Privacy (Fair Processing) policy

During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this policy is to make you aware of how we will handle your information.

About us

Imperial & Legal Limited is a private company operating in immigration, taxation, business and other areas. We take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are registered as a Data Controller with the Office of the Information Commissioner under registration number ZA276123.

Any questions relating to this policy and our privacy practices should be sent to us using our contact form. You may request details of the personal information that we hold about you under the Data Protection Act 1998. A small fee will be payable in advance.

What information we collect

If you wish to enter into a Client agreement with us we may collect and retain the following information from you:

• Name, job title, e-mail address, telephone number(s), date of birth, address (including any previous addresses), marital status, National Insurance Number (if any), nationality, next of kin, name of university or college where you are studying (if applicable), etc.;
• Information on family members: names, e-mail addresses, telephone numbers, dates of birth, addresses (including any previous addresses), marital status, nationality and any other applicable information;
• The employment status of you and your family members, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
• Bank account details of the tenant, including account number and sort code;
• Information on your taxation and financial matters;
• Details of your immigration history;
• Document proof of your identity, which may include Passport details.

Why we need this information and how it will be used

We need your information and will use your information:

• To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you.
• To enable us to supply you with the services and information which you have requested.
• To help you to manage your matters.
• To be able to contact you if we need to speak or write to you.
• To carry out due diligence and background checks on you, including whether there are any money judgements against you, or any history of bankruptcy or insolvency, whether you are a politically involved person, etc.
• To analyse the information, we collect so that we can administer, support and improve and develop our business and the services we offer.
• To contact you in order to send you details of any changes to our or supplies which may affect you.

For all other purposes consistent with the proper performance of our operations and business including internal record keeping.

Sharing of your information

The information you provide to us will be treated by as confidential and will be processed only by any of third party, acting on our behalf, within the UK/EEA. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners.
• To carry out due diligence on you as a prospective client, including but not limited to the carrying out of due diligence checks and the obtaining of references from relevant parties, whose data you have provided.
• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective client, or to determine if they have a history of bankruptcy or insolvency.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

We may also, from time to time disclose your information to parties outside of UK/EEA if it is required for the purposes set out in this notice or for purposes approved by you.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have taken steps to safeguard and secure the information we collect from you.

How long we will keep your information

We review data retention periods and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.

In practice this means that we should:

• Have legitimate grounds for collecting and using the personal data;
• Not use the data in ways that have unjustified adverse effects on the individuals concerned;
• Be transparent about how we intend to use the data, and give individuals appropriate privacy notices when collecting their personal data;
• Handle people’s personal data only in ways they would reasonably expect; and
• Make sure we do not do anything unlawful with the data.
• Review the length of time we keep personal data;
• Consider the purpose or purposes we hold the information for in deciding whether (and for how long) to retain it;
• Securely delete information that is no longer needed for this purpose or these purposes; and
• Update, archive or securely delete information if it goes out of date.

Your rights

You have the right at any time to:

• Ask for a copy of the information about you held by us in our records (a small fee will be payable in advance) (you are not entitled to information simply because you may be interested in it);
• Require us to correct any inaccuracies in your information;
• Make a request to us to delete what personal data of yours we hold; and
• Object to receiving any marketing communications from us;
• Object to processing only if it causes unwarranted and substantial damage or distress. If it does, you have the right to require an organisation to stop (or not to begin) the processing in question.

If you would like to exercise any of your rights above, please contact us. We might request additional security checks to identify you properly and make sure that your information is shared with you only.

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

England

Information Commissioner’s Office

Wycliffe House, Water Lane Wilmslow,

Cheshire SK9 5AF

Telephone: 0303 1231113

Email: casework @ ico.org.uk

Scotland

The Information Commissioner’s Office

Scotland 45 Melville Street

Edinburgh EH3 7HL

Telephone: 0131 2449001

Email: Scotland @ ico.org.uk

Wales

Information Commissioner’s Office

2nd Floor, Churchill House

Churchill Way Cardiff CF10 2HH

Telephone: 0292 0678400

Email: wales @ ico.org.uk

Northern Ireland

Information Commissioner’s Office

3rd Floor, 14 Cromac Place

Belfast BT7 2JB

Telephone: 0289 0278757

Email: ni @ ico.org.uk

The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.