This policy sets out the details of how we Alt-Legal Limited and our sister companies We Are Alpaca Professionals Limited, Alpaca Opportunities Limited and Alpaca Ventures Limited collect, process, use and protect personal data. If you are reading this Data Protection Policy on the Alt-Legal website, you should also read our Website Terms of Use.
As professional services firms, we act as data controllers of the personal data given to us by our clients, partners and other individuals.
The types of personal data we collect and process will depend on the relationship we have with you. We thought it might be easier if we split this policy up into four distinct areas – Cyber, Relationships, Work and Communication.
If you are a Website User...
We do have a Cookie Policy, so for more information have a look.
That will happen when you fill in information on the “Contact Us” section of our website or when you visit our website. We might also collect it if you get in touch on social media sites.
Well, if you fill in the “Contact Us” online form and submit it or contact us via social media, then we’ll use your personal data to get back to you, which might be more than once as each request is unique.
Yes. Where you are actively nudging us then we have a legitimate interest in nudging you back.
No, unless we agree otherwise as a result of action either or both of us take following your “Contact Us” submission, which we would discuss with you first.
If you are a client (actual or potential) or a partner...
Yes. As you are a client (or you’re just waiting in the wings for some unknown reason) or a partner, then we have a legitimate reason to use your personal data so that we can provide you with our services, conduct our business and generally try to dazzle you. In a lot of cases we will have an agreement with you and we will be working together in the way we’ve agreed. If you’re in the wings, then we’ll be trying our very best to show you what you are missing and we’ll use your personal data in that way.
We will not transfer your personal data outside the UK or European Economic Area (EEA) unless you ask us to, as part of our service provision to you.
We do use third parties who are based outside the EEA. Actionstep utilises Amazon Web Services (AWS) and has state-of-the-art physical and digital security procedures in place. We have ensured that your personal data is stored in AWS’ data center in the EEA.
Xero, in providing its services to us, may transfer your personal data outside of the EEA. It will only be transferred to countries that have been identified as providing adequate protection for EEA data (such as New Zealand), or to a third party where Xero has approved transfer mechanisms in place to protect your personal data such as the European Commission’s Standard Contractual Clauses.
Personal data which is uploaded to Microsoft OneDrive remains within the UK and is subject to Microsoft’s stringent security requirements.
Infotrack use AWS which has servers in the EEA. AWS is ISO 27001 compliant and offers the highest level of security.
If you are applying for a role with us or a role with one of our clients...
Yes. As you have applied for a role with us or have approached us about potential opportunities, then we have a legitimate reason to use your personal data so that we can go through that process together.
No, unless the position applied for is an international role and we will ask your permission before proceeding.
Our aim is to provide you with choices regarding personal data uses, particularly around marketing and advertising. We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You can ask us to stop sending you marketing messages at any time by contacting us at info@alt-legal.uk.com.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of using Alpaca to provide you with joined up professional services.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal data to those employees, agents, contractors and other third parties who have a legitimate need to know and we have approved. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we think your rights and freedoms could be affected.
We will only retain your personal data for as long as we need it relating to the reasons we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for longer if you complain or if we really fall out (we hope we don’t). If we’re honest, we don’t want to keep it longer than we have to!
We will determine the right retention period for your personal data depending on the circumstances, and we also think about the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Under certain circumstances, you have rights in relation to the personal data Alt-Legal holds about you or you believe Alt-Legal holds about you. These are the rights to:
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who does not have a right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Alt-Legal Limited, We Are Alpaca Professionals Limited , Alpaca Opportunities Limited and Alpaca Ventures Limited comply with this policy, the Data Protection Act 2018, the General Data Protection Regulation and all applicable data protection legislation.
If you have any queries about this policy or Alt-Legal’s approach to data protection, please do not hesitate to contact us. We’d love to hear from you.
Contact: Head of Legal Practice
Address: Alt-Legal, Parkhill Studio, Walton Road, Wetherby, LS22 5DZ
Telephone: 0113 347 4733
Email: info@alt-legal.uk.com
This Data Protection Policy was last updated on 16 July 2021.