This privacy notice describes how the Aspiring Solicitors Foundation (‘we’, ‘us’, ‘our’) collects and processes personal information about you, how we use and protect this information, and your rights in relation to this information.
This privacy notice applies to all personal information we collect or process about you. Personal information is information, or a combination of pieces of information that could reasonably allow you to be identified.
1. Information we collect about you
We will collect personal information about you from a variety of sources, including information we collect from you directly (e.g. when you contact us) as described below.
Note that we may be required by law to collect certain personal information about you, or as a consequence of any contractual relationship we have with you. Failure to provide this information may prevent or delay the fulfilment of these obligations. We will inform you at the time your information is collected whether certain data is compulsory and the consequences of the failure to provide such data.
Information we collect directly from you
The categories of information that we collect directly from you are:
- personal details (e.g. name, date of birth, age)
- contact details (e.g. phone number, email address, postal address or mobile number)
- social mobility status
- educational details
Information we collect from other sources
We collect information about you from other sources, including your school, landlord, parent/guardian, local authority and social workers.
The categories of such information include:
- housing detail s (e.g. information on any time spent in local authority care, or details in tenancy agreements);
- voting information (e.g. voter register details);
- financial status (e.g. information relating to free school meals); and
- educational information (e.g. details on your attendance at school, and any scholarships you have received).
2. How we use your personal information and the basis on which we use it
We use your personal information in order to:
- process any application for the purposes of providing financial assistance, including grants, the provision of items (e.g. a loan) or the provision of facilities, such as books.]
- deal with your enquiries and requests
- comply with legal obligations to which we are subject and cooperate with regulators and law enforcement bodies
- personalise the marketing messages we send you to make them more relevant and interesting
We must have a legal basis to process your personal information. In most cases the legal basis will be on the following:
a) to fulfil our contractual obligations to you, for example to provide our services. Failure to provide this information may prevent or delay the fulfilment of these contractual obligation
b) to comply with our legal obligations to you
c) to meet our legitimate interests, for example to process your application in order to determine whether you meet our internal eligibility requirements and therefore gain access to the financial assistance we offer. When we process personal information to meet our legitimate interests, we put in place robust safeguards to ensure that your privacy is protected will ensure that our legitimate interests do not override your interests or fundamental rights and freedoms.
[We may obtain your consent to collect and use certain types of personal information when we are required to do so by law (for example, in relation to our direct marketing activities). If we ask for your consent to process your personal information, you may withdraw your consent at any time by contacting us using the details at the end of this privacy notice.]
3. Your rights over your personal information
You have certain rights regarding your personal information. These may include rights to:
- access your personal information
- rectify the information we hold about you
- erase your personal information
- restrict our use of your personal information
- object to our use of your personal information
- receive your personal information in a usable electronic format and transmit it to a third party (the right to data portability)
- lodge a complaint with your local data protection authority.
If you would like to discuss or exercise such rights, please contact us at the details below.
We encourage you to contact us to update or correct your information if it changes or if the personal information we hold about you is inaccurate.
We will contact you if we need additional information from you in order to honour your requests.
4. Information Sharing
We may share your personal information with third parties under the following circumstances:
Law enforcement agency, court, regulator, government authority or other third party. We may share your personal information with these parties where we believe this is necessary to comply with a legal or regulatory obligation, or otherwise to protect our rights or the rights of any third party.
5. Information Security and Storage
We implement technical and organisational measures to ensure a level of security appropriate to the risk to the personal information we process. These measures are aimed at ensuring the on-going integrity and confidentiality of personal information. We evaluate these measures on a regular basis to ensure the security of the processing.
We will keep your personal information for as long as we have a relationship with you, and for a period of 3 years thereafter. We will only retain your personal information after this time if we are required to do so to comply with the law, or if there are outstanding claims or complaints that will reasonably require your personal information to be retained.
6. International Data Transfers
Your personal information may be transferred to, stored, and processed in a country that is not regarded by the European Commission as ensuring an adequate level of protection for personal information. Where this is the case, we will put in place appropriate safeguards (such as contractual commitments) in accordance with applicable legal requirements to ensure that your data is adequately protected. For more information on the appropriate safeguards in place, please contact us at the details below.
7. Contact Us
We are the controller responsible for the personal information that we collect and process.
If you have questions or concerns regarding the way in which your personal information has been used, please contact David.Carey@theASF.org.uk.
We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the data protection authority of the United Kingdom using their website https://ico.org.uk/.
8. Changes to the Policy
You may request a copy of this privacy notice from us using the contact details set out above. We may modify or update this privacy notice from time to time.
If we change this privacy notice, we will notify you of the changes. Where changes to this privacy notice will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice so that you have the opportunity to exercise your rights (e.g. to object to the processing).
Last updated 1.1.2020