Data subject access request guidance
Guidance and information on how to submit a Data Subject Access Request to Freeths LLP
Article 15 of the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR) grants you the right to access your personal data held by Freeths LLP, including the right to obtain confirmation that we process your personal data, receive certain information about the processing of your personal data, and obtain a copy of the personal data we process.
How you can submit your request:
1: Via our form which can be found here >
2: In writing to our head office Freeths LLP Cumberland Court 80 Mount Street Nottingham NG 1 6HH
3: By email GDPR@Freeths.co.uk
We expect to respond to your request within one month of receipt of a fully completed form and proof of identity.
In addition to exercising your access right, the GDPR also grants you the right to:
- Request correction or erasure of your personal data
- Restrict or object to certain types of data processing
- Make a complaint with the local data protection authority.
Proof of Data Subject’s Identity
To help us establish your identity, you must provide 2 pieces of identification that clearly shows your name, date of birth, and current address.
1: We accept a photocopy or a scanned image of one of the following as proof of identity: passport or photo identification such as a driver’s license, national identification number card, or birth or adoption certificate.
2: To confirm your address Please also attach a copy of a bank or credit card statement or utility bill showing your current address and dated within the last three months.
3: If you have changed your name, please provide the relevant documents evidencing the change.
4: If you do not have any of these forms of identification available, please contact GDPR@freeths.co.uk or submit request via our portal and we will provide advice on other acceptable forms of identification.
5: We may request additional information from you to help confirm your identity and your right to access, and to provide you with the personal data we hold about you. We reserve the right to refuse to act on your request if we are unable to identify you.
Requests Made on a Data Subject’s Behalf
In some situations, an individual may submit an access request on someone else’s behalf. For third-party requests, we require proof of:
- The data subject’s identity
- The requester’s identity
- The requester’s legal authority to act on the data subject’s behalf, such as:
- Written consent signed by the data subject
- A certified copy of a Power of Attorney; or
- Evidence of parental responsibility if the data subject is a child
To help us process your request quickly and efficiently, please provide as much detail as possible about the personal data you are requesting access to. Please include time frames, dates, names, types of documents, file numbers, or any other information to help us locate your personal data.
For example, you may specify that you are seeking:
- Employment records or personnel records
- Personal data held by [DEPARTMENT]
- Medical records
- Email or other electronic communications (specify the approximate dates and times)
- Billing information
- Video footage
- User activity logs
- Transaction histories
- Correspondence between [NAME] and [NAME] between [DATE] and [DATE]
We will contact you for additional information if the scope of your request is unclear or does not provide sufficient information for us to conduct a search (for example, if you request “all information about me”). We will begin processing your access request as soon as we have verified your identity and have all of the information we need to locate your personal data.
If the information you request reveals personal data about a third party, we will either seek that individual’s consent before responding to your request, or we will redact third parties’ personal data before responding. If we are unable to provide you with access to your personal data because disclosure would violate the rights and freedoms of third parties, we will notify you of this decision.
Applicable law may allow or require us to refuse to provide you with access to some or all of the personal data that we hold about you, or we may have destroyed, erased, or made your personal data anonymous in accordance with our record retention obligations and practices. If we cannot provide you with access to your personal data, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
For more information on your rights under the GDPR, see our privacy notice.
1. Information collected and how it is used
1.1. Freeths collects the following information about you and uses it in the following ways:
1.1.1. Information that you provide by filling in forms on the website. This information is used for the purposes described on the relevant form;
1.1.2. Information you provided when communicating with Freeths. This information is used for replying to you and for any other purposes described or implicit from the context of that information;
1.1.3. Details of your visits to the website including traffic data, location data, browser type and other communication data. This information is used for website administration and to analyse browsing actions and trends.
1.2. The information that we collect from you is stored in the United Kingdom.
2. Who has access to collected information
2.1. Freeths has access to your information. For the purpose of the General Data Protection Regulations (“GDPR”), Freeths is the data controller. Its registered office address is Cumberland Court, 80 Mount Street, Nottingham NG1 6HH and its registered number is OC304688. Freeths owns the information collected on the website.
2.2. Freeths may use subcontractors to maintain and service the website. Where these subcontractors require access to your information, Freeths seeks assurances that they comply with the GDPR, that your information will be kept confidential, and that they will not use your information except to fulfil their obligations to Freeths.
2.3. Freeths may have to disclose your information to comply with any applicable law or valid legal process. This includes, but is not limited to:
2.3.1. Requests by Government agencies;
2.3.2. Where the disclosure is required by or under any enactment, rule of law or by the order of a court; and
2.3.3. For the purpose of obtaining professional advice or establishing, exercising or defending legal rights.
2.4. Except as set out above, Freeths will not disclose to anyone else the information collected about you on this website.
4. Infomation and password security
4.1. The information that Freeths collects about you is stored on secure servers.
4.2. Freeths uses certain procedures and security features to try to prevent unauthorised access. We are certified under ISO 27001 (the internationally recognised data and information security standard) and accredited to the UK Government’s Cyber Essentials security standards. Any data stored is done to ISO 27001 data-security standards.
4.3. Sending information on the internet is not completely secure and Freeths cannot guarantee the security of the information transmitted to the website. Any transmission is at your own risk.
5. Choice – receiving marketing emails
5.1. You can choose to receive promotional and marketing emails from Freeths. You can do this by subscribing to the online services available to users or by emailing email@example.com.
5.2. If you have chosen to receive such emails, you can choose not to receive future emails by unsubscribing through the online services available to users or by emailing firstname.lastname@example.org.
6. Third-party websites
6.1. The website contains links to other sites. Freeths is not responsible for the privacy practices of such websites.
Website terms & conditions
In return for Freeths allowing you access to this website, Freeths imposes and requires you to accept the Terms. If you are not prepared to agree to these Terms then Freeths requires you to immediately leave this website.
The operator of this website
Freeths is a liability limited partnership based in the United Kingdom. A list of the members is available on request or for inspection at any of our offices during our normal hours of business.
Accuracy of information
Information on this website is provided by Freeths in good faith and has been taken, where appropriate, from legal, trade and other sources. Freeths believes that information on this website is reliable.
However, Freeths does not represent that information on this website is accurate, complete or fair, or designed for any specific purpose, and you should not rely on it as if it were.
Any opinions or estimates that Freeths gives on this website reflect Freeths judgement at the date of posting to the website.
The contents of this website are subject to change by Freeths without notice.
Availability of the website
Freeths intends that the Website is available to use at any time. However, access to the website may be suspended temporarily and without notice in the case of system failure, maintenance or repair or for other reasons. Accordingly, Freeths shall not be liable if for any reason the website is unavailable at any time or for any period.
You are must not post or transmit to or from the Website any harmful material, including without limitation computer viruses, logic bombs, Trojan horses, worms, harmful components, corrupted data or other malicious software or harmful data.
You may not misuse the website, including, without limitation, by hacking.
Freeths shall fully cooperate with any law enforcement authorities or court order requesting or directing us to disclose the identity or locate anyone who breaches the above.
Access to secure areas
Access to some area of the website (secure areas) is restricted to certain persons or organisations. You may only access those parts if either:
- you have been issued with a username and password by Freeths; or
- your organisation has been issued with a username and password, and has authorised you to access the secure area on its behalf.
If you lose your username and/or password, or disclose it to a third party, you must notify this information to your contact at Freeths.
Freeths reserves the right to remove your access, or that of your organisation, or change your username/password or method of access, at any time and without notice.
Third parties & third party websites
No mention of any organisation, company or individual, whether on these pages or on other sites to which these pages are linked shall imply any approval or warranty by Freeths as to the standing and capability of any organisations, company or individual.
Freeths takes no responsibility for anything that might occur when you visit any other website. When you click on a link you will leave this website.
Freeths provides links to third parties only as a convenience to you.
If you contact Freeths by means of an unencrypted email, or by completing a form on this website in which you provide your email address, then you consent to Freeths contacting you by means of unencrypted email.
If you send unencrypted emails to Freeths then there is a risk that others might be able to read or capture the contents of your email. If you are not prepared to accept this risk, please contact Freeths to discuss communication by alternative means.
Limited copyright licence
The copyright in this website is owned by Freeths or its licensors. Freeths grants you a limited licence to copy.
Freeths LLP grants you the following limited licence to copy the contents of this website: you may download or print pages from this website. However, you may use these only for your own personal use and you may not make any modification to them.
You must not reproduce all or any part of this website except in accordance with this licence.
You may not incorporate any part of this website into any other work or publication, including incorporation into an electronic work without first obtaining the written consent of Freeths.
You may not frame this website within any website controlled by you.
The copyright in this website is owned by Freeths or its licensors. Freeths grants you a limited licence to copy.
- The “Freeths” logo
- The “Henmans Freeth” logo
- “HENMANS FREETH”
- “FREETH CARTWRIGHT”
- “WHO DARES WINS”
- “FREETH CARTWRIGHT HUNT DICKINS”
- “WIN WITHOUT TRIAL”
- “WINNING WITHOUT TRIAL”
Your use and access of our website does not give you any rights to use the trademarks of Freeths.
All other trademarks are the property of their respective owners.
Feedback / suggestions
Freeths welcomes feedback and suggestions about this website. However, Freeths only accepts feedback and suggestions on the basis that they do not contain confidential information and that Freeths is not bound by any obligation of confidentiality.
This website has an accessibility policy.
‘Doing the right thing’ is at the heart of Freeths. Find out more about our excellent client service and the strong set of values that guide the way we work.
Talk to us
Freeths are a leading national law firm with 12 offices across the UK. If you have a query about our services or just want to find out more, why not give us a call?
Contact: 03301 001 014