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Privacy Notice

Castle Chambers is committed to protecting and respecting your privacy.

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand how we will treat it, protect it and to understand more about your rights. By providing your personal information to us you are agreeing to us using your information as described in this policy.

Definitions

We or Us:Castle Chambers, de Carteret House, 7 Castle Street, St. Helier JE2 3BT
Personal Data:Any data of information, in electronic or organised hard copy, that identifies you personally or which relates to you when you are identified.
Special Category Data: Sensitive information relating to you, such as: Health records, Criminal convictions, information regarding your sex life, sexual orientation, political opinions, religious beliefs, racial origin, trade union membership, genetic and biometric data.

Personal data we process

  • Your name and contact details
  • ID and other information we require to conduct due diligence on you
  • Personal and financial information relating to your legal matter
  • Special categories of personal data, where relevant to your legal matter

Our lawful basis for processing your personal data and special categories of personal data (sensitive information)

You have instructed us to give you legal advice and/or representation. The advocate-client relationship is a contractual one, and it is a requirement that you agree to our terms of business. To perform this contract, it is unavoidable that this requires us to collect, process and store personal information about you.

We have legal and regulatory duties to process certain personal data, including ID and other information we require to conduct due diligence on you. The information requested when you instruct us is required in order to identify you and perform our service for you. If you do not provide the requested information, we will not be able to provide our service to you.

For special categories of personal data, we are permitted to process your data (e.g. health records, criminal convection records etc.) for the purposes of giving legal advice. The lawful basis for this processing is ‘Legal Proceedings’.

In summary, we do not anticipate requiring your explicit consent to process your personal data. If that changes, we will let you know.

How will we use your personal data?

We use information you provide to us in the following ways:

  • to identify you and provide you with the legal services you have requested
  • to provide you with information you have requested about services we offer;
  • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
  • to notify you about changes to our service;
  • to deal with your feedback, query or complaint;
  • we also use your information to administer, support, improve and develop our business generally and to enforce our legal rights.

Where we get your personal data from

We use information you provide to us in the following ways:

  • You or your representatives;
  • If you are appointed Legal Aid, we get your data from the Legal Aid office;
  • We are sometimes contracted by another law firm to act on your behalf, they send us your data in order for us to represent you;
  • Public records;
  • Other parties you instruct us to contact (e.g. doctors, employers, estate agents, accountants, banks, surveyors, medical professionals, courts, regulatory bodies and other advisors and specialists related to your matter);
  • Our clients and matter contacts may also provide us information about you if you are involved in a transaction or dispute with one of our clients or have a connection with them such as being a tenant or employee of a client.

Cookies

We do not use cookies on our website.

Your data rights

At any point whilst we are in possession of, or processing your data, you have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you;
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete. If you believe we hold inaccurate or missing information, please let us know and we will correct it;
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. There are several situations when you can have us delete your personal data, this includes (but is not limited to):
    • When we no longer need to keep your personal data;
    • You have successfully made a general objection;
    • You have withdrawn your consent to us using your personal data (and we do not have any other grounds to use it);
  • Right to restriction of processing – where certain conditions apply you have a right to restrict the processing. There are several situations when you can restrict our use of your personal data, this includes (but is not limited to):
    • you have successfully made a general objection;
    • you are challenging the accuracy of the personal data we hold;
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation;
  • Right to object – you have the right to object to certain types of processing such as direct marketing. If on balance, your rights outweigh our interests in using your personal data, then we will at your request either restrict our use of it or delete it;
  • Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling;

Subject Access Rights

You have the right to see the personal data we hold about you. This is called a Data Subject Access Request (DSAR).

If you would like a copy of the personal data, we hold about you can use the on-line Data Subject Access Request Form on our websites or write to:

Data Protection Lead, de Carteret House, 7 Castle Street, St. Helier JE2 3BT

You can also email us at enquiries@castlechambers.je

To access what personal data is held, identification will be required

We will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driving license or passport. A minimum of one piece of photographic ID listed above and a supporting document is required such as a utility bill not older than three months. If we are dissatisfied with the quality of ID provided, further information may be sought before personal data can be released.

We will respond to your request within a four-week period (in compliance with DPJL), once your identification has been verified.

In the event that we refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

Retention of personal data

We will not keep your personal data longer than we need to, how long this is, depends on several factors, including:

  • Why we collected it in the first place;
  • Whether there is a legal/regulatory reason for us to keep it; or
  • Whether we need it to protect you or us.

Following the termination of the business relationship to which an individual is connected, in order to satisfy legal requirements in Jersey we will normally keep all personal information for a minimum of 10 years from the date of termination.

At the expiration of the 10-year period, if there are outstanding proceedings, enquiries or disputes concerning that business relationship, we will keep the records of connected Individuals for such additional time as is reasonable in all the circumstances and otherwise we shall destroy your records in such a manner as we see fit.

Sharing your personal data

We may need to share your personal data with other professionals who we instruct on your behalf (e.g. Crown Advocates and doctors), third parties who are vital to a transaction (e.g. the courts), providers of services that are necessary to progress a legal matter (e.g. to perform our client due diligence checks on you), and people who you ask us to share your personal data with (such as family members or other representatives).

We may also need to share your personal data with our regulators, insurers, and law enforcement agencies.

Where we share your personal data with third parties, we will ensure that they have appropriate data protection arrangements in place.

Where we hold your personal data

We use a CRM known as Law Ware which is specifically designed for the legal profession. All of your information, case files and other legal documentation is held on the cloud service provided by Law Ware.

When required your data will be stored at our offices in hardcopy format and on our IT equipment, or where your information is shared with a third party, at their premises or on their IT equipment.

Transferring your personal data outside of the EEA

Since we do not have offices outside the Bailiwick of Jersey, we have no reason to transfer your personal data outside the European Economic Area unless you or a third party with whom we must share your personal data are based outside the EEA.

Where we use third party IT services (e.g. ‘cloud’ based software) we shall ensure that their data centres are either within the EEA or that there are lawful safeguards in place to protect your personal data to the same standard as if it were held within the EEA.

Data Protection Officer

We do not have a Data Protection Officer (DPO) but have appointed a Data Protection lead to implement our data protection policies and procedures.

Our Data Protection Lead’s details are:

Advocate Sarah Dale, Castle Chambers, de Carteret House, 7 Castle Street, St. Helier JE2 3BT

For the purpose the Data Protection (Jersey) Law 2018, the data controller is Castle Chambers.

Complaints and questions

We’d like the chance to resolve any complaints you have, however you also have the right to complain to the Jersey Office of the Information Commissioner about how we have used your personal data.

The details for each of these contacts are:

Castle Chambers, attention of Advocate Dale

de Carteret House, 7 Castle Street, St Helier JE23BT Telephone +44 (0) 1534 668 227 or email enquiries@castlechambers.je

Office of the Information Commissioner – Jersey

2nd Floor, 5 Castle St, St Helier, Jersey JE2 3BT

Telephone +44 (0) 1534 716530 or Email: enquiries@dataci.org

CONTACT

Castle Chambers, De Carteret House, 7 Castle Street, St Helier, Jersey JE2 3BT