Lancaster University Law Clinic Privacy Notice
What information do we collect about you?
In the course of helping you with your legal problem, we collect the following personal information when you provide it to us:
- Name, address, date of birth, contact information (telephone, address and email where appropriate)
- Additional information in relation to your legal problem to enable us to advise you.
How information about you will be used
We use your personal information primarily to enable us to help you with a legal problem in accordance with your instructions.
Sensitive personal information
Depending on your case we might need to ask you for and to use information about you which is of a sensitive nature, for example information about your health and finances. We will exercise particular care in handling that information and it is only collected and processed as it is necessary.
Contacting third parties about your case
We will share anonymised data that will not identify you as an individual with Law Works, a charitable institution connecting volunteer lawyers with people in need of legal advice.
We work with external solicitors who provide supervision on the Law Clinic cases. External supervisors use the processing systems that Lancaster University Law Clinic have in place, and do not hold your personal data.
How we keep your information
Lancaster University Law Clinic uses an online case management system called CLIO.
We do not share or sell your information to other organisations.
How long information about you will be retained by us
We will keep information about you only for as long as is necessary:
- to comply with any legal requirement concerning your information;
- in the event that a complaint is made;
- to ensure that information about you is accurate and up to date; and
- for the purposes of research and statistical analysis.
We keep your electronic file for seven years from the date of the last recorded correspondence. We may then destroy the file, unless you have given us specific instructions to the contrary. In order to avoid conflicts of interest, we keep basic information about you (name, address, nature of the query and the other parties involved) indefinitely.
We will retain your data in anonymised form for research and statistical information.
Access to and accuracy of your information
You have the right to correct inaccurate information that we hold about you, and in certain cases, to have that personal information deleted by us. If you wish to have copies of the personal information we hold about you, please provide us with your request.
Basis for keeping information
The reasons below set out why the Law Clinic retain some information:
- to comply with legal or regulatory requirement,;
- in order to carry out a conflict of interest search;
- in the event that a complaint is made or a claim is made against the Law Clinic’s insurers;
- the need to ensure that information is accurate and up to date;
- for the purposes of research and statistical analysis, subject to consent and/or the anonymisation of information;
- where retention of information is exempt for the general data protection principles, such as in connection with the exercise of the ‘right to be forgotten’ (for the establishment, exercise or defence of legal claims); and,
- in order to respond to a subject access request.
- You can withdraw your consent to our use of your personal information at any time.
- If you wish to discuss the Law Clinic’s use of your information please contact:
- You have the right to complain to the Information Commissioner’s Office (ICO) about our handling of your personal information. See: https://ico.org.uk/
- You have the right to object to the processing of your personal information on certain grounds. Please speak to a member of the Law Clinic’s staff.