Privacy Policy
Griffin Legal LLP
Website: www.griffin-legal.co.uk
1. Introduction
Griffin Legal LLP ("Griffin Legal", "we", "us" or "our") is committed to protecting your privacy and ensuring that your personal information is handled lawfully, fairly and transparently.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you:
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Visit our website;
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Contact us by telephone, email, post or other electronic means;
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Enquire about or instruct us in relation to a potential claim;
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Are identified as someone who may be entitled to pursue an employment-related claim;
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Are referred to us by an employer, company director or another third party; or
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Communicate with us in a professional or business capacity.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, as amended, and the Privacy and Electronic Communications Regulations 2003 (PECR), where applicable.
This policy applies to clients, prospective clients, former clients, website visitors, business contacts and other individuals whose personal information we process.
We may update this Privacy Policy periodically to reflect changes in legislation, regulatory guidance or our business practices.
2. Who We Are
Griffin Legal LLP is a limited liability partnership registered in England and Wales.
Our details are:
Company name: Griffin Legal LLP
Registration number: OC370981
Registered business address: Martello, Bradshaw Lane, Nr Ormskirk, Lancashire, L40 3SF
Website: www.griffin-legal.co.uk
Regulator: Financial Conduct Authority (FCA)
FCA reference number: 838383
ICO registration number: ZA272928
Griffin Legal LLP provides claims management services, including assistance with employment-related claims arising following redundancy or insolvency.
For the purposes of UK data protection legislation, Griffin Legal LLP is generally the data controller in respect of the personal information it collects and processes for its own business purposes.
This means we determine how and why that information is processed.
For any enquiries regarding this Privacy Policy or the use of your personal information, please contact:
Data Protection Contact
Griffin Legal LLP
Email:
Postal address: Martello, Bradshaw Lane, Nr Ormskirk, Lancashire, L40 3SF
3. Personal Information We Collect
The information we collect will depend on the nature of our relationship with you and the services being provided.
3.1 Personal and contact information
We may collect:
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Full name;
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Residential or correspondence address;
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Email address;
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Telephone number;
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Date of birth;
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Employment details;
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Employer or former employer details; and
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Other information relevant to communicating with you or providing our services.
3.2 Employment and claims information
Where you enquire about or instruct us in connection with an employment-related claim, we may collect:
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Current or previous employer details;
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Job title and employment history;
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Employment start and termination dates;
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Redundancy and dismissal information;
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Salary, wages and other remuneration details;
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Employment contracts and payslips;
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Correspondence with employers, insolvency practitioners or public authorities;
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Information regarding consultation processes and redundancy procedures;
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Employment Tribunal documentation;
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Claim references, judgments and correspondence;
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Details of payments or benefits relevant to a claim; and
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Other evidence necessary to assess, prepare, pursue or administer a claim.
3.3 Identification and financial information
Where necessary, we may collect:
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Documents used to verify identity;
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Bank account details required to administer payments;
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Information necessary to comply with legal or regulatory obligations;
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Information relating to payments, invoices and fees; and
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Records required for accounting, compliance and audit purposes.
We only seek information that is reasonably necessary for the relevant purpose.
3.4 Special-category and sensitive information
In certain circumstances, information provided to us may include special-category personal data, such as information concerning health, disability or other protected characteristics.
Where we process special-category data, we will identify an appropriate lawful basis under Article 6 UK GDPR and an additional condition under Article 9 UK GDPR. Depending on the circumstances, this may include processing necessary for the establishment, exercise or defence of legal claims.
We will not collect or use sensitive information unnecessarily and will apply appropriate safeguards.
3.5 Business contact information
We may collect information about insolvency practitioners, company directors, employers, professional advisers and other business representatives.
This may include:
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Name;
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Job title or professional role;
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Company or organisation;
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Business email address;
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Business telephone number; and
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Relevant professional correspondence.
This information may be collected through direct communications, referrals, professional relationships or publicly available business sources.
3.6 Website and technical information
When you visit our website, certain technical information may be processed, including your IP address, browser information, device details, pages requested and website access logs.
The extent of this processing depends on the website hosting arrangements, security systems and any website technologies in use.
Further information about cookies and similar technologies is provided in Section 11.
4. How We Obtain Personal Information
We may obtain personal information from several sources.
4.1 Directly from you
This includes information provided when you:
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Complete an enquiry or engagement form;
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Contact us by telephone, email or post;
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Enter into an agreement for our services;
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Provide documents or evidence relating to a claim; or
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Communicate with our staff.
4.2 Referrals
Griffin Legal LLP works with professionals who may make directors and employees aware of their potential entitlement to pursue employment-related claims, including Protective Award claims.
These professionals may recommend that affected individuals seek independent advice from Griffin Legal LLP or another suitably qualified provider.
In these circumstances, individuals will ordinarily contact Griffin Legal LLP directly should they wish to obtain further information or enquire about our services.
We do not routinely receive personal information relating to prospective claimants from these professionals as part of this referral process.
Where an individual subsequently contacts us, we may collect the personal information they voluntarily provide to assess their enquiry and, where appropriate, assist with their claim.
4.3 Other third parties
Where relevant and lawful, we may receive information from:
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Professional advisers;
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Authorised introducers or referral sources;
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Government departments and public authorities;
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The Employment Tribunal;
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The Redundancy Payments Service;
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Individuals authorised to act on your behalf; and
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Other relevant parties involved in the administration of a claim.
4.4 Publicly available sources
We may obtain business contact information and relevant company information from publicly available sources, including:
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Companies House;
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Company websites;
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Published insolvency notices;
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Publicly accessible professional directories; and
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Other legitimate public business information sources.
Where information is obtained indirectly, we will provide appropriate privacy information within the timescales required by law, unless a lawful exception applies.
5. How and Why We Use Personal Information
We use personal information for specified and legitimate purposes.
These may include:
Responding to enquiries
To respond to enquiries, provide information about our services and assess whether we can assist.
Identifying potential claims
To identify individuals who may have potential employment-related claims, including protective award claims arising following redundancy or insolvency.
Providing claims management services
To assess eligibility, obtain instructions, prepare and pursue claims, communicate with relevant parties and administer claims through to their conclusion.
Communicating with clients
To provide updates, request information, explain developments and respond to questions.
Administering payments and accounts
To maintain accurate accounting records, administer fees and payments and comply with applicable financial obligations.
Complying with legal and regulatory obligations
To comply with obligations imposed by law, the FCA, the ICO, courts, tribunals and other relevant authorities.
Maintaining business relationships
To communicate with insolvency practitioners, employers, company directors, professional advisers and other business representatives.
Protecting our business and clients
To prevent fraud, maintain appropriate security, investigate complaints, resolve disputes and establish or defend legal claims.
Improving our services and website
To maintain, monitor and improve the reliability, accessibility and security of our services and website.
We will not use personal information for purposes incompatible with those for which it was originally collected unless permitted by law.
6. Our Lawful Bases for Processing Personal Information
Under UK GDPR, we must have a lawful basis for processing personal information.
The lawful basis will depend on the purpose and circumstances of the processing.
6.1 Performance of a contract
Under Article 6(1)(b) UK GDPR, we may process personal information where necessary to perform a contract with you or take steps at your request before entering into a contract.
This may include obtaining instructions, assessing your claim, communicating with you and providing the services set out in our engagement documentation.
6.2 Compliance with a legal obligation
Under Article 6(1)(c) UK GDPR, we may process personal information where necessary to comply with a legal obligation.
This may include relevant regulatory, accounting, tax, record-keeping and data protection obligations.
6.3 Legitimate interests
Under Article 6(1)(f) UK GDPR, we may process personal information where necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms.
Our legitimate interests may include:
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Identifying potential employment-related claims;
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Communicating with relevant professional and business contacts;
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Responding to business enquiries;
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Maintaining and developing professional relationships;
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Protecting our clients and business;
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Maintaining accurate records;
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Preventing fraud and misuse; and
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Managing legal disputes.
Where we rely on legitimate interests, we assess the necessity and proportionality of the processing and consider the impact on the individuals concerned.
You may contact us for further information about the legitimate interests relied upon in relation to your personal information.
6.4 Consent
Where we rely on your consent, we will explain what you are consenting to and how your information will be used.
You may withdraw your consent at any time by contacting us.
Withdrawal of consent does not affect processing lawfully undertaken before withdrawal or processing supported by another applicable lawful basis.
6.5 Special-category personal data
Where applicable, we process special-category personal data only where an additional condition under Article 9 UK GDPR is satisfied.
This may include processing necessary for the establishment, exercise or defence of legal claims under Article 9(2)(f), where that condition applies.
Where the law requires additional safeguards or documentation, we will maintain them.
7. Potential Claimants and Employment-Related Claims
Griffin Legal LLP specialises in assisting individuals with employment-related claims, including Protective Award claims arising following redundancy or insolvency.
As part of our professional relationships with relevant parties, we may provide general information concerning the potential availability of Protective Award claims and the procedures involved.
Insolvency Practitioners, Company directors and other professionals may subsequently share this information with affected employees, who may choose whether to seek further advice or assistance.
Employees are under no obligation to contact or instruct Griffin Legal LLP and may seek advice or representation from another provider or pursue their claims independently.
Where an individual contacts us, we may collect information necessary to respond to their enquiry, assess their potential entitlement and explain the services available.
Where an individual subsequently instructs Griffin Legal LLP, we will process their personal information as necessary to provide the agreed services, administer their claim and comply with applicable legal and regulatory obligations.
Our engagement documentation will provide further information about our services, fees and the rights and responsibilities of the parties.
8. Business Communications and Direct Marketing
We may communicate with company directors, insolvency practitioners, employers and other professional contacts in connection with our services and potential employment-related claims.
This may include providing general information concerning protective award entitlements and relevant claims procedures.
Business contact details may be obtained directly from the individual concerned, through professional relationships, from third parties or from publicly available sources.
Where these communications constitute direct marketing, we will comply with applicable data protection legislation, PECR and relevant FCA requirements.
Depending on the circumstances, we may rely on legitimate interests to process professional contact information for appropriate business-to-business communications, subject to the relevant legal requirements and assessment of individuals' rights.
We will not treat the availability of business contact details in a public directory or on a website as automatic permission to use them for any purpose.
We will not send unsolicited electronic marketing communications where consent or another applicable legal condition is required and has not been satisfied.
Your right to object to marketing
You have the right to object at any time to the processing of your personal information for direct marketing purposes.
If you object, we will stop processing your personal information for those purposes.
You can object by replying to a communication from us or contacting our Data Protection Contact using the details in Section 2.
We may retain limited information necessary to ensure that your objection is respected and that no further marketing communications are sent to you.
9. Sharing Personal Information
We may share personal information where reasonably necessary, lawful and proportionate.
Depending on the circumstances, recipients may include:
Employment Tribunals and courts
Where information is required to commence, pursue, respond to or administer proceedings.
The Redundancy Payments Service and the Insolvency Service
Where information is relevant to establishing eligibility, supporting a claim or administering payments.
Insolvency practitioners
Where information is necessary for the administration of relevant employment-related claims, subject to applicable confidentiality and data protection requirements.
Employers or former employers
Where information is necessary in connection with a claim or the relevant proceedings.
Professional advisers
Including legal, accounting, regulatory or other professional advisers where their services are required.
Service providers
Including providers of secure document management, electronic signatures, email, cloud storage, case management, IT support and other business systems.
Regulatory and public authorities
Including the FCA, ICO, HMRC, law enforcement agencies and other bodies where disclosure is required or permitted by law.
We will only disclose personal information where there is a lawful basis for doing so.
Where third-party service providers process personal information on our behalf, we will require appropriate contractual and security arrangements in accordance with applicable data protection law.
We do not sell personal information to third parties.
10. How We Protect Your Information
We take the security and confidentiality of personal information seriously.
We use appropriate technical and organisational measures designed to protect information against unauthorised access, accidental loss, disclosure, alteration or destruction.
These measures are reviewed having regard to the nature, sensitivity and volume of the information processed, the risks involved and the systems we use.
Access to personal information is restricted to individuals who require it for legitimate business purposes.
Where appropriate, we use secure systems and access controls when storing, transmitting and processing information.
Although we take reasonable measures to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.
Where a personal data breach occurs, we will investigate and take appropriate action, including notifying the ICO or affected individuals where required by law.
11. Cookies and Website Technologies
Our website may involve the use of technical systems, hosting services or similar technologies that process limited information about visitors.
Cookies are small files that may be placed on a device when a website is visited.
Where our website uses cookies or similar technologies, we will provide appropriate information about their purposes and comply with applicable consent requirements.
We will obtain consent for cookies or similar technologies where required by law, unless an applicable exemption applies.
Visitors may also be able to manage or delete cookies through their browser settings.
12. International Transfers of Personal Information
Some of our technology and service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will comply with applicable UK data protection requirements.
Where required, we will ensure that the transfer is covered by an applicable adequacy arrangement or appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.
Where applicable, we will undertake any necessary transfer risk assessment.
You may contact us for further information about relevant international transfers and safeguards.
13. How Long We Retain Personal Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including where required to meet legal, regulatory, accounting or reporting obligations.
Retention periods depend on the type of information and the circumstances in which it is processed.
In determining the appropriate retention period, we consider:
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The purpose for which the information was collected;
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The nature and sensitivity of the information;
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Applicable legal and regulatory requirements;
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The need to maintain records relating to client instructions and claims;
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Relevant limitation periods;
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The possibility of complaints, disputes or legal proceedings; and
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Whether the information remains necessary for the relevant purpose.
Client engagement records, Employment Tribunal documents, financial information, communications and records relating to potential claimants may be subject to different retention periods.
Where information is no longer required, we will take appropriate steps to securely delete, destroy or anonymise it, unless continued retention is necessary or permitted by law.
You may contact us for further details of the retention period or criteria applicable to your personal information.
14. Your Data Protection Rights
Under UK data protection legislation, you have certain rights in relation to your personal information.
These rights include:
Right to be informed
You have the right to receive clear information about how and why your personal information is processed.
Right of access
You may request access to personal information that we hold about you, subject to applicable exemptions.
Right to rectification
You may request that inaccurate personal information be corrected or incomplete information be completed.
Right to erasure
In certain circumstances, you may request that personal information be deleted.
This right is not absolute and may not apply where information must be retained to meet legal or regulatory obligations or for the establishment, exercise or defence of legal claims.
Right to restrict processing
You may request that we restrict the processing of your personal information in certain circumstances.
Right to data portability
Where applicable, you may request that certain personal information be provided in a structured, commonly used and machine-readable format or transmitted to another controller.
Right to object
You may object to certain processing based on legitimate interests.
You have an absolute right to object to the use of your personal information for direct marketing purposes.
Rights concerning automated decision-making
Where applicable, you have rights and safeguards in relation to significant decisions made solely by automated means, as provided by law.
Right to withdraw consent
Where processing relies on consent, you may withdraw that consent at any time.
Not all rights apply in every circumstance. We will consider requests in accordance with the applicable legislation.
You can exercise your rights by contacting our Data Protection Contact using the details in Section 2.
We will respond within the timescales required by law and will not ordinarily charge a fee for handling a request. We may request reasonable information to verify your identity or authority where necessary.
15. Providing Personal Information
Certain information may be necessary for us to assess or pursue a claim, provide our services or comply with legal and regulatory obligations.
For example, we may require information about your employment, redundancy, identity or payment details to administer your instructions effectively.
Where information is required for a contractual or statutory purpose, we will explain this where appropriate.
If necessary information is not provided, we may be unable to assess your claim, provide the requested service, process relevant documentation or fulfil certain obligations.
Providing information in response to a general enquiry does not itself create a contractual relationship with Griffin Legal LLP.
16. Automated Decision-Making
We do not use solely automated decision-making, including profiling, to make decisions that produce legal or similarly significant effects on individuals.
17. Data Protection Complaints
We take concerns about the handling of personal information seriously.
If you believe that your personal information has been handled incorrectly, or you have concerns about our compliance with data protection law, you may raise a complaint with us.
Please contact:
Data Protection Contact
Griffin Legal LLP
Email:
Postal address: Martello, Bradshaw Lane, Nr Ormskirk, Lancashire, L40 3SF
When submitting a complaint, please provide sufficient information to enable us to identify and investigate your concerns.
We will:
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Acknowledge receipt of your complaint within 30 days;
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Take appropriate steps to investigate your concerns without undue delay;
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Keep you appropriately informed of progress; and
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Explain the outcome of our investigation without undue delay.
Where additional information is required to investigate a complaint, we may contact you.
You also have the right to complain to the Information Commissioner's Office.
Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113
We encourage you to contact us in the first instance so that we have an opportunity to address your concerns directly.
18. Links to Other Websites
Our website may contain links to third-party websites.
We are not responsible for the privacy practices or content of third-party websites that we do not operate.
We recommend reviewing the privacy information provided by those websites before submitting personal information.
19. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in legislation, regulatory guidance, technology or our business activities.
Any revised version will be published on our website, together with its updated revision date.
Where changes materially affect how we process personal information, we will take appropriate steps to bring those changes to the attention of affected individuals, where required.
20. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data protection rights or would like further information about how Griffin Legal LLP processes personal information, please contact:
Griffin Legal LLP
Martello
Bradshaw Lane
Nr Ormskirk
Lancashire
L40 3SF
Email:
Website: www.griffin-legal.co.uk
FCA Reference: 838383
ICO Registration: ZA272928