At Burnett & Reid LLP, we are committed to protecting your privacy and safeguarding your personal, business, and financial information. This Privacy Statement applies to Burnett & Reid LLP and Burnett & Reid Nominees Limited (collectively, “Burnett & Reid” “we” or “our”).
The purpose of this Privacy Statement is to inform you about the types of Personal Information that Burnett & Reid collects, uses and discloses. It explains how we use and disclose that information, the choices you have regarding such use and disclosure, and how you may correct that information.
This Privacy Statement is designed to meet the standards prescribed by the Regulation (EU) 2016/679 of the European Parliament and of the Council and the regulations thereunder General Data Protection Regulations (“GDPR”). We also note that in addition to these standards, we continue to be subject to the confidentiality rules of the Law Society of Scotland.
From time to time, we may make changes to this Privacy Statement. The Privacy Statement is current as of the “last revised” date which appears at the top of this page.
What is Personal Information?
“Personal Information” is any information that is identifiable with you, as an individual. This information may include but is not limited to your name, mailing address, telephone number, email address, business facsimile number, age, gender, marital status, health status, financial status, credit card information and credit history. Personal Information, however, does not include your name, business title or business address or business telephone number in your capacity as an employee of an organisation.
Financial information includes bank and building society accounts and payment card details and other billing information, payments made to us and payments made on your behalf and/or in connection with your transactions, credit reference checks; other payment and/or financial information to enable us to carry out fraud and/or identity checks and/or to verify source of funds and/or the source of wealth, as well as information collected from publicly available resources and/or credit agencies or any other information needed to enable us to undertake credit or financial checks on you.
Voice recordings which will include any information that you provide to us when you leave a voicemail message or when you telephone.
Any personal data obtained by Burnett & Reid for the purposes of our compliance with The Money Laundering and Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and amended Regulations 2022 (“MLR 2022”) will be processed only (a) for the purposes of preventing money laundering or terrorist financing, (b) as permitted by or under any legislation other than the MLR 2022 or GDPR (as defined in the MLR 2022), or c) where we have obtained the consent of the individual.
How do we collect your Personal Information?
We will always collect your Personal Information by fair and lawful means (for example, when you engage us to provide services, use the Burnett & Reid website or speak to a Burnett & Reid Employee/Partner). We collect Personal Information from you and from third party service providers, where we have obtained your consent to do so or as otherwise permitted by law.
From time to time you may voluntarily provide Burnett & Reid with unsolicited personal information – that is, other than where Burnett & Reid has requested same (for example, through the Burnett & Reid website). If you do wish to provide such information for any reason, you consent to Burnett & Reid using that information in the ways described in this Privacy Statement or as described at the point where you choose to disclose this information. Further, when providing such unsolicited information, we ask that you do not provide any sensitive information.
With respect to our website, Burnett & Reid may collect information about your visits to our website such as IP address, location, browser type, referral source, length of visit and number of page views. This information may be used to improve our website's usability and for marketing purposes.
Cookies are used on the Burnett & Reid website. A cookie is a text file sent by a web server to a web browser and stored in the browser. The file is then sent back to the server each time the browser requests a page form the server. This enables the web server to identify and track the web browser.
We may send a cookie which may be stored by your browser on your computer's hard drive. The information we obtain from the cookie could be used to improve the website's usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.
In addition, to properly manage our website, we may anonymously log information on our operational systems, and identify categories of visitors by items such as domains and browser types. These statistics are reported in the aggregate to our webmasters.
To gather visitor statistics and manage cookies, we use electronic images called a “single-pixel GIF” or “Web beacon.” Web beacons allow our third-party tracking tools, Adobe Analytics and Google Analytics to gather simple information such as the IP address of your computer, the time the material was viewed and the type of Internet browser used to access the page. This information is tracked on the third-party tracking tools’ servers and reported in aggregate to our webmasters. If you are concerned about the use of Web beacons you can turn off your browsers’ cookies. This action will prevent Web beacons from tracking your specific activity, but the Web beacon may still record an anonymous visit from your IP address.
Finally, Burnett & Reid understands the importance of protecting children’s privacy, especially in an online environment such as at our website. The Burnett & Reid website covered by this Privacy Statement are not intentionally designed for or directed at children 16 years of age or younger. It is Burnett & Reid’s policy never to knowingly collect or maintain information about anyone under the age of 16, unless necessarily required in connection with a legal or similar matter.
Where do we store your Personal Information?
Personal Information provided to us by our clients is primarily stored on servers in the United Kingdom or European Union. However, except where restricted by contractual arrangements or legal requirements applicable to specific clients, Burnett & Reid also may leverage the services of select service providers. Personal Information that is “in the cloud” may be stored on multiple servers in a number of locations around the world. Rest assured that Burnett &Reid has taken appropriate steps for the protection of Personal Information handled by our service providers. However, information transmitted to other countries may be subject to the laws and lawful disclosure requirements of the jurisdiction(s) where the information is stored.
How do we use your Personal Information?
We identify the purposes for which we use your Personal Information at the time we collect such information from you and obtain your consent, in any case, prior to such use. We generally use your Personal Information for the following purposes (the “Purposes”):
- to provide you with professional legal services, or other agreed services;
- to invoice and collect payment for professional services provided by us to you.
- To investigate and contact you in relation to any concerns you have raised about our services. To monitor the quality of our services. To collect and review your feedback of our service provision. To establish, exercise or defend our legal rights or for the purpose of legal proceedings.
- to arrange viewings of properties;
- to register you for events and conferences;
- to research, develop, manage, protect and improve our professional services;
- to allow us to obtain client testimonies;
- to enrol you in our contests or promotional programs;
- to develop and maintain our relationship with you and communicate with you;
- to process your application for employment and CV;
- to advise you about new services that may be of interest to you (provided that you can choose not to receive any invitations or direct mail from us by indicating your preference as outlined below under Contact Us); and
- such other uses as may be permitted or required by applicable law.
To whom do we provide your Personal Information?
We identify to whom, and for what purposes, we disclose your Personal Information, at the time we collect such information from you and obtain your consent to such disclosure.
For example, we may transfer your Personal Information to third party service providers with whom we have a contractual agreement that includes appropriate privacy standards, where such third parties are assisting us with the Purposes — such as service providers that provide IT or telephone support or data storage or processing.
Generally, we will only make disclosures of Personal Information to such persons for which you provide your consent. Notwithstanding the foregoing, we may also make disclosures of Personal Information to a potential acquiror in connection with a transaction involving the sale of some or all of the business of Burnett & Reid or as otherwise permitted or required by law, in which case the use of your personal information by the new entity would continue to be limited by applicable law.
We may also be required to share your personal information with regulators, government departments, law enforcement authorities, tax authorities, professional advisors, financial institutions and insurance companies including but not limited to: the Law Society of Scotland, the Scottish Legal Complaints Commission, Land Registry, Registers of Scotland, Companies House, Office of the Public Guardian, National Crime Agency, lenders, Revenue Scotland, HMRC and other tax authorities.
In addition, we may send Personal Information outside of the country for the purposes set out above, including for process and storage by service providers in connection with such purposes. These other jurisdictions may include the United States, United Kingdom, Ireland, the Netherlands, Germany and France. In particular, email correspondence to and from Burnett & Reid goes through Microsoft Exchange servers located within EMEA in the following locations Dublin, Ireland, United States, Amsterdam, The Netherlands, Finland and Austria and is permanently stored on one of these located servers.
However, you should note that to the extent that any Personal Information is out of the country, it is subject to the laws of the country in which it is held, and may be subject to disclosure to the governments, courts or law enforcement or regulatory agencies of such other country, pursuant to the laws of such country.
When and how do we obtain your consent?
You may provide your consent to us either orally, electronically or in writing. The form of consent that we seek, including whether it is express or implied, will largely depend on the sensitivity of the personal information and the reasonable expectations you might have in the circumstances.
We will not, as a condition of the supply of our professional services or products, require you to consent to the collection, use, disclosure or protection of information beyond that which is required to fulfil the specified and legitimate purposes for which the information is being collected.
With respect to our website, should visitors subsequently choose to unsubscribe from mailing lists or any registrations, visitors may contact us at firstname.lastname@example.org.
How do we ensure the privacy of your Personal Information when dealing with our affiliates and other third parties?
How long will we utilise, disclose or retain your Personal Information?
We may keep a record of your Personal Information, correspondence or comments in a file specific to you. We will utilise, disclose or retain your Personal Information for as long as necessary to fulfil the purposes for which that Personal Information was collected and as permitted or required by law.
How can you review your Personal Information that we have collected, utilised or disclosed?
If you make a written request to review any Personal Information about you that we have collected, utilised or disclosed, we will provide you with any such Personal Information to the extent required by law. We will make such Personal Information available to you in a form that is generally understandable, and will explain any abbreviations or codes.
How do you know that the Personal Information we have on you is accurate?
We will ensure that your Personal Information is kept as accurate, complete and up-to-date as possible. We will not routinely update your Personal Information, unless such a process is necessary. We expect you, from time to time, to supply us with written updates to your Personal Information, when required.
What if the Personal Information we have on you is inaccurate?
At any time, you can challenge the accuracy or completeness of your Personal Information in our records. If you successfully demonstrate that your Personal Information in our records is inaccurate or incomplete, we will amend the Personal Information as required. Where appropriate, we will transmit the amended information to third parties having access to your Personal Information.
How fast will we respond to your written requests?
We will respond to each of your written requests not later than thirty (30) days after receipt of such requests. We will advise you in writing if we cannot meet your requests within this time limit. You have the right to make a complaint to The Information Commissioners Office
How do we know that it is really you requesting your Personal Information?
We may request that you provide sufficient identification to permit access to the existence, use or disclosure of your Personal Information. Any such identifying information shall be used only for this purpose.
What safeguards have we implemented to protect your Personal Information?
We have implemented physical, organisational, contractual, and technological security measures to protect your Personal Information from loss or theft, unauthorised access, disclosure, copying, use or modification. The only employees who are granted access to your Personal Information are those with a business ‘need-to-know’ or whose duties reasonably require such information.
Helen Strachan, Practice Manager, Burnett & Reid LLP, Suite A, Ground Floor, 9 Queens Road Aberdeen AB15 4YL
Telephone: 01224 644333
Last revised 12 May 2021 and supersedes all previous versions.