Baileys and Partners Privacy and File Retention Notice
Baileys and Partners Limited (Trading as Baileys and Partners) is committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Baileys and Partners. This notice explains how we collect and use the personal information about you.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (Including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
Who we are
Baileys and Partners Limited (Trading as Baileys and Partners) registered in England and Wales with Company registration number 10425944 whose registered office is at Tyddyn Du, Llanbedr, Gwynedd, Wales. LL45 2LR. Baileys and Partners have a second office based at M-SParc, Menai Science Park, Gaerwen, Anglesey. LL60 6AG (in this letter Baileys and Partners are referred to as us, we and/or our).
Baileys and Partners operates the website https://baileysandpartners.co.uk/ (the “website”). Contact details are shown at the end of this notice.
Information we gather
Your personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
Personal data which we may collect:
- Your name, address, electronic contact details and telephone number.
- Information to enable us to check and verify your identity, which may also include credit or other financial checks.
- Information relating to the matter in which you are seeking our advice.
- Your financial details so far as relevant to your instructions.
Your information is collected from:
- Information entered on our website;
- email, post, and mail
- contact via phone;
- Baileys and Partners social media channels;
- in-person contacts with Baileys and Partners personnel.
- information we gathered via events; and
- information we receive from external third parties.
- Publicly accessible sources, for example Companies House or HM Land Registry
How and why we use your personal data
Under data protection law, we can only use your personal data if we have a proper reason for doing so;
- to comply with our legal and regulatory obligations
- for the performance of our contract with you or to take steps at your request before entering into a contract.
- for our legitimate interests or those of a third party, or
- where you have given consent.
| How we use your personal data | Our reasons |
| To perform our obligations under our contract with you. | For the performance of our contract with you or to take steps at your request before entering into a contract. |
| To conduct checks to verify your identity, which may also include credit or other financial checks. | To comply with our legal and regulatory obligations. |
| Processing necessary to comply with professional, legal or regulatory obligations that apply to our business. | To comply with our legal and regulatory obligations. |
| Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies or to enable us to prepare reports which we are required to make by law or our professional regulator. | To comply with our legal and regulatory obligations. |
| Ensuring business policies are adhered to,
e.g. policies covering security and internet use. |
For our legitimate interests or those of a third party; to make sure that we follow our internal procedures so that we can deliver the best service to our clients. |
| Operational reasons, such as improving
efficiency, training and quality control, including external quality audits. |
For our legitimate interests or those of a third party; for monitoring of our efficiency so that we can deliver the best service to our clients. |
| To monitor our performance using statistical analysis to help us manage our business.
|
For our legitimate interests or those of a third party; so that we can deliver the best service to our clients. |
| Preventing unauthorised access and modifications to systems. | To comply with our legal and regulatory obligations and for our legitimate interests or those of a third party; to prevent and detect criminal activity.
|
| Updating client records. | For the performance of our contract with you or to take steps at your request before entering into a contract. For our legitimate interests or those of a third party and to comply with our legal and regulatory obligations; to keep in contact with clients about existing and new services. |
| Marketing our services to existing and former clients. To provide you with company information, topical updates and details of services which may be of interest to you. | For our legitimate interests or those of a third party; to promote our business to existing and former clients. For the performance of our contract with you and consent from you. |
| To instruct third parties on your behalf pursuant to our contract with you | For the performance of our contract with you or to take steps at your request before entering into a contract. |
| Complaints handling and dealing with claims against us | For our legitimate interests or those of a third party; to make sure that we are following our own internal procedures and when required to report to our professional indemnity insurers. |
Who will have access to the information
We sometimes outsource some of the services which Baileys and Partners provide to reputable third parties. We require third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place where third parties have access to personal data. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Baileys and Partners policies and procedures.
We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed on a needs-only basis.
Baileys and Partners use your data to send out professional blogs informing you on all things relating to leisure, energy and rural matters. We have a legitimate interest in processing your personal data for promotional purposes. This means that we do not need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
How long your personal data will be kept
In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purposes of use as listed in the table above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate.
How your file will be closed
Once your instruction has been completed, your file will be checked and any original copies of documents you provided to us to deliver our services will be returned to you together with documents created by Baileys and Partners, or third parties, which you have paid for as part of your instruction. The length of time the file is retained will depend on the type of data held within the file and the regulations we are required to adhere to for different data types.
How to keep us updated with any changes to your information
We would like you to keep us updated if the personal data we hold for you is inaccurate or incomplete. We request that updates to your personal data are sent in writing to Baileys and Partners, please contact us on the details set out at the end of this notice.
Use of cookies
Cookies are information files stored on your computer, tablet or smartphone that help websites remember who you are and information about your visit. Cookies assist us in managing the operation and performance of the web site. For further information on how to opt out of cookies please refer to your web browsers privacy and cookie policy.
Your rights
You have the right to:
- Update us and have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice.
- Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice.
- Request that we delete your personal data so it is erased from our records.
- Restrict processing of your personal data i.e. if you contest the accuracy of the data.
- Object to certain types of processing such as direct marketing.
For further information on your rights, including circumstances in which they apply, please contact us or review the guide available here; https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
Enquiries and Complaints
Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing.
If you are unhappy with our handling of your data or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.
All complaints should be sent to:
Baileys and Partners, Tyddyn Du, Llanbedr, Gwynedd, Wales. LL45 2LR.
Tel: 01341 241700
Email: enquires@baileysandpartners.co.uk
Website: https://baileysandpartners.co.uk/
You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 or 01625 545745,
Website: www.ico.gov.uk
Review of Baileys and Partners Privacy Notice
This Notice was last reviewed in January 2024. The content of the policy may be reviewed and changed without prior notice, please visit the notice on our website for any changes. We may update the terms of this privacy notice at any time, so please do check it from time to time.