1. Personal Data
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
2. Why Does Miller Hendry Need To Collect And Store Personal Data?
In order for us to provide you with a service we need to collect personal data. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes Miller Hendry will only contact you if you have ‘Opted In’/ ‘Subscribed’ to this service via our websites
2.1. Personal Data we may collect from you and process on your behalf is:
|Personal data type:||Source (where Miller Hendry
obtained the personal data from if it
has not been collected directly from
you, the data subject. Note if the
personal data has been accessed from
Information (e.g. Name,
Address, Date of Birth, email address,
Documentation (e.g. Passport,
Driving Licence, ID Cards,
Information (e.g. bank account
details, NI number, Tax Reference,
Pension Details, Income Details)
|Medical Information (e.g. Medical Records and Reports)|
|Internet and website log information
(e.g. Internet Service Provider, your
operating system,browser type, domain
name, the Internet Protocol (IP) address
of your computer (or other electronic
Internet-enabled device), your access
times, the website that referred you to
us, the web pages you request and the
date and time of those requests)
3. How Will Miller Hendry Use The Personal Data It Collects About Me?
Miller Hendry will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Miller Hendry is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain types of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
4. Miller Hendry will collect and use your personal data: • to respond and/or deal with your requests;
4.1. Our legal basis for processing for the personal data:
This list is not intended to be exhaustive and may be updated from time to time as business needs and legal requirements dictate. Some of the personal information that we maintain will be kept in paper files, while other personal information will be included in computerised files and electronic databases.
4.2. Any legitimate interests pursued by us, or third parties we use, are as follows:
5. Will Miller Hendry Share My Personal Data With Anyone Else?
We may pass your personal data on to third-party service providers contracted to Miller Hendry in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Miller Hendry procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally to do otherwise. A list of third-party service providers is available on request subject to paragraph 9 below.
In the absence of a legal basis or legitimate interest, consent is required for Miller Hendry to process personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.
You may withdraw such consent at any time by completing a Withdrawal of Consent Form
on (insert web page) in line with our Withdrawal of Consent Procedure.
7. Retention Period
Miller Hendry will process personal data for the period of request/instruction, and will store the personal data as required by The Law Society of Scotland and any other such regulatory body. Further information on how the retention period has been established can be viewed in the Miller Hendry Retention Period Policy and Procedure.
All of the above requests will be forwarded on should there be a third party involved (as stated in paragraph 5 above) in the processing of your personal data.
8. Under What Circumstances Will Miller Hendry Contact Me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
9. Your Rights
9.1. As A Data Subject
At any point while we are in possession of, or processing your personal data, you, the data subject, have the following rights:
9.2. Can I Find Out The Personal Data That Miller Hendry Holds About Me?
Miller Hendry, at your request, can confirm what information we hold about you and how it is processed. If Miller Hendry does hold personal data about you, you can request the following information:
9.3. What Forms Of ID Will I Need To Provide In Order To Access This?
Miller Hendry accepts the following forms of ID when information on your personal data is requested:
Please provide us with 2 forms of identification - either (i) both from List A or (ii) one from List A and one from List B.
|List A||List B|
|Valid Passport||Gas,Electricity or Telephone Bill|
|Valid Photocard Driving Licence||Mortgage Statement|
|Pension Book||Council Tax demand|
|Armed Forces ID Card||Bank/Building Society Statement|
|Pensioner’s Travel Pass
||Credit Card Statement
|Firearms Certificate or Shotgun licence
If you are unable to come into one of our offices with original documentation, we are able to accept forms of identification copied and verified by another firm of solicitors, chartered accountants or your bank. Copies should be endorsed with the date on which they were made, confirmation that they are an accurate copy and the signature of the person comparing them to the original. The person signing the copy should also add their organisation’s details/stamp and their own position in the business. Some Post Offices also offer an identity verification service.
In the event that you wish to make a complaint about how your personal data is being processed by Miller Hendry (or third-parties as described in paragraph 5 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Miller Hendry Data Protection Representative:
The details for each of these contacts are:
Information Commissioner's Office
45 Melville Street
Tel: 0303 123 1115
Representative (DPR) Contact Details:
10 Blackfriars Street
Tel: 01738 637311
11.Changes to our Privacy Notice
The Firm may update or amend this Privacy Notice at any time. It is your responsibility to check the Privacy Notice on each occasion that you use this Website.
Last Updated 16/05/18