Tel 01926 886990
Skip navigation

Data Protection

LawNet – Data Protection Notice

  1. Introduction

We are LawNet Limited, a company registered in England under number 2538900 with registered office at 93-95 Bedford Street, Leamington Spa, Warwickshire, CV32 5BB.  This data protection notice provides information on how we use personal data relating to our member firms, their partners, directors and staff.  In this data protection notice, when we refer to "you", this is any partner, director or staff at one of our member firms; and your member firm is the member firm where you work.

  1. What personal data do we collect?

We collect and hold personal data relating to member firms’ partners, directors and staff.  These details may include name, contact details (such as email address, office address and telephone number), job title, work area including areas of specialism, languages spoken, qualifications and details of feedback given to us about our services or other matters, as well as information about the quality of our member firms' service.  We may also collect sensitive personal data about your dietary requirements (which may relate to your health or religion) and special needs (such as disability or other access requirements) for when we are holding events.

  1. How do we collect your personal data?

We collect personal data through a number of ways.  This could be directly from your member firm or its representatives (typically, its managing partner, marketing partner or LawNet partner), from you directly or from someone who has provided a service on our or your member firm's behalf (such as a mystery shopper or audit service).

We may receive this when you or your member firm first joins the LawNet network, when you or they renew LawNet membership, when you or they wish to participate in something we are involved with (such as a webinar, conference, event or promotion), or when we receive the results or other information about a service provided for us.

In addition, we request updates from your member firm periodically so that we can ensure you and your member firm’s details on our database are up to date.

When we collect sensitive personal data about you, this is with the consent of you or your member firm on your behalf.

  1. How do we use your personal data?

We use your personal data to administer membership and provide a high standard of service. 

We use your personal data to send you surveys, questionnaires, newsletters, invitations to events (for example, to webinars, seminars and conferences) or materials related to learning or other events. We may also tell you about changes to our products or services, or provide you with the products or services that you are expecting to receive (including attendance at events).

We use third party service providers to conduct quality audits and mystery shopper exercises on behalf of us and/or your member firm, and we may use your personal data in order to do so, or we may collect personal data about you in the process for the purpose of that quality audit or mystery shopper exercise. 

In addition, we may send your personal data to third parties (such as to benefit from products and services including discounts).

  1. How do we hold your personal data?

Our information systems are located in the United Kingdom/European Economic Area and your personal data is accessed by staff located at our office in Leamington Spa.  From time to time, we may need to grant access to third parties to undertake updates and maintenance to software used in our information systems.  They do so under our control.

  1. How do we keep your personal data secure?

Only authorised staff have access to our terminals and these are password protected and secured with McAfee Security software. All data is either saved to a shared network drive or the Microsoft Cloud.   All access to the Microsoft Cloud happens through secure HTTPS connections. Restore points for this data are generated daily.

Full back ups of network data are made daily to removable disks and locked away in a fireproof safe. Restore points for all files are also generated twice a day.

 

  1. Is your personal data disclosed to any third parties?

We may use a number of third party service providers who deliver different services to members. 

We may use some third parties to assist with providing the service on behalf of us or a member firm, such as mystery shopper and quality audit.

From time to time, we may also pass contact details for relevant individuals in member firms to certain product or service providers so that they may contact those individuals regarding the products and services they offer, in order that LawNet members and relevant individuals at those member firms have the chance to benefit from the products and services, including discounts.  This is in line with their job roles and nature of products/services. 

We require third party service providers to:

  • Keep LawNet member contact details safe, confidential and secure at all times
  • Except where they have obtained specific consent to do so, ensure that the data is used only for the purpose of promoting the product or service agreed with LawNet
  • Ensure that any personal data relating to LawNet members is processed fairly and lawfully
  • Immediately inform LawNet of any actual or potential breach of data protection affecting data relating to LawNet members
  • Comply with applicable data protection laws and regulations
  • Inform LawNet of any disputes relating to data protection arising from LawNet members or in connection with any data provided to you by LawNet
  • Inform members of their right to request that they do not contact them and keep a record of all members who do not wish to be contacted.

 

  1. How long do we keep your personal data?

We keep your personal data details for as long as this is needed for the purposes listed in paragraph 4.

  1. Our legal basis for processing your data

The following tables set out our legal basis for processing your data in relation to two key areas:

  • Learning & Events
  • Products & Services

 

Learning & Events

WHAT WE DO

OUR LEGAL BASIS UNDER GDPR

Process your personal data to confirm your course booking.

Article 6(1)(b) – this is necessary for the performance of our membership agreement with your firm, which allows the firm to access places at our learning and networking events. Without it we will not be able to process your booking.

Article 6(1)(e) – this is necessary for our legitimate interests. Confirmation of course bookings enables us to provide the proper standard of service to our member firms and delegates.

Contact you with regard to any matter arising from your booking or attendance at our event e.g. dietary requirements, cancelled courses etc.

Article 6(1)(b) – this is necessary for the performance of our contract your firm. Without it we will not be able to process your booking.

Article 6(1)(e) – this is necessary for our legitimate interests in order to enable us to provide the right standard of service and run our events effectively.

Send a delegate list to the venue.

Article 6(1)(b) – this is necessary for the performance of our contract with the venue provider. This enables the venue provider to ensure that only those actually booked on the course enter their premises and to know who is or is not present for safety purposes.

 

Article 6(1)(e) – this is necessary for our legitimate interests – so that we can ensure that the event is run in an efficient and effective manner by the venue provider.

Distribute a delegate list to course delegates, trainers, speakers or event sponsors.

Article 6(1)(e) – this is necessary for our legitimate interests – so that delegates can network effectively and gain maximum benefit from LawNet’s events. We want delegates, trainers, speakers and event sponsors to be able to understand and appreciate where other delegates are from and the fact that they do work of a similar type or have similar interests. If you do not want us to do this, please contact us. Failing to provide sponsors with a copy of the delegate list will make it difficult to obtain sponsorship for LawNet events.

Keep you informed of forthcoming training events run by LawNet (where you have given your consent).

Article 6(1)(a) consent – We always ask for your consent to do this by asking whether you wish to receive details in our course evaluation survey. You can withdraw your consent at anytime by contacting us.

Occasionally your firm may request details of your course attendance.

Article 6(1)(e) – this is necessary for our legitimate interests. When requested, we must provide these details to the members firms who ultimately own LawNet.

 

Products & Services

WHAT WE DO

OUR LEGAL BASIS UNDER GDPR

Process your data to record it on our CRM system so that we have a record of your job title, work area and specialism.

Article 6(1)(e) – this is necessary for our legitimate interests. Recording this information enables us to provide you with access to products and services that are relevant to you and/or your firm and to facilitate member to member communication through the Member Centre on the LawNet website.

Process your data to form part of a list that we then send to third party product or service suppliers by email to enable them to contact you to see if you are interested in the products or services that they provide.

Article 6(1)(e) – this is necessary for our legitimate interests and the legitimate interest of LawNet members. A key benefit of LawNet membership is the ability to access market leading products and services at a discount or on more favourable terms than firms would be able to access individually. To negotiate the best arrangements for members, LawNet needs to be able to provide a list of key contacts to suppliers so that they can make direct contact with relevant individuals in member firms.

 

  1. Accessing or updating your personal data

You have the right to access a copy of the personal data that we hold about you (known as a “subject access request”). If you wish to obtain a copy of your personal data, please submit a request in writing to this address:

LawNet Limited

93-95 Bedford Street

Leamington Spa

Warwickshire

CV32 5BB

You may also contact us about your personal data at admin@lawnet.co.uk or 01926 886990.

Before providing you with your personal data, we may require confirmation of your identity or further information about the personal data requested to assist us to locate your personal data.

Please let us know if you believe any personal data that we hold about you to be inaccurate or if you have any concerns about our use of your personal data.

Please also let us know if you want to update your preferences relating to what we do with your personal data.

 

Last updated: 7 June 2018