints, the Bar Standards Board and the Legal Ombudsman;
- regulatory or administrative authorities;
- current, past or prospective employers or associated personnel;
- in the case of recruitment of barristers to or from other chambers, their current, past and prospective chambers;
- education and examining bodies;
- experts and potential experts (including IT specialists and other specialists instructed in relation litigation, whether or not intended or required to give evidence), witnesses and potential witnesses;
- prosecution authorities;
- pupil barristers, mini pupils or others carrying out placements or work experience in accordance with Chambers’ confidentiality policies;
- urrent, past or prospective employers;
- education and examining bodies;
- professional advisers and professional bodies, e.g. the Bar Council;
- the intended recipient, where you have asked a member of Chambers to provide a reference;
- the general public in relation to the publication of public legal judgments and decisions of courts and tribunals;
- regulators, such as the Bar Standards Board, the Financial Conduct Authority or the Information Commissioner’s Office; and
- the police or intelligence services, pursuant to a court order, or otherwise where required or permitted by law.
How long will Chambers store your personal information?
Members of Chambers believe that they are entitled to hold your information for an extended period of years. The reasons and justification for this policy are outlined below.
The extended period under the Limitation Act preferred by the Bar Mutual Indemnity Fund is 15 years. Accordingly, Chambers may store your information until at least 15 years after the case was worked on or another date relevant to the limitation period beginning to run, for example, the date on which your engagement terminates, the date of the last provision of service or goods, the date of the last payment made or received or the date on which all outstanding payments are written off, whichever is the latest.
Thereafter, future retention will be reviewed. Systems are under consideration to review the information (including historical information held at the time this notice is published) and mark it as appropriate for deletion or reduction in live systems, archiving to secure and/or encrypted archives or retention for a further period. The timing of moving to such an archive and subsequent deletion from the archive will be considered when the relevant member of Chambers retires or resigns from or otherwise permanently leaves Chambers.
The suitable period may have to be increased according to the subject information. This is because
Judgments, orders, pleadings and documents drafted by barristers which record or are examples of legal analysis, research, legal practice and other background may be kept whilst members of Chambers remain in practice because of the valuable archive of learning which they represent. This will be subject to appropriate review and assessment of risk having regard to the nature of the information.
Information which is retained for the purpose of checking for conflict of interests will be retained for the rest of members of Chambers’ careers and, where appropriate, Chambers’ activity in providing legal services.
Equality and diversity data may be retained for 15 years in pseudonymised form for the reasons concerning the limitation period set out above and for the purpose of research and statistics and complying with regulatory obligations in relation to the reporting of equality and diversity data.
Unless the data subject expressly requires removal consistent with the law, names and contact details held for marketing purposes will be stored indefinitely or until Chambers becomes aware that the individual has ceased to be a potential client.
Personal information held for recruitment purposes or in relation to pupillage or mini-pupillage may be stored for 7 years after the end of recruitment process, the period of pupillage or mini-pupillage, as the case may be.
Your rights as a data subject
Under the GDPR, you have a number of rights that you can exercise in certain circumstances. These are generally free of charge, but may be subject to a reasonable administration fee, in particular if the request is manifestly unfounded or excessive or if further copies of data are requested after a request.
In summary, you may have the right to:
- ask for access to your personal information and other supplementary information;
- ask for correction of mistakes in your information or to complete missing information Chambers holds on you;
- ask for your personal information to be erased, in certain circumstances;
- receive a copy of the personal information you have provided to Chambers or have this information sent to a third party. This will be provided to you or the third party in a structured, commonly used and machine-readable format, for example a Word file;
- object at any time to processing of your personal information for direct marketing;
- object in certain other situations to the continued processing of your personal information;
- restrict the processing of your personal information in certain circumstances.
If you want more information about your rights under the GDPR please see the Guidance from the Information Commissioners Office.
If you want to exercise any of these rights, please use the contact details at the beginning of this document, provide proof of your identity and address and state the right or rights that you wish to exercise.
Chambers will try to respond to you within one month of receipt of your request.
Changes to this privacy notice
Chambers periodically reviews its privacy practices and may change this policy from time to time. When it does an amended privacy notice will be linked to the Chambers’ website at www.ingenuityipchambers.com