Legal Purposes Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us for legal purposes such as establishing, exercising or defending our or another's legal rights or in conducting legal proceedings.

This notice encompasses all legal matters whether contentious or non-contentious, which might include agreements with third parties, actions asserting intellectual property rights and litigation for debt recovery.

We may record information relating to your organisation as a prospective or existing business contact. Where such information does not relate to an identifiable individual, it may fall outside the scope of data protection legislation.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your personal data with?

We may share personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• The courts and those involved in legal proceedings and non-contentious matters
• Government agencies such as HM Revenue and Customs
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• Agents acting on our behalf
• Service providers (including associates)
• Solicitors, barristers and other legal professionals
• Witnesses
• Investigators
• Debt enforcement agencies
• Professional advisers

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with your personal data?

We are collecting this information to help us establish, exercise or defend our or another's legal rights or in conducting legal proceedings.

For instance, this may be to enter into an agreement with you or an organisation with which you are associated in some way. It may be to assert our legal rights in a matter or to approach you as a witness in some matter.

We may also process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data in reporting crime to, or when co-operating with, the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful bases are Legal Obligation, Contract and Legitimate Interests.

• contract - the Company may process your personal data in connection with a contract with you or a third party or as part of pre-contractual negotiations.
• legitimate interests - the Company has legitimate interests in establishing, protecting and asserting our or another's legal rights and in conducting legal proceedings; and in properly administering its business and backing up data.
• legal obligation - the Company may process or disclose personal data where necessary to comply with a legal obligation to which it is subject.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK GDPR):-

• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for compliance with a legal obligation to which the controller is subject (Article 6(1)(c)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

How are we collecting this information?

We collect personal data from data subjects themselves or through an agent acting for or on our behalf.

The Company or its agents may collect personal information from a variety of sources such as:-

• correspondence
• witness statements
• business records
• meeting records
• public records (such as electoral rolls)
• CCTV footage
• websites
• blog sites
• social media
• other third parties passing your details to us

What information are we collecting?

We may collect the following personal information when handling a legal matter:-

• your name and style of address
• gender
• job title
• organisation
• postal addresses
• email addresses
• telephone numbers
• other contact details
• signature
• the nature of the legal matter
• dates and times of interactions
• actions taken
• related correspondence (letters, messages, voicemails, etc)

We may collect additional personal data that is pertinent to the legal matter. This could include such data as tax references, bank details or salary records.

Who can see your information within the Company?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to a legal matter for six years (or twelve years if related to a document sealed as a deed) after the financial year in which the case was settled or the enforcement action was finalised based on the Limitation Act 1980.

We keep executed legal documents such as agreements, contracts and deeds indefinitely.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information