1. What is the purpose of this notice and who does it cover?
1.1. This privacy notice (notice) gives you information about how Ellaby Chamberlain Limited (Ellaby Chamberlain, we, us or our) collects and processes your personal data when you contact us via email or phone or other means, use this website www.ellabychamberlain.com (referred to in this notice as “our website”), and when you provide personal data through the use of our website, phone, other means, or email including when you sign up to use our services or to attend our events and we need to process personal data in order to enter into an agreement or contract with you and manage that agreement or contract. This privacy notice applies to visitors to our website, prospective candidates, suppliers/processors and our clients.
1.2. Our services and our website are not intended for children, and we do not knowingly collect personal data relating to children. References in this notice to ‘’you’’ or ‘’your’’ are references to individuals who use our website or provide goods or services to us. It is important that you read this notice and any other notices we may provide to you from time to time when we collect or process personal data about you during your interactions with Ellaby Chamberlain, so that you are fully aware of how and why we are using your personal data.
2. Who can I contact if I have any questions?
2.1. Ellaby Chamberlain is the controller for your personal data unless we notify you otherwise. Ellaby Chamberlain is registered with the UK Information Commissioner’s Office (ICO) with registration number ZB305004.
2.2. If you have any questions about this notice or the information we hold about you, including any requests to exercise your rights under data protection law, please contact us, using via email on info@ellabychamberlain.com.
3. What happens if this notice is updated or my personal data changes?
This version of the notice was last updated on 3 March 2022 and any historic versions can be obtained by contacting us at info@ellabychamberlain.com. We will publish any changes to this notice on our website and where necessary we will also send you a copy via post or email. It is important that the personal data that we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
4. The personal data we collect about you
4.1. Personal data is any information which directly or indirectly identifies an individual, for example, your name, address, date of birth, photos, videos or voice recordings. This does not include any information that does not, and cannot be used to, identify an individual.
4.2. You give us your personal data through your use of our website, when you register to use our website or register or engage with us to become a candidate. We also collect personal data from other sources as set out below.
4.3. Personal data collected directly from you: The personal data we collect about you depends on the particular activities carried out through our website. This information includes:
| Identity Data | Your name, title, username or similar identifier. |
| Contact Data | Your address and contact details, including email address and telephone numbers. |
| Privacy Preferences | Details of your preferences about receiving communications from us including marketing communications. |
| Technical Data | Information gathered during your use of our website such as your IP address, the domain name from which you are accessing the server, browser type and version, time zone setting, browser plug-in type and version, operating system and platform. |
| Marketing and Communications Data | Your marketing and communication preferences. We also track when you receive and read marketing communications from us, which information we use to improve our marketing services, provide you with more relevant information and improve the quality of our marketing materials. |
| Profile Data | Information collected progressively when you visit our site including your referral website, pages you visit, actions you take, patterns of page visits and information from forms you fill in. |
| Usage Data | Information about how you use our website, such as the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time), products or services you viewed or searched for, page response times, download interaction information (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page. |
Personal data provided to Ellaby Chamberlain by third parties:
| Technical Data | We receive Technical Data from analytics providers such as Google Analytics. |
| Financial Data | We receive bank account details from suppliers in order to process payments under the supplier contract. |
4.4. We do not collect any financial information on our website.
5. What happens if you do not supply your personal data?
5.1. You are under no statutory or contractual obligation to provide personal data during your use of our website or in your interactions with us. However, if you do not provide us with your personal data we may not be able to process your application to become a member, send you joining instructions for an event which you wish to attend, or to send you our newsletter.
6. Purposes and legal basis for which we will use your personal data
6.1. The table below describes the ways in which we use your personal data and the legal bases we rely on to do so. Where appropriate we have also set out our legitimate interests in processing your personal data.
| Individual | Purpose and/or activity | Type of Data | Legal basis for processing |
| All website visitors | Personalising and tailoring the website – delivering relevant content to you, to measure or understand the effectiveness of the content we serve to you. | Survey Data and Profile Data | Legitimate Interest – we have a legitimate interest in personalising and tailoring the website to provide users with the best experience. |
| All website visitors | Managing your preferences. | Privacy Preferences | Legitimate Interests – we have a legitimate interest in sending communications including marketing communications to users of our website, in order to keep them informed of our services. |
| All website visitors | Managing and improving our website. | Technical Data | Legitimate Interest – we have a legitimate interest in creating an effective website for the benefit of our users and ultimately to benefit our organisation. |
| All website visitors | Creating user profiles. These are used to help us improve the content, design and performance of our website. | Technical Data, Identity Data and Contact Data | Legitimate interest – we have a legitimate interest in creating an effective website and to tailor content for the benefit of our users and ultimately to benefit our organisation and provide relevant content to website users. |
| All website visitors | Sending you marketing emails. | Contact Data, Marketing and Communications Data | Consent |
| Individuals contacting us with enquiries | To respond to enquiries received from individuals, including media enquiries, individuals reporting problems with our website and enquiries from members of the public and prospective candidate’s and/or employers. | Contact Data | Legitimate Interests – we have a legitimate interest to respond to enquiries that are sent to us for the benefit of the individual making the enquiry and to aid understanding. |
| Our suppliers and clients | To set you up as a supplier or client provider on our systems and enter into a contract with you. | Identity, Contact and Financial | Performance of a contract |
| Our suppliers | To undertake relevant anti-money laundering, anti-corruption, anti-terrorism and identity checks and conflict checks to ensure we can use your services. | Identity, Contact and Financial | Legal and regulatory obligation |
| Our suppliers and clients | To operate our contract with you including managing payments, fees and charges and collecting and recovering any money owed to us. | Identity, Contact and Financial | Performance of a contract |
| Our suppliers and clients | To manage our relationship with you including notifying you about changes to our terms or this notice. | Identity and Contact | Performance of a contract |
7. How long will personal data be retained?
7.1. We keep personal data that we obtain about you for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on the nature of the information concerned and the purposes for which it is processed.
8. Sharing your personal data
8.1. Ellaby Chamberlain may share your personal data with third-party processors who provide services to us. These services include:
- employers who wish to use our services;
- partners who host events on our behalf; and
- third parties who provide outsourced operational services to us.
8.2. We may share your personal data with organisations where we have a legal obligation, contract or other legitimate interest to do so.
8.3. Your personal data may be transferred to other third-party organisations in certain scenarios, for example:
- if as part of your application to become a candidate we need to verify your professional membership with the SRA or other relevant professional bodies. We may need to share your name and membership number with the professional body that you claim to be a member of;
- if we are discussing selling or transferring part or all of our business, personal data may be transferred to prospective purchases under suitable terms as to confidentiality;
- if we are reorganised or sold, personal data may be transferred to a buyer who can continue to provide services to you;
- if we are required to by law, or under any regulatory code or practice we follow, or if we are asked by any public or regulatory authority, for example the police, we may need to share your personal data; or
- if we are investigating or defending any legal claims your personal data may be transferred as required in connection with defending such investigations and/or claims.
9. Transferring data overseas
9.1. In some cases, we may need to transfer personal data outside the European Economic Area (EEA) and/or United Kingdom (UK). Where this is the case, we will only share the minimal amount of personal data necessary for the purpose of processing and, where possible, we will share the personal data in an anonymised form.
9.2. Whenever we transfer your personal data out of the EEA and/or UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- we may transfer your personal data to countries for whom there has been an adequacy decision by the European Commission and/or an adequacy regulation granted by the UK Secretary of State (as applicable) confirming that that country provides an adequate level of protection for personal data;
- we may use specific contracts approved by the European Commission and/or UK Data Protection Laws (as applicable) which give personal data the same protection it has within the EEA and/or UK. When we rely on this measure we will ensure that the third-party can comply with the provision of such contracts and we have confirmed that the country to which the personal data is transferred provides enforceable data subject rights and effective legal remedies for data subjects are available there; or
- a specific exception applies under applicable data protection law.
10. How we protect your personal data
10.1. We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
10.2. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
11. Marketing
We would like to send you information about products and services and events which may be of interest to you. Where we have your consent or it is in our legitimate interests to do so, we may do this by post, email or telephone. We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes. We will only ask whether you like us to send you marketing messages when you subscribe to receive our latest news and events on our website. If you have agreed to being contacted in this way, you can unsubscribe at any time by:
- contacting us at info@ellabychamberlain.com; or
- using the 'unsubscribe' link in emails or communications we send to you.
12. Your rights
12.1. Under data protection laws, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal data.
- Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete personal data you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Rights related to automated decision making, including profiling - You have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you.
12.2. If you wish to exercise any of your rights, please contact us at info@ellabychamberlain.com. In most cases we will deal with your request as soon as possible and at the latest within one calendar month of the request. If we need to extend the time period for responding to your request, we will let you know within the one-month period. We do not charge a fee for any such requests unless there are exceptional circumstances.
13. Complaints
If you have any concerns about the personal data we use about you, you have the right to make a complaint at any time to the ICO by contacting them at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance via email at info@ellabychamberlain.com.
