Careers at Anthony Collins

Introduction

We, Anthony Collins Solicitors LLP (“ACS”), are the controllers of the personal data that we collect about you. As controllers, we are responsible for how your data is processed. The term “process” covers most activities that can be done with personal data, including collecting, storing, using, and destroying it.

This notice explains why and how we process your data, as well as your rights in relation to it, including the right to access your information and to object to how it is processed. Please see the section Your rights as a data subject for more details.

Contact Details

Address:
Anthony Collins Solicitors LLP
134 Edmund Street
Birmingham
B3 2ES

Email: info@anthonycollins.com
Telephone: 0121 200 3242

Our Data Protection Coordinator is Sam Coley, Head of Risk, Compliance and Knowledge. You can contact Sam at sam.coley@anthonycollins.com or 0121 212 7475 for further information about this statement.

Personal Data

“Personal data” means any information that relates to a living, identifiable person. Examples include your name, contact details, and other information gathered during our relationship with you.

Some personal data falls into special categories, such as:

Race or ethnic origin
Religious, political, or other beliefs
Physical or mental health
Trade union membership
Genetic or biometric data
Sex life or sexual orientation

These types of data are subject to strict controls. Information relating to criminal convictions and offences is also limited in how it can be processed.

We are committed to protecting all personal data—whether special category or not—and process it only when needed for a specific purpose.

How we collect your data

We usually collect personal data through direct contact with you. In some cases, we may receive your data from other individuals or organisations. Where this applies, we will explain when and why it happens.

How We Use Your Data

1. Contacting you

As an individual, we will only send you general invitations or updates if you have provided consent. If you represent an organisation, we may contact you from time to time unless you have asked not to receive further communications.

All marketing or briefing emails will include the option to opt out or manage your preferences.

If you do not provide personal data

If you are required by law or under contract to provide certain personal data and you fail to provide it, we may be unable to perform the contract or provide services. We will notify you if this happens.

Personal data received from third parties

Clients, the courts, and other legal professionals may provide personal data about individuals relevant to legal matters. We treat this data with the same level of care as data provided directly by our clients.

Processing Your Data to Provide Our Services

We process your data to fulfil our responsibilities in our relationship with you.

Examples of data we process include:

Contact details used to share information with you.
Information you provide for identity verification, required to meet anti-money laundering regulations.
Information provided in correspondence such as emails, phone calls, or meetings, used to:
- Understand your objectives
- Provide advice
- Carry out your instructions
Survey data you may choose to provide for research purposes.
Transactional data, used to monitor progress, deliver services, complete financial transactions, issue invoices, and arrange payment.
Preferences relating to how you wish to be updated about events, services, products, or legal news.
Information that we hold on your behalf.

Legal bases for processing

We may process your data on one or more of the following grounds:

Where processing is necessary to agree on your requirements and deliver contracted services.
Where you have provided consent for us to process your data.
Where a court requires us to provide information that we hold.

Special category data

Because of the nature of our work, we may process special category data relating to you.
This may occur under the following conditions:

When establishing, exercising, or defending a legal claim.
When protecting your interests if you are physically or legally incapable of giving consent.
Where you have given explicit consent.
Where the data has been made public by you.

Further processing

We may further process personal data we have already collected if the new purpose is compatible with the original purpose. We will inform you before doing so.

Who We Share Your Data With

We may share your personal data with third parties in the following circumstances:

IT system providers who help us ensure our systems operate effectively and run current versions of software.
Financial and quality auditors who review our compliance with legal and regulatory requirements, including Lexcel practice quality standards.
Other legal professionals, costs drafting services, and technical experts where necessary to fulfil the service being provided to you.
PHS Datasafe, which manages our paper archive records and oversees secure destruction once retention periods end.

How We Store Your Data

Personal data is stored in both paper and electronic form.

Electronic data, including emails, is held on servers located in the UK.
Our cloud-based email security provider stores all inbound and outbound email on servers within the European Union.
Our document sharing portal provider stores documents in servers within the European Union.
All cloud service providers we use are accredited to the ISO27001 standard.

We rarely transfer data outside of these jurisdictions. If transfer becomes necessary, we will inform you beforehand and provide information on safeguards applied.

How Long We Keep Your Data

If we provide legal services to you, we will inform you how long we will retain your data once your matter is closed.

We maintain a document retention schedule that:

Meets statutory requirements,
Reflects limitation periods for legal action,
And follows accepted good practice.

Once a retention period expires, we securely delete or destroy data unless:

We are legally required to continue holding it, or
There are important and justifiable reasons to retain it.

Your Rights as a Data Subject

You have the following rights regarding your personal data:

To be informed about how your data is handled
To access your personal data
To correct errors or inaccuracies
To request deletion of personal data (in limited circumstances)
To object to the processing of your personal data for marketing, public interest, or legitimate interest purposes
To restrict processing (in limited circumstances)
To obtain a copy of some data in a commonly used electronic form (in limited circumstances)
Rights relating to profiling and automated decision-making

Withdrawing Consent

If we are processing your data based on your consent, you may withdraw your consent at any time.

Exercising Your Rights, Queries, or Complaints

For more information on your rights, to exercise a right, or for general queries or complaints, please contact our Data Protection Coordinator:

Email: sam.coley@anthonycollins.com
Telephone: 0121 212 7475

Complaints to the Information Commissioner

You have the right to complain to the Information Commissioner’s Office (ICO) about how we process your personal data. Complaints may be submitted through the ICO website: https://ico.org.uk

Additional Information

Our privacy statement and cookies policy are available at the bottom of our website: https://www.anthonycollins.com

Source: https://careers.anthonycollins.com/privacypolicy.pdf