Privacy Policy

Moore and Tibbits is committed to protecting the privacy of our clients. We understand the importance you place on the privacy and security of information which personally identifies you, and we value our relationship with you. This document sets out our Privacy Policy and defines data processing of personal records in accordance with General Data Protection Regulations.

Scope

This policy is applicable to all areas processing personal records containing personal data at Moore and Tibbits.

Responsibilities

The person to contact in relation to data protection matters at our firm is Tim Ollerenshaw.

Business details of Data Processor/Controller

Moore and Tibbits is the trading name of M&T Legal Services LLP, registered in England and Wales with registered number OC448752 and whose registered office is at 3rd Floor Westgate House, Market Street, Warwick, United Kingdom, CV34 4DH.

Privacy Policy

Data Controller or Processor

If Moore and Tibbits is provided with personal information under contract via a third party, it is likely we will be acting as a Data Processor or acting as Joint Controller.  If this is not the case, then Moore and Tibbits will be acting as the Data Controller.

To progress your enquiry, we will process your personal data under the following lawful bases:

• Performance of a contract (e.g. providing legal services);
• Compliance with legal obligations (e.g. regulatory requirements);
• Legitimate interests (e.g. managing client relationships, improving services);
• Where required, consent.

Where we rely on legitimate interests, we ensure that such processing is necessary and does not override your rights.

Collecting personal information

We collect and process personal data in the course of providing legal services, managing our business, and responding to enquiries.

We may collect, store and use the following categories of personal information:

(a) Client and matter-related information: Information necessary to provide legal services, including your name, contact details, date of birth, identification documents, financial information, and any other information relevant to your legal matter.

(b) Special category data: Where required for the provision of legal services, we may process sensitive personal data such as information relating to health, racial or ethnic origin, religious beliefs, or other categories defined under data protection law.

(c) Communications: Information contained in communications between you and us, including correspondence by email, telephone, post or in person, and records of calls (which may be recorded for training, quality and dispute resolution purposes).

(d) Regulatory and compliance information: Information required to meet our legal and regulatory obligations, including anti-money laundering checks, conflict checks, and information obtained from identification and verification processes.

(e) Transaction and financial information: Details relating to payments made by or to you, including billing details and payment records.

(f) Enquiries and complaints: Information provided when you contact us with an enquiry, request, feedback or complaint.

(g) Information from third parties: Information obtained from third parties such as other legal professionals, courts, regulators, public records, or parties involved in your matter.

(h) Website and technical information: Where you use our website, we may collect limited technical information such as IP address, browser type, and usage data. Further information is set out in our Website and Cookies Policy.

(i) Marketing preferences: Information about your preferences in receiving marketing communications from us.

Using personal information

Personal information submitted to us through our website, phone calls, emails or in person will be used for the purposes specified in this policy.

We may use your personal information to: 

(a) administer our business;

(b) personalise our website for you;

(c) enable your use of our services;

(d) send you information;

(e) process payments;

(f) send statements, invoices and payment reminders to you, and collect payments from you;

(g) send you non-marketing commercial communications;

(h) send you email notifications that you have specifically requested that form part of the service;

(i) send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter);

(j) send you marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications at the following address/email address esmeh@moore-tibbits.co.uk);

(k) provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information);

(l) deal with enquiries and complaints;

(m) keep our website secure and prevent fraud; and

(n) verify compliance with the terms and conditions governing the use of our website (including monitoring private messages sent through our website private messaging service).

(o) We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.

(p) Some of our financial transactions are handled through a payment services provider, Cardnet via Lloyds Bank Plc. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make directly, refunding such payments if necessary and dealing with complaints and queries relating to such payments and refunds.

(q) Data supplied by you for the purposes of our services is stored in our data centres currently hosted within the EEA. Details of their security standards can be found here Life IT, Rackspace and Infinity.

(r) We do not use any automated decision-making processes or profile of you based on the data you provide.

(s) Information we receive from other sources. We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

Disclosing personal information

We may disclose your personal information to any of our employees, officers, insurers, professional advisers, consultants, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy and in the delivery of our services. 

We may disclose your personal information: 

(a) to the extent that we are required to do so by law;

(b) in connection with any ongoing or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention and reducing credit risk;

(d) to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling; and

(e) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

(f) except as provided in this policy, we will not provide your personal information to third parties.

International data transfers

We do not transfer any personal data outside of the EEA.  Should this requirement change then we will contact you again to obtain your explicit consent to the transfers, and ensure appropriate safeguards are in place.  

Retaining personal information

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Without prejudice to other obligations set out in this policy or legal obligations, we will usually delete personal data falling within the categories set out below at the date/time set out below:

(a) personal and sensitive data including marital status, religion, race, gender, sexual orientation, dependants, dependants’ names, medical history, criminal history, property related details, financial status – debt, CCJ, nationality, employment status, employer details where relevant, to which you explicitly consent;

(b) when you ask us to erase your data compliant with GDPR Article 17;

Notwithstanding the other provisions of this policy, we will retain documents and records containing personal data:  

(a) to the extent that we are required to do so by law;

(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

There is no statutory period defined in legislation, so our retention period is based on essentially the relevant limitation periods imposed by the law.

Security of personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password- and firewall-protected) servers.

All communications via our website, payment transactions, electronic documents and database records will be protected by encryption technology.

You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Amendments

We may update this policy from time to time by publishing a new version on our website.

You should check this page occasionally to ensure you are happy with any changes to this policy.

We may notify you of any changes to this policy by email.

Please let us know if the personal information that we hold about you needs to be corrected or updated.

Your rights

Under the Data Protection legislation, you have the following rights with regards to your personal information:

(a) the right to be informed about the collection and the use of your personal data

(b) the right to access personal data and supplementary information

(c) the right to have inaccurate personal data rectified, or completed if it is incomplete

(d) the right to erasure (to be forgotten) in certain circumstances

(e) the right to restrict processing in certain circumstances

(f) the right to data portability, which allows you to obtain and reuse your personal data for your own purposes across different services

(g) the right to object to processing in certain circumstances

(h) rights in relation to automated decision making and profiling

(i) the right to withdraw consent at any time (where relevant)

(j) You have the right to make a complaint directly to us if you are unhappy with how we have used your personal data. The full Data Protection Complaint Procedure can be found here. If you remain unhappy you can lodge a complaint with the Information Commissioner’s office. 

You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) there being no payment required; and

(b) the supply of appropriate evidence of your identity for this purpose: we will usually accept a photocopy of your passport certified by a solicitor or bank, plus an original copy of a utility bill showing your current address.

(c) We may withhold personal information that you request to the extent permitted by law.

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by ticking certain boxes on the forms we use to collect your data.

Note: The UK Data Protection Authority can be contacted on the following link: https://ico.org.uk/global/contact-us/  

Third party websites

Our website includes hyperlinks to, and details of, third party websites.

We have no control over, and are not responsible for, the privacy policies and practices of third parties if you register with them independently.  If you follow any link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.

Website, Cookies and Trackers

Where you access our website, we may collect limited information about your device and usage. Further details about how we use cookies and similar technologies are set out in our Website and Cookies Policy.

Automated decision-making and Artificial Intelligence (AI)

As part of our commitment to providing efficient and innovative legal services, we may utilise artificial intelligence (AI) tools to assist with tasks such as document review, legal research, and data analysis. These tools are used to support our qualified legal professionals in delivering high-quality advice and services.

We ensure that all AI tools are used under the supervision of experienced legal professionals, who retain full responsibility for the advice provided. We take reasonable steps to ensure the accuracy and reliability of the AI tools we use. We comply with all applicable data protection laws and regulations when using AI and take steps to protect the confidentiality and security of your information. 

If you require further material regarding our Automated decision-making/AI policy, please contact our Data Protection Lead. 

Data protection registration

We are registered as a data controller with the UK Information Commissioner's Office.

Our data protection registration can be found here:  https://ico.org.uk

Our details

We are registered in England and Wales under registration number OC448752, and our registered office is at 3rd Floor Westgate House, Market Street, Warwick, United Kingdom, CV34 4DH.

Our principal place of business is at 3rd Floor Westgate House, Market Street, Warwick, United Kingdom, CV34 4DH.

You can contact us:

by post, using the postal address given above;

using our website contact form;

by telephone, on the contact number published on our website; or

by email, using the email address published on our website.

Or you can contact our Data Protection lead directly by email at timo@moore-tibbits.co.uk; please note consent is granted for genuine customer enquiries, consent for any other purpose is NOT granted.