This Policy explains when and why we collect personal information about people who instruct us or visit our website, how we use it, the conditions under which we may disclose it to others, and how we keep it secure. Our website is presently being updated to include a link to this policy.
We may change this Policy from time to time so please check our website occasionally to ensure that you are happy with any changes. By continuing to instruct us, or by using our website, you are agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to, firstname.lastname@example.org or in writing to Julie Millen, Millen Solicitors, 1927 Dumbarton Road, Glasgow, G14 0YS.
We obtain information about you when you use our website to make contact with us, when you contact us for advice, and during the course of your case when you instruct us.
The personal information we collect might include your name, address, date of birth, national insurance number, telephone number, email address, IP address, bank account details. This is not an exhaustive list.
We may use your information to:
• Progress your case
• Keep in touch with you, including inviting you to review your legal affairs from time to time
• Apply for legal aid on your behalf
• seek your views or comments on the services we provide;
• notify you of changes to our services;
• send you communications which you have requested or that we think may be of interest to you.
Millen Solicitors is registered as a data controller within the meaning of the Data Protection legislation.
Information about your case will be stored in a paper file and on a secure electronic case management system. We will process your personal data in accordance with current data protection legislation and applicable guidance.
At the end of the case, we will retain your file for a period. In the case of paper files, the period of file storage will depend upon the nature of the case, in accordance with Law Society of Scotland guidelines. Alternatively, your file may be scanned electronically; the paper file would then be securely destroyed, and the electronic copy stored for at least ten years, again in accordance with Law Society of Scotland guidelines. The legal status of electronic copies of principal documents is not settled; principal documents (such as certificates) will be returned to you on completion of the case, and we would recommend that you take steps to store these safely.
Information passed to us is confidential and will not be disclosed to third parties unless authorised by you or required by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Third Party Service Providers working on our behalf:
We may pass your information to our third party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example remote digital document production). However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
You have a choice about whether or not you wish to receive information from us once you case is at an end. We consider that it may be useful, from time to time to invite you to review your legal affairs, unless you advise us that you do not wish to receive this communication.
We will not contact you for in these circumstances by email, phone or text message unless you have given your prior consent. Consent will be requested upon conclusion of your case.
How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: email@example.com or in writing to Julie Millen, Millen Solicitors, 1927 Dumbarton Road, Glasgow, G14 0YS. Alternatively, you can telephone 0141 959 0055.
You have the right to ask for a copy of the information Millen Solicitors hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
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We keep this Policy under regular review. This Policy was last updated in May 2018.