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Legal Services Privacy Notice

Details of what information we collect from you, what we do with it and who it might be shared with

What information do we collect from you?

Mid Kent Legal Services (MKLS) does not routinely collect data due to the nature of the services we provide. It is most probable that your data will have been acquired by one of the other service departments within Tunbridge Wells Borough Council (TWBC), for example if we are advising on a planning matter then your data may be passed over from the Planning department, or if we are advising on a property matter then your data may be passed over from the Estates department.

We will routinely receive personal information from the service departments within TWBC that legal services support and advise, which may include but not be limited to the following personal data:

  • Name
  • Contact details
  • Family details
  • Lifestyle and social circumstances
  • Financial details
  • Employment and education details
  • Visual images, personal appearance and behvaiour
  • Business activities
  • Case file information

And Special Categories of personal data:

  • Physical or mental health details
  • Racial or ethnic origin
  • Offences (including alleged offences)
  • Criminal proceedings, outcomes and sentences
  • Religious or other beliefs of a similar nature

On occasion we may be the first point of contact that you have, in these circumstances we may collect some or all of the information listed below. We will ensure that we only collect the information required for us to deal with the matter.

  • Current and former name, telephone number, email address, address
  • Medical information, banking details, criminal record
  • Copies of identity documents, national insurance number
  • Complaints

There are limited circumstances where you must provide us with information; where there is a legal obligation to provide this information we will advise you of the same along with the consequences of failing to provide this.

In all other circumstances the information we obtain is necessary for the matter that we are dealing with, if you fail to provide information that is required then we may not be able to provide a service/complete legal transactions with you, or it may take longer to perform that service or may lead to you failing to receive important legal documents and relevant correspondence.

We also obtain personal information from other sources as follows:

  • Personal information from public sources such as the electoral roll, social media, public directories, etc.
  • Receive information from other government agencies or departments relevant to the matter that we are advising on
Why do we collect this information?

We are collecting your personal data for the purposes of dealing with legal proceedings and transactions in accordance with the Council’s discretionary services, statutory duties and/or the establishment, exercise or defence of legal claims.

Who might we share your information with?

Your personal information will be treated as confidential but it may be shared with other Council services in order to ensure our records are accurate and up-to-date, and to improve the standard of the services we deliver. We will only use your information in ways which are permitted by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA).

In order to deliver services, it may be necessary for us to share your personal data with, but not necessarily limited to, the following organisations/partners:

  • Courts and those involved in legal proceedings and non-contentious matters including external solicitors and barristers, expert witnesses, the Police and other crime enforcement agencies
  • Other Local Authorities, Parish Councils and Commons Associations
  • Highways England
  • Tribunals
  • Coroner’s Inquests
  • Inquiries
  • Government Agencies and departments, e.g. HMRC, DWP, Immigration Enforcement where necessary
  • The Land Registry. The National Health Service and Clinical Commissioning Groups
  • Members of the public by way of statutory notice or property related order (e.g. Compulsory Purchase Order)
  • Trade Unions
  • Solicitors, barristers and other professionals who may be acting on our behalf
  • Third Party organisations such as housing associations
  • Debt collectors
  • Elected Members and MPs
  • Contractors providing IT or advice services
  • National Regulators, e.g. Information Commissioner’s Office, Investigatory Powers Commissioner’s Office
  • Consultees – statutory or others

If you make a payment to us, Civica will also use your information, but only on our instructions. They won’t use it for any other reasons, and they have to look after it in the same way we would. You can view their privacy information here.

We will not disclose your personal information to third parties for marketing purposes.

Maidstone Borough Council stores your information on our behalf. View the Maidstone Borough Council privacy information here

What do we do with your information?

We use your personal data for the purposes of dealing with legal proceedings and transactions in accordance with the Council’s discretionary services, statutory duties and/or the establishment, exercise or defence of legal claims.

We won't use it for any other purposes without your consent, or without telling you first.

Sometimes we have to give it to other authorities, organisations or people. This would be for the prevention or detection of crime, or because of other legal matters. We don't need your consent to do this, but if we can, we'll let you know if we've passed your information on.

How long do we keep hold of your information?

We will only keep your information for as long as we need it. Once we no longer need it, we will keep it for a set period (a retention period) but not use it. When the retention period expires we will delete your information from our records. You can view our Retention Schedule here.

How can I access the information you hold about me, find out further information on privacy rights, or raise a concern?

You can access the information we hold about you at any time.

If you would like to do this, have any queries or questions, or want to raise a concern about the way in which we are using your personal information,

please contact: The Data Protection Officer dataprotection@tunbridgewells.gov.uk

01892 554077

The Data Protection Officer,
Tunbridge Wells Borough Council
Room 110 
Town Hall 
Royal Tunbridge Wells 
Kent
TN1 1RS

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