Privacy notice – Roehampton Law School Clinic

This notice sets out how the Roehampton Law School Clinic (the Clinic) uses your personal information. It applies if you are a member of the public. It should be read in conjunction with the University of Roehampton's Data Protection Policy.

What personal information will be processed?

The Clinic may store, process or otherwise control the following personal data, provided by you when you have been referred to us by Citizens Advice for help with your legal problem:

  • Name
  • Address
  • Phone number
  • Email address
  • Demographic details: age, gender, ethnicity, disability, sexual orientation, marital status, nationality, gender identity
  • Your circumstances
  • Details of the issue that the referral relates to

How your personal data is used by the Clinic

The personal data outlined above will be used for the following purposes because it is necessary to do so to help you with the legal problem you have come to see us about.

We also use the information in a way that doesn’t directly identify you by collecting statistics to help us improve our service. These statistics are kept separate from your record. We share those statistics with LawWorks.

LawWorks is a charity working in England and Wales to connect volunteer solicitors with those in need of legal advice who are not eligible for legal aid and cannot afford to pay and with not for profit organisations, like the Clinic, that support them.

If you have given us permission, we may contact you for feedback on the service you have received.

We will also use your information to send you a copy of the conference attendance note recording our advice and your next steps.

Transfers

In certain circumstances, the Clinic may share your personal data with certain third parties, with or without prior notification, but will only do so in compliance with its legal obligations

We will not share your information without your permission, unless required to do so by law or in some very limited situations like to protect you or someone else from serious harm.

If you have given us your permission, we will send Citizens Advice Wandsworth a copy of your conference attendance note so they can update their records and may be able to help you better should you contact them again in the future.

The Clinic will ensure that it has adequate data sharing or contractual agreements in place before any transfers with external parties take place. We will not sell your personal data to third parties under any circumstances or permit any third parties to sell the data we have shared with them.

Opting out or withdrawing consent

If you would like to opt-out of the personal data processing outlined, please contact lawschoolclinic@roehampton.ac.uk.

Please note, in certain circumstances the Clinic may continue to process your personal data, but will only do so in line with the University's Data Protection Policy.

Storage and retention

The record of your case and copies of any documents you have supplied and any notes we have made will be stored safely and securely in an online data storage system. We may also download copies of your case.

We will make sure any information is stored securely and only accessed when there is a good reason by the Clinic staff and volunteers.

We will only keep your personal information for as long as necessary, which will depend on the type of information held and the reason for holding it.

We will keep your information about you only for as long:

  • As to comply with the law
  • If you make a complaint
  • To make sure that your information is up to date
  • For the purposes of statistical analysis

Once we decide that it is no longer necessary to keep your information, we will either delete it from our records or remove any reference to you.

For more detailed information, please see the Clinic’s Data Retention Policy.

Rights

Depending on the nature of the processing activity and the legal basis on which it is taking place, you may have one or more rights in respect of your personal data:

  • Right of access
  • Right to data portability
  • Right to rectification
  • Right to be forgotten
  • Right to request a restriction of processing
  • Right to object to processing
  • Right not to be subject to automated processing

You can decide exactly what information you are happy to tell us. We’ll use the information because we have a ‘legitimate interest’ to do so for the purpose of providing you with advice.

When we ask for more private information about you, like any health conditions, ethnicity or religion, we will need to get your consent. This is because this information is treated in a special way by the law. You can always withdraw this consent and ask that we remove what you told us.

The Clinic will manage data subject rights access in accordance with the University of Roehampton’s its Data Subject Rights Procedure. To find out more information or to exercise your rights as a data subject, please visit our Data Protection pages.

Other information

You can contact us and ask us:

  • What information we’ve stored about you and get a copy to keep
  • To change or update your information
  • To delete your information from our records or withdraw your consent
  • To stop using your information

The Clinic will publish any changes we make to this data protection statement on the University of Roehampton website, and will notify you by other communication channels where appropriate.

The University is registered with the Information Commissioner's Office, and acts as data controller for the personal data outlined in this notice.

You can raise any queries relating to the processing of your personal data with the University of Roehampton's Data Protection Officer, whose contact details are available on the University website.

You have the right to make a complaint about the Clinic’s handling of your personal data to the Information Commissioner's Office, and can do so at http://ico.org.uk/concerns/.

January 2020