Data Protection Policy

Effective 25 May 2018

We respect your trust in us to use, store and share your information. In this notice, we explain how we collect personal information about you, how we use it and how you can interact with us about it.

Who we are

When we talk about, or “us” or “we” in this notice, we are talking about Niall Colgan & Co. Solicitors.

How we collect information about you

We collect personal information from you, for example when you retain our services and we undertake to represent you in any legal proceedings; or look for advice. We always ask for your consent when collecting personal information about you. We do not use automated decision making when collecting or processing your data.

How we keep your information safeWe protect your information with security measures under the Data Protection Acts and the General Data Protection Regulation (GDPR). We keep our computers, case files and office premises secure. We use a cae management software in order to keep your information safe.When you contact us to ask about your information, we may ask you to identify yourself. This is to help protect your information.

How long we keep your information

To meet our legal and regulatory obligations, we hold your information while you are a client of Niall Colgan & Co. Solicitors and for a period of time after that. We do not process it for longer than necessary. We also aim to process only data strictly relevant to your case. Under the data minimisation obligation flowing from the GDPR, we delete all data no longer necessary for discharging our legal or contractual obligation to you or any third parties including emanations of the State.

Meeting our legal and regulatory obligations

To use your information lawfully, we rely on one or more of the following legal bases:

• performance of a contract;

• legal obligation;

• protecting the vital interests of you or others;

• public interest;

• our legitimate interests; and

• your consent.

To meet our regulatory and legal obligations, we collect some of your personal information, verify it, keep it up to date through regular checks, and delete it once we no longer have to keep it. We may also gather information about you from third parties to help us meet our obligations. If you do not provide the information we need, or help us keep it up to date, we may not be able to provide you with our legal services.

How we use your information

We use information about you to:

• discharge our legal obligation to you under your contract;

• protect both our interests;

• meet our legal and regulatory obligations; and

• liaise with third parties regarding your case in order to achieve optimum results.

To provide our legal services under the contract we agree between us, we need to collect and use personal information about you. If you do not provide this personal information, we may not be able to provide you with our legal services. We analyse the information that we collect on you through your use of our legal services. We do not use atomated decision making in our process. All information provided by you and used by us in relation to your case is dealt with personally by a qualified legal professional at Niall Colgan & Co. Solicitors

Your information and third parties

Sometimes we share your information with third parties. For example to:

• provide legal services and information;

• discharge our legal obligation to you under the terms of the contract between us;

• research information pertaining to your case;

• collect debts;

• trace information; and

• protect both our interests.

We expect these third parties to have the same levels of information protection that we have. We also have to share information with third parties to meet any applicable law, regulation or lawful request. When we believe we have been given false or misleading information, or we suspect criminal activity we must record this and tell law enforcement agencies, which may be either in or outside the Republic of Ireland.

International transfers of data

We may transfer your personal information outside of the European Economic Area (EEA) if obtaining the optimum outcome for your case so requires. We expect the same standard of data protection is applied outside of the EEA to these transfers and the use of the information, to ensure your rights are protected.

Your personal information rights

You will find information about your rights, when they apply and our responsibility to you on the Data Protection Commissioner’s website, at www.dataprotection.ie .

Should you have any additonal questions about your rights or accessing your personal information processed by us, you can contact us by post at the following postal address: Niall Colgan & Co. Solicitors, 20 South Mall, Cork, TI2 EW7Y.

Further information is available on our website at www.colgansolicitors.com/dataprotection. We can help you with:

Accessing your personal information:

• You can ask us for a copy of the personal information we hold.

• You can ask us about how we collect, share and use your personal information.

• You can update and correct your personal details in our office with a prior appointment and the relevant identification.

Removing consent: You can change your mind wherever you give us your consent, such as for liaising with any third parties, or using your sensitive information, such as medical or biometric data.

Restricting and objecting: You may have the right to restrict or object to us using your personal information. For details of any grounds for objection, please refer to the Data Protection Commissioner’s website at www.dataprotection.ie .

Deleting your information (your right to be forgotten):You may ask us to delete your personal information.

Moving your information (your right to Portability). Where possible we can share a digital copy of your information directly with you or another organisation. When you contact us to ask about your information, we may ask you to identify yourself. This is to help protect your information. We generally do not charge you when you contact us to ask about your information. For further information on any fees chargeable when accessing your information, please refer to our Subject Access Request Procedure at www.colgansolicitors.com/dataprotection .

Complaints

If you have a complaint about the use of your personal information, please let our office know, giving us the opportunity to put things right as quickly as possible. If you wish to make a complaint you may do so by telephone, in writing and by email. Please be assured that all complaints received will be fully investigated. We ask that you supply as much information as possible to help us resolve your complaint quickly. You can also contact the Data Protection Commission in Ireland if you have a complaint.