We may process your Personal Data:
- when you, or an organisation with which you are connected, are our client (see 1 below );
- for marketing, business operation and relationship management purposes (see 2 below);
- and/orwhen you visit our Website (see 3 below).
Processing your personal data when you, or an organisation with which you are connected, are our client
1. How we Collect your Personal Data when you, or an Organisation with which you are Connected, are our Client
When you or an organisation with which you are connected (e.g. your employer) engages us to perform legal or other services, we may collect certain Personal Data directly from you, your organisation and/or from publicly available resources (e.g. company filings).
2. What Personal Data we Process when you, or an Organisation with which you are Connected, are our Client
William Fry will collect and process Personal Data including, where applicable:
- your name;
- your employer, your job title and/or position;
- your contact details, including your address, email address and phone number;
- documentation confirming your identity, such as your passport or driving licence;
- your status as a director of a company;
- your status as a beneficial owner of a company;
- financial information, including information necessary to make or receive payments to and from you and for the purposes of fraud prevention;
- details of your visits to William Fry and your correspondence, communications and connections with our staff;
- special category Personal Data, specifically information regarding any disability or mobility or dietary requirements you might have, which we will only process on the basis of your consent;
- publicly available information
- and any information which is provided to us by you or on your behalf.
3. Legal Basis
We process this Personal Data according to the following legal bases:
Entering into and performing a contract: We process your Personal Data where it is necessary to enter into and perform our contract with you, and in particular:
- to incept you or your organisation as our client;
- to provide the legal advice or other services or matters that have been requested (including online or legal technology services or solutions for which we are engaged);
- managing and administering your or your organisation's business relationship with William Fry, including processing payments, accounting, auditing, billing and collection and support services; and
- for purposes related and/or ancillary to any of the above or any other purpose for which your Personal Data was provided to us.
It is necessary to provide us with your Personal Data on this basis as it is necessary to provide our services to you. The consequence for not doing so is that we will not be able to perform the legal services for which you or your organisation engage us.
Legitimate interests: We process your Personal Data where it is in our legitimate interests to do so, and in particular:
- to incept the organisation with which you are connected as our client;
- to enter into a contractual relationship with the organisation with which you are connected;
- to provide legal advice or other services or matters that the organisation has requested (including online internet or legal technology services or solutions for which our client engages us);
- managing and administering the organisation's business relationship with William Fry, including processing payments, accounting, auditing, billing and collection and support services;
- to conduct client due diligence checks; and
- for purposes related and/or ancillary to any of the above or any other purpose for which your Personal Data was provided to us.
When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).
You have certain rights when we process your Personal Data on this basis. For more on exercising your data subject rights please see 'Your Rights'.
Compliance with legal obligations: We also process your Personal Data in order to comply with legal obligations to which we are subject. We process your Personal Data:
- to comply with our legal and regulatory obligations (e.g. record keeping obligations);
- to conduct client due diligence checks;to comply with our obligations under anti-money laundering and terrorist financing legislation;
- to comply as appropriate with the Law Society of Ireland, Chartered Accountants Ireland and other relevant governmental and/or regulatory authorities or bodies;
- to conduct conflict checks;
- to establish, exercise and defend our legal rights and any legal proceedings which may arise; and
- to prevent, detect and respond to actual or potential fraud or other illegal activities.
4. Sharing and Disclosure of your Personal Data
We may disclose some or all of the Personal Data we collect from you to certain trusted third parties in accordance with contractual arrangements we have in place with these third parties or as required by law, including:
- the William Fry Companies;
- third parties such as barristers, foreign counsel, consultants, expert witnesses, advisors and technology service providers such as data room providers;
- other people in your organisation;our auditors and professional advisors;
- suppliers and service providers to whom we outsource support services;
- IT service providers;
- parties involved in hosting or organising events or seminars; and
- regulators and official authorities.
5. Data Retention
In accordance with our Data Retention Policy, we shall keep the Personal Data we process on the instructions of our clients for a minimum period of 13.5 years from closure of the relevant matter, or for a period of 7.5 years after the client in question ceases to be our client. We retain the Personal Data so that we may fulfil our obligation and duty as a law firm to protect our client's interests, to protect our own interests as a law firm and as is required by legal and regulatory obligations to which we are subject.
Processing your personal data for marketing, business operation and relationship management purposes
1. How we Collect your Personal Data which we Process for Marketing, Business Operation and Relationship Management Purposes
We may collect your Personal Data for marketing, business operation and relationship management purposes when you or your organisation:
- engage us, or enquire about engaging us, to provide legal advice or services;
- communicate with any of our staff;
- visit our premises;
- work with us or supply us with services, or offer to;
- when you supply your Personal Data to us via our Website, email, in person, by telephone or otherwise;
- when you subscribe to, or express interest in, any of our newsletters or mailing lists, or access to any of our restricted content; and
- when you attend, or express an interest in, any of our events or seminars.
2. What Personal Data we Process for Marketing, Business Operation and Relationship Management Purposes
For marketing, business operation and relationship management purposes, William Fry will collect and process Personal Data including:
- your name;
- your employer, your job title and/or position;
- your contact details, including your address, email address and phone number;
- CCTV footage, when you visit our premises;
- our business activities and your areas of interest; and
- information relating to your subscription to, receipt of or interest in any of our mailing lists or newsletters, or registration to access any of our restricted content (e.g. InFocus, PrivacySource).
3. Legal Basis
We process this Personal Data according to the following legal basis:
Legitimate interests: We may obtain, collect and process your Personal Data where we have a legitimate interest in doing so. We have legitimate interests in:
- promoting our firm;
- inviting you to events, seminars, webinars and meetings;
- developing and maintaining relationships with business contacts;
- conducting administrative and operational processes within our business;
- protecting the security and integrity of our premises, IT systems, online platforms and other systems;
- managing and administering our relationship with our business contacts and with our clients;
- sending you marketing material, newsletters, legal updates and other information; and
- monitoring and analysing your reception of, and interest in, material we send you.
When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).
You have certain rights when we process your Personal Data on this basis. For more on exercising your data subject rights please see 'Your Rights'.
4. Sharing and Disclosure of your Personal Data
We may disclose some or all of the Personal Data we collect from you to certain trusted third parties in accordance with contractual arrangements we have in place with these third parties, including:
- third parties who assist us in marketing and promoting the firm;
- suppliers and service providers to whom we outsource support services;
- IT service providers; and
- third parties involved in hosting or organising events or seminars.
5. Data Retention
We will keep and process your Personal Data for these purposes for a period of six years after collection. If however you wish to opt out of receiving marketing emails, newsletters or other such communications, you may do so at any time by emailing us at [email protected].
Similarly if you wish to exercise your rights as a data subject over any of this Personal Data you may do so by emailing [email protected].
For more on exercising your data subject rights please see 'Your Rights'.
Processing your personal data when you visit our website
How we Collect your Personal Data when you Visit our Website
1. For information about how we collect your Personal Data when you visit our Website, please see our Cookie Policy.
2. What Personal Data we Process when visit our Website
When you visit our Website, William Fry will collect and process Personal Data including:
- the name of the domain and host from which you access the internet;
- the internet protocol (IP) address of the computer which you are using;
- the browser software you are using;the operating system you are using; and
- the date and time at which you are accessing the Website.
William Fry will also collect and process information about your interaction with our Website using cookies. For more information on how we use cookies, please see our Cookie Policy.
3. Legal Basis
We process this Personal Data according to the following legal basis:
Legitimate interests: We may obtain, collect and process your Personal Data where we have a legitimate interest in doing so. We have legitimate interests in:
- providing you with access to our Website and enabling you to use it;
- conducting administrative and operational processes within our business;protecting the security and integrity of our online platforms, IT systems and other systems;
- providing, improving, monitoring and testing the effectiveness of our Website;
- ensuring the content on the Website is presented in an effective, accessible and user-friendly format; and
- monitoring metrics such as numbers of visitors, traffic data and demographic patterns.
When we process your Personal Data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).
You have certain rights when we process your Personal Data on this basis. For more on exercising your data subject rights please see 'Your Rights'.
4. Sharing and Disclosure of your Personal Data
We may disclose some or all of the Personal Data we collect from you to certain trusted third parties in accordance with contractual arrangements we have in place with these third parties, including:
- suppliers and service providers to whom we outsource support services; and
- IT service providers.
5. Data Retention
For information about how long we retain Personal Data collected when you visit our Website for, please see our Cookie Policy.