LMS Privacy Notice |
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Introduction |
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Welcome to Legal Marketing Services Limited's ("LMS") privacy notice. LMS respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our websites (regardless of where you visit them from) and tell you about your privacy rights and how the law protects you. This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice. |
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1. | Important information and who we are |
2. | The data we collect about you |
3. | Different Categories of Data Subject and How Your Data is Collected |
4. | How we use your personal data |
5. | Disclosures of your personal data |
6. | International transfers |
7. | Data security |
8. | Data retention |
9. | Your legal rights |
10. | Glossary |
1. Important information and who we are |
Purpose of this privacy notice |
This privacy notice aims to give you information on how Legal Marketing Services Ltd collects and processes your personal data through your use of its websites, including any data you may provide through the websites when you register
with us, sign up, a product or service, take part in a survey or provide outsourced services to us. This website is not intended for children and we do not knowingly collect data relating to children, except in relation to minimal personal data for occupants at a property aged 17 and please refer to the section Third Party Occupants (Anyone living at the property over the age of 17) below, for full details. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them. If you are an employee of ours, or work for us under any other contract for services, then please refer to the LMS Employee Privacy Notice for further information on how we process your data and keep it secure. |
Controller |
Established in 1991, LMS is one of the principal providers of conveyancing services to the housing industry; focussing on lenders; brokers and estate agents. We process over 100,000 conveyancing transactions a
year on behalf of our partners. LMS is the controller and responsible for your personal data (collectively referred to as "COMPANY", "we", "us" or "our" in this privacy notice). We have appointed a data privacy manager (DPM) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Privacy Manager using the details set out below. |
Contact details |
Our full details are: Full name of legal entity: Legal Marketing Services Ltd Contact: Data Privacy Manager Email address: dpm@lms.com Postal address: Bickerton House, Lloyd Drive, Cheshire Oaks Business Park, Cheshire, CH65 9HQ You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. |
Our Websites |
This privacy notice covers LMS' processing of personal data through all of the websites it operates, which are available and are of use to different categories of data subject (please see below). The following websites are operated by
LMS (together the 'websites'): LMS main company website: https://corporate.lms.com Customer/End User case tracking website: https://www.lms.com/trackmycase Solicitor/Panel Firm portal: https://www.lmsuk.com/ConveyancerZone Accept terms from ConveyancerZone: https://cloud.lms.com/consent Secure Link: https://cloud.lms.com/secure-link eCOT: lms.com/ecot/{case ID} or lms.com/ecot/submissions/{case ID} Broker conveyancing quotation and instruction website (also available to estate agents): https://www.lmsselect.com https://www.lms-select.com LMS Select Cloud version: https://cloud.lms.com/select LenderZone: https://www.lmsuk.com/LenderZone Tracking Case Plan: cloud.lms.com/case-plan/case/{case ID} Broker case tracking portal (though accessible to all users with access): https://www.lmsuk.com/casecheck LMS core system website access point (used by Lender Clients and Solicitors): https://www.lmsuk.com/stars Bank Account Check website https://www.lms.com/bankaccountcheck LMS Confirmly https://www.confirmly.co.uk This privacy notice operates together with our website terms (or such other terms of access or use as may be made available) for each of the applicable websites listed above, to protect the information you provide through the websites, manage your use of each website and to provide information on how your personal data will be used. Please refer to each link above for the applicable website terms. |
Changes to the privacy notice and your duty to inform us of changes |
This version was last updated on 01/12/2022. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. This privacy notice is intended to provide clarity around how we will use your personal data and keep it secure. Please note that you have specific rights (See below) in relation to the control and use of your personal data, including choosing not to provide requested information on our websites. However, if you do not provide information where requested this may restrict your access to our services, including via the websites, as well as affecting your use, and performance of, our websites. However, we will notify you of this at the time. |
Third-party links |
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our websites, we encourage you to read the privacy notice of every website you visit. |
2. The data we collect about you |
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. |
Special Category Data from third parties |
As part of providing our services to our Lender Clients, our partnership with our panel of professional service providers (Panel Firm), we may receive Special Category data, in relation to End Users, which has been collected by our Lender Clients or Panel Firms directly from you as part of loan applications, purchase process or other specific instruction. In all cases we rely on our Lender Clients and Panel Firms to establish a legal basis for processing your special category data and ensuring that they may share it with us. However, we do ensure we have appropriate contracts in place with these third parties and will treat all such personal data received in accordance with this privacy notice. |
3. Different Categories of Data Subject and How Your Data is Collected |
Borrowers/End Users |
As part of our services to our Lender Clients, we make available to customers and borrowers of these Lender Clients (the 'End Users') services to assist with management and tracking of your loan applications. With our simple-to-use
case tracking service, you can easily keep up to date online with your case as it progresses, receive support and guidance as and when you need it. We will process your Identity, Contact and Financial Information as part of filling in the forms on www.lms.com/trackmycase as well as registering with us to use the site (when will also process your Profile Information). If you contact us or request further services or information we will also process your personal data. We may also ask you for your information when you report a problem on our websites. This personal data will include some or all of the following: Identity Data Contact Data Financial Data Transaction Data Technical Data Profile Data Usage Data We will also keep records of our correspondence, communications and meetings so we are able to monitor the services you have received and the performance of our websites. As part of our services to our Lender Clients, we make available to End Users services such as Bank Account Check at www.lms.com/bankaccountcheck. We will process your personal data to identify you as a genuine End User and will request your consent to process your data for Bank Account Check. This personal data will include some or all of the following: Identity Data Usage Data Contact Data How is your personal data collected? We use different methods to collect data from and about you including through: Direct interactions. You may give us your Identity, Contact and Financial Data by registering on our website, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below: Technical Data from the following parties;
www.lms.com/trackmycase www.lms.com www.lmsuk.com/casecheck www.lms.com/bankaccountcheck Third Party Occupants (Anyone living at a property over the age of 17) As part of our services to our Lender Clients, and to assist their End Users with their mortgage (loan) applications, we need to capture and identify the details of any people over 17 years old at the time of the mortgage and who will live at the property once the mortgage has completed, but will not be party to the mortgage (i.e. not applying for the mortgage). This information is necessary in order to progress any application. We require the End Users to provide your name and address if you will be living at the property once a mortgage has completed, so you may be contacted directly by the lawyers and be requested to sign a form confirming you will not stay in the property if the bank re possesses (becomes the owner) of the property. The lawyers will then contact you (the occupant) directly to provide full information on how your data will be used, and to request your consent. When collecting your data from the End User, we require they confirm they have obtained your permission to share this with us and we will only collect enough information so that the lawyers can contact you personally. We will always look after your information and keep it secure (as set out in this Privacy Notice). This personal data will include some or all of the following: Identity Data Usage Data Contact Data Collecting Borrower Data from third parties: Identity and Contact Data from End Users. If you are unsure about why we are using your data or have any other queries, please contact us customerservices@lms.com Lender Clients LMS provides conveyancing and loan intermediary service services to its 'lender' clients within the financial services sector ("Lender Clients") To ensure that we provide you with the best service possible, we store the personal data of individual contacts at your organisation as well as keeping records of our conversations and meetings. From time to time, we may also ask your employees to undertake a Client satisfaction survey. We think this is reasonable - we deem these uses of your data to be necessary for our legitimate interests as a provider of conveyancing services or specifically provided for under a contract between us. This personal data will include some or all of the following: Identity Data of Employees Contact Data of Employees Technical Data Profile Data Usage Data Marketing and Communications Data of employees We use different methods to collect data from and about you including through: Direct interactions. Your employees may give us Identity, Contact and Financial Data by registering on our websites, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data provided when they:
Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
www.lms.com/trackmycase www.lms.com www.lmsuk.com/casecheck www.lmsuk.com/conveyancerzone www.lms.com/bankaccountcheck Professional Service Providers ('Panel Firms') LMS works in partnership with Panel Firms (usually conveyancers, solicitors, estate agents and brokers) to meet the needs of its Lender Clients and End Users, sometimes through outsourced service arrangements and sometimes as a service provider to PANEL FIRMs who have been directly instructed by End Users. We use and store the personal data of individuals within your organisation in order to facilitate the receipt of services from you as one of our Panel Firms, as well as provide services to you, which consist of our panel management services or additional SaaS products. If provided by you, we will store and review any opinions provided on our services and responses to surveys. We deem all such activities to be necessary within the range of our legitimate interests as a recipient of your services or specifically provided for within contracts between us. This personal data will include some or all of the following: Identity Data of personnel Contact Data Technical Data Profile Data (for our Panel Firms this may also include fraud risk or regulatory action profile information which may relate to a Partner or sole practitioner). Usage Data Marketing and Communications Data of employees We use different methods to collect data from and about you and your employees including through: Direct interactions. You may give us your and/or your employees' Identity and Contact and by registering on our websites, filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data provided when you:
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
www.lms.com www.lmsuk.com/stars www.lmsuk.com/casecheck www.lmsuk.com/conveyancerzone www.lms.com/bankaccountcheck www.lmsselect.com www.confirmly.co.uk Website Users When you visit our website we will request your permission to collect certain information. This includes your IP address, the date and the times and frequency with which you access the website and the way you browse its content. We will also collect data from you when you contact us via any of our websites (listed in Section 7 above), report problems and/or provide feedback. This personal data will include some or all of the following: Identity Data Technical Data Profile Data Usage Data We collect your data via cookies, in line with our cookie privacy settings/consent request on our websites and with cookie settings in your browser. If you are also a End User, Panel Firm or Lender Client of LMS, we may use data from your use of our websites to enhance other aspects of our communications with or service to you. If you would like to find out more about cookies, including how we use them and what choices are available to you (see below). |
Cookies Policy |
What's a cookie?
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Cookie | LMS Website | Purpose | More Information | Persistent? |
CZ_AUTH | Conveyancer Zone | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication. | No | |
TrackMyCaseAUTH | Track My Case, Track My Case Remortgage Questionnaire | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication. | No | |
.ASPAUTH | LMS Select | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication. | No | |
TMC_Site | Track My Case Remortgage Questionnaire | No | ||
SELECT | LMS Select | This facilitates custom session management. | No | |
gbid | LMS Select | Used to persist the look and feel of the website. | Yes | |
LZ_AUTH | Lender Zone | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication | No | |
StarsAUTH | Conveyancer Zone, Lender Zone | Authorisation cookie used for STARS. This is essential for our site to facilitate authentication. | No | |
CZ_Download | Conveyancer Zone | Cookie used for download feature to signal that a document has been downloaded. | No | |
ASP.NET_SessionId | Conveyancer Zone, Lender Zone, Track My Case, LMS Select | Framework cookie used to identify your browsing session. This is required to allow information to be transferred from page to page. | https://msdn.microsoft.com/en-us/library/ms178194.aspx | No |
__RequestVerificationToken | Conveyancer Zone, Lender Zone, Track My Case, Lender Zone | Framework cookie used to combat forgery, to make the application safer. | No | |
_ga | Conveyancer Zone, Track My Case, Bank Account Check | Google Analytics, for supporting vital marketing research. | https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage | Yes |
_gat | Conveyancer Zone, Track My Case, Bank Account Check | Google Analytics, for supporting vital marketing research. | https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage | Yes |
_gid | Conveyancer Zone, Track My Case, Bank Account Check | Google Analytics, for supporting vital marketing research. | https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage | Yes |
cfid | STARS | Framework cookie used to identify your browsing session. This is required to allow information to be transferred from page to page. | No | |
cftoken | STARS | Framework cookie used to identify your browsing session. This is required to allow information to be transferred from page to page. | No | |
Broker-verify | Single Sign-on | Authorisation cookie that is essential for our site. | Yes | |
Broker.session | Single Sign-on | Authorisation cookie that is essential for our site. | No | |
idsrv | Single Sign-on | Authorisation cookie that is essential for our site. | No | |
idsrv.session | Single Sign-on | Authorisation cookie that is essential for our site. | No | |
CommonUI | STARS, Lender Zone, Conveyancer Zone | Authorisation cookie that is essential for our site. | No | |
Ecot.client | STARS, Lender Zone, Conveyancer Zone | Authorisation cookie that is essential for our site. | No | |
LZ_STARS | Lender Zone | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication | No | |
CZ_STARS | Conveyancer Zone | Authorisation cookie used for standard forms authentication. This is essential for our site to facilitate authentication | No | |
GPS | Corporate.lms.com | YouTube for embedded video | ||
VISITOR_INFO1_LIVE | Corporate.lms.com | YouTube for embedded video | ||
YSC | Corporate.lms.com | YouTube for embedded video | ||
IDE | Corporate.lms.com | DoubleClick (Google owned) - linked to the YouTube embedded video | ||
Test_cookie | Corporate.lms.com | DoubleClick (Google owned) - linked to the YouTube embedded video | ||
NID | Corporate.lms.com | Google - linked to the YouTube embedded video |
All cookies are strictly necessary apart from Google Analytics and YouTube for embedded video for which we have requested your consent where applicable. |
4. How we use your personal data | ||||||||||||||||||||||||||||||
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: |
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Click here to find out more about the types of lawful basis that we will rely on to process your personal data. |
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Generally we do not rely on consent as a legal basis for processing your personal data and we do not share data with third parties for direct marketing communications. |
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Purposes for which we will use your personal data |
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We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below. |
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Marketing |
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We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms: |
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Promotional offers from us |
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We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). |
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You will receive marketing communications from us if you have requested information from us or we provide services to you and, in each case, you have not opted out of receiving that marketing. |
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Third-party marketing |
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We do not share your data with third parties for marketing purposes. |
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Opting out |
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You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time |
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Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of service provision, product/service experience, website registrations or other transactions. |
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Change of purpose |
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We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us . |
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If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. |
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Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. |
5. Disclosures of your personal data |
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
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6. International transfers |
We do not transfer your personal data outside the European Economic Area (EEA). In the event we ever intend to transfer data outside the EEA on a one-off basis, we will provide information on this to you directly and
obtain your consent before transferring. However, our employees and officers will also be able to access emails and our IT systems whilst outside the EEA, in the course of their employment. This does mean that your personal data is accessible whilst outside the EU, however, we have assessed the risk and ensured adequate safeguards are in place. |
7. Data Security |
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents,
contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. |
8. Data retention |
How long will you use my personal data for? We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. We usually keep basic information about End Users, Lender Clients and Panel Firms (including Contact, Identity, Financial and Transaction Data) for six years after they cease being one of the preceding. For full information of our retention periods please contact us. In some circumstances you can ask us to delete your data: see Request erasure below for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you. |
9. Your legal rights |
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
No Fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. Time limit to respond We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. |
10. Glossary |
Lawful Basis Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to. Third Parties External Third Parties
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Your Legal Rights |
You have the right to: Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. |
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you
provide to us. |
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove
your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local
law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. |
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing
on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have
compelling legitimate grounds to process your information which override your rights and freedoms. |
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b)
where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected
to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. |
The right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. |
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw
your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. |
If you wish to exercise any of the rights set out above, please contact us. |