Privacy Notice
1. Who is responsible for your information
Holland & Holland Associates Limited (company number 04759022) trading as Holland Law is the data controller for the personal information described in this notice.
- Address: 253 North Road, Stoke Gifford, South Gloucestershire, BS34 8PW
- Email: enquiries@hollandlaw.co.uk
- For data protection enquiries, email privacy@hollandlaw.co.uk. ICO registration details will be provided where applicable.
We have not appointed a data protection officer. For privacy requests, contact privacy@hollandlaw.co.uk.
2. What we collect
| Category | Examples |
|---|---|
| Enquiry details | Name, business name, email address, telephone number, the area your enquiry covers, your description of the matter, any deadline, and how you heard about us |
| Matter information | Contracts, correspondence, invoices, marketplace notifications, account records and any other documents you send us for the instruction |
| Billing information | Invoice and payment records. We do not store card details. Payments may be processed by an external provider disclosed when payment is requested |
| Technical information | Limited server log data generated when you visit the website, such as IP address, browser type and the pages requested |
We do not ask for special category data, such as health or biometric information. Please do not send it unless we have specifically asked for it in connection with your matter.
3. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and deciding whether we can act | Legitimate interests, being the handling of a request you have made to us |
| Carrying out an instruction you have accepted | Performance of a contract with you |
| Invoicing, accounting and keeping tax records | Legal obligation, and our legitimate interest in running the business |
| Checking for conflicts of interest and keeping a record of instructions declined | Legitimate interests, being the proper management of a legal services practice |
| Defending or bringing a claim, including a complaint about our service | Legitimate interests, being the establishment or defence of legal rights |
| Sending occasional updates about our services to business contacts | Legitimate interests, with a clear way to opt out in every message |
We do not use your information for automated decision making or profiling.
For referral enquiries, please describe the type of matter without identifying the client. If an introduction is appropriate, we will explain what details are needed and how to share them securely.
4. Who we share it with
We do not sell your information and we do not share it for marketing. We share it only with:
- Website form provider: Netlify Forms processes the enquiry details you enter on our website and sends an internal notification to our Holland Law business mailbox in Gmail. If you contact us directly by email, we receive the details through our business email service.
- Google Workspace (business email and document storage), which hosts our email and document storage;
- our accountant, if engaged, for invoicing, bookkeeping and tax compliance;
- our chosen payment processor, if used, to take payment of our invoices;
- a counterparty, their adviser, or a platform such as Amazon, but only where doing so is the instruction you have given us;
- our insurer or legal adviser, if a claim or complaint is made;
- a public authority, court or regulator, where we are required by law to disclose.
Each provider acts on our instructions under a written contract and may use your information only for the service it provides to us. We do not name you publicly as a client without your written permission.
5. Where your information is held
We use third-party service providers, which may process personal information outside the United Kingdom. Where a restricted international transfer occurs, we will use a valid UK transfer mechanism as required by data protection law. Details of relevant providers and safeguards can be requested at privacy@hollandlaw.co.uk. Do not send confidential documents using the initial enquiry form.
6. How long we keep it
- Enquiries that do not become instructions: 12 months, then deleted.
- Matter files: six years from the end of the instruction, which matches the primary limitation period for a contract claim under the Limitation Act 1980.
- Invoices and accounting records: six years from the end of the relevant tax year, as required for tax purposes.
- Conflict check records: a minimal record of names and dates, kept indefinitely, so that future conflicts can be identified.
- Marketing contacts: until you unsubscribe. We keep a minimal suppression record to respect your opt-out.
7. Your rights
Under the UK General Data Protection Regulation you have the right to:
- be told how your information is used, which is the purpose of this notice;
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete information, where we no longer have a reason to keep it;
- ask us to restrict how we use it while a concern is resolved;
- object to use we have justified on legitimate interests;
- ask for the information you gave us to be sent to you or another provider in a portable format, where the basis is contract or consent;
- withdraw consent at any time, where we relied on consent.
To exercise any of these, email privacy@hollandlaw.co.uk. We will respond within one month. There is no charge. We may need to verify your identity first.
Some rights are qualified. For example, we may need to keep a matter file for the full retention period above in order to defend a potential claim, even if you ask us to delete it.
8. Cookies and the website
This website sets no analytics, advertising or tracking cookies. Nothing is placed on your device that is not strictly necessary to display the page, so no cookie banner is required.
The pages request typefaces from Google Fonts. That request discloses your IP address to Google, which acts as a separate controller for it. If you would prefer this not to happen, the font files can be hosted on this domain instead, in which case no third party request is made and this paragraph should be removed.
The enquiry form includes a hidden field used only to detect automated submissions. It does not collect information about you.
9. Security
We keep information on access-controlled devices and accounts protected by strong, unique passwords and two-factor authentication, and we limit access to what is needed for your matter. No system is completely secure, so please do not send us highly sensitive material until we have confirmed the right route for it.
10. Complaints
If you are concerned about how we have handled your information, please contact us first at privacy@hollandlaw.co.uk so that we can look into it. You also have the right to complain to the Information Commissioner's Office at any time, at ico.org.uk, by telephone on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
11. Changes to this notice
We may update this notice. The version and date at the top of the page show when it last changed. Where a change is material, we will tell clients with a live matter directly.
Complaints: complaints@hollandlaw.co.uk. Our procedure is at clause 15 of the terms of business. As we are not an authorised person under the Legal Services Act 2007, complaints cannot be referred to the Legal Ombudsman.