PRIVACY NOTICE for SDLT.co.uk and FormEvo.co.uk Website and Service users.

We treat your privacy seriously, please read this Notice.

By visiting https://www.sdlt.co.uk and https://www.online.sdlt.co.uk, https://formevo.co.uk and https://online.formevo.co.uk/ or https://www.EvoVault.co.uk or https://www.EvoSign.co.uk  (our ‘Sites’), you accept and acknowledge the practices described in this Privacy Notice.

For clarity, “Customers” refers to law firms and legal practices contracted with Cockerel Software Limited, trading as FormEvo, SDLT, EvoSign and EvoVault.  “Clients” refer to the clients who instruct our Customers to provide legal advice and who may be provided with access to our Sites for the purposes of sharing legal forms/documents with one another and “Personnel” refers to our Customer’s staff and employees who are engaged in providing legal services to Clients using our Sites on behalf of the Customer and, as such, our Customers Privacy Notices (both in respect of their Personnel and Clients) will apply.

Important Information and who we are

The privacy security and confidentiality of our customers is crucial to us. This Privacy Notice explains how we use the information we collect about you and the procedures that we have in place to safeguard your, and your clients’ privacy. 

Where you are a law firm and engage with us on our Sites to provide you with our services, issues relating to the processing of personal data and confidentiality of information are set out in our Standard Terms of Business and End User Software Licence (“EULA”). 

In this Privacy Notice, we will refer to you as our “Customers”. In providing our services, we will process limited personal data of our Customers but please note that our services by definition will also capture personal data of your clients, which we will refer to in this Privacy Notice as “Client Data”. Unless indicated otherwise, where we refer to “you”, this document relates to all personal data that we process on our Sites in respect of both Clients and Customers.

For those who wish to browse our website and services please note that it is not intended for children (data subjects under the age of 18) and we do not knowingly collect data from children. 

For the purposes of the UK Data Protection Act 2018 and delivering our services to you, the ‘Data Controller’  is Cockerel Software Limited.  If you have any questions about this Privacy Notice, please contact us using the details set out below.

Our Data Privacy Officer is Archie Courage, and you can contact him via email archie @ sdlt . co. uk, should you have any questions regarding the processing of your personal data.

Contact details

Full name of legal entity:            Cockerel Software Limited

Name of data privacy manager: Archie Courage

Email address:                          archie @ sdlt . co .uk

Postal address:                         First Floor Citygate, St James ‘Boulevard, Newcastle Upon Tyne, NE1 4JE.

We are a company registered in England and Wales with company number 03505184 and our registered office is First Floor Citygate, St James ‘Boulevard, Newcastle Upon Tyne, NE1 4JE. We are also registered with the Information Commissioner’s Office under registration number Z1599171.

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 or other competent supervisory authority of an EEA state if the Services are delivered outside the UK. We would, however, appreciate the opportunity to deal with your concerns before you approach the relevant supervisory authority, so we request that you please contact us in the first instance.

The information we collect and how we use it

Our Customers may collect, use, store and transfer different kinds of personal data about their Clients and Personnel for the purpose of completing legal forms and documents whilst using our Sites.  Our Customers are data controllers in relation to the personal data processed by them.  By making our Sites available to our Customers, our Sites may process the following information:

Identity Data – includes first name, last name, date of birth, national insurance details, passport numbers, marital status, dates of birth and death, names of relatives and any such essential information as we may require from time to verify your identity and deliver our services to you;

Contact Data - includes name, address and email address;

Finance Data - includes bank account and payment details ;

Device and Technical Data – includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our Sites;

Profile and Usage Data – includes details about the way in which you use our Sites; and

Marketing and Communications Data (relevant to Customers only) – including feedback on our services.  Please see further details below at “Marketing” to understand what marketing practices we employ when using your personal data.

The information we gather from you is the minimum we require to deliver our services and we do not request or hold any information from you that is not strictly necessary to deliver our services.

If you are a Customer, we gather information to allow us to contact you efficiently and deal with your support-based queries, to engage with you as a Customer and in order to deliver our services.

If you are Client, we will not contact you directly and will process your personal data only in accordance with the services that we provide to your legal advisor, our Customer. Where Clients require support from us, this shall be provided by us via our Customer.

Our Sites are also used to store sensitive personal data on behalf of our Customers and other organisations that they interact with.  We securely store and process sensitive personal data under the terms outlined in this Privacy Notice and our Information Security Management Security Policy (ISMS). Our Terms of Business provide our Customers with a link to access our ISMS if required.   Please note that we do not collect any information about criminal convictions and offences relevant to our Customers.

If you are a Client who uses our Sites to facilitate instructions provided to your legal representative, then we invite you to make any request for information (otherwise known as a “Subject Access Request”) through the law firm you have instructed, and not directly to us.  This is because we act as a third-party data processor to your law firm, who have engaged us under contract to support their business needs.  Accordingly, we recommend you read their Privacy Notice so that you understand how they handle your personal data. 

We will also collect information automatically from you each time you visit our publicly accessible website which may include technical information such as your IP address browser type and version, your operating system and any active plugins as well as information about your visit e.g., what pages you visit on our Website, page response times, lengths of visits to each page and any general Website or download errors.

Marketing

As our Customer, you may wish to register for our mailing service in which case you will need to provide us with your name and email address. From time to time we may provide the information that you have provided in subscribing to our mail service or in purchasing products or services through the Website to our customer service agencies.  This will only be used for research and analysis purposes so that we can monitor and improve the services we provide. 

We will never directly approach Clients to market our products or services.   We may provide our Customers with information about special features on our Website or any other services or products from Cockerel Software Limited and associated organisations in the public and private sector that we think may be of interest to them. If you would rather not receive this information, please send a blank email message with the subject line “No Marketing” by following this unsubscribe @ formevo . co. uk.

We may also want to provide you with related information from third parties we think may be of interest to you, but we will never disclose our Customers contact details or any other data that might identify you with any third party save as detailed in this Privacy Notice.  We may, however, share anonymised information about our users with third parties. 

As our Customer, if you would rather not receive information generated by third parties and curated by us, please send an email with the subject line “No Promotional” by following this unsubscribe @ formevo. co. uk.

We use your information primarily to deliver our services to you and to help us improve our service continually along with our Website and user experience. Aside from the matters laid out above, your personal data will not be disclosed to any third party save with your consent or as may be required by law.

Where we hold information and what we do with your information

The information and content held on our Sites is stored exclusively within the UK.  We will never share your user information with third parties for promotional purposes.

We engage Coreix as host server provider and require them to maintain high security standards to safeguard your personal data. 

We remain responsible at all times for the security of your information.  If our Customers would like to know more about how we interact with our sub processors, please refer to their complete listing in the Terms of Business and its associated ISMS document.

Our lawful basis for processing 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:

Where we need to perform our services under a contract that we are about to enter into, or have entered into with you.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data.  We only process special category data (i.e. sensitive personal information) when delivering our services to our Customers who will have their own legal basis for collecting and processing this type of personal data from their clients.

Our use of cookies and other information gathering technologies

Cockerel Software Limited employs information gathering technologies for the purposes of collecting information and statistics about the users of this Website, but such information will not be used to identify any individual.

You can find more information about the cookies we use and how we use them in our Cookie Policy https://www.formevo.co.uk/download/CookiesPolicy.doc

How we protect your information

The internet is not a secure medium. We have put in place comprehensive security measures to safeguard your personal data but please be aware that you should treat the internet as an insecure medium in all your communications with us and ensure that your office and/or home computers and devices are sufficiently protected from cyber-attack.

We have policies and practices in place to ensure that we are fully compliant with the UK data protection legislation (which includes the UK GDPR and the Data Protection Act 2018) that comprises training and robust procedures in place for our staff who handle or have access to your personal data.

We are accredited with Cyber Essentials Plus to provide you with confidence about how seriously we approach protecting you, and your Client’s Data.

Disclosure of your personal data

In the ordinary course of conducting our business operations and delivering our services to our customers, we may have to share your personal data with third parties.  These third parties are set out below:

Professional advisers including lawyers, bankers, auditors, pension providers and insurers based in the UK who provide consultancy, banking, legal, pension, insurance and accounting services.

HM Revenue & Customs, regulators and other authorities acting as data controllers based in the UK who require reporting of processing activities in certain circumstances.

Any government department, body, agency or authority, professional association (including but not limited to The Law Society of England and Wales), Welsh Revenue Authority, Ministry of Justice or Civil Court under the jurisdiction of England and Wales for the submission of our forms through the use of our Sites. HM Land Registry and Companies House.

Service providers in the UK who provide website, IT and system administration services including Coreix, Rapidswitch, Amazon Web Services, SMS Works, Signiflow, Layer7 and Inovica Limited.

Sale of Business – in the event that Cockerel Software Limited is integrated into any company or organisation or its business is acquired by a third party, limited information may be disclosed to our advisers and any prospective operators and their advisers and will be passed on to the new operators of our Sites.  In such circumstances, we will only share your personal data to the extent that this would be required for the purposes of a due diligence exercise and such disclosures would be bound by a duty of confidentiality.

We require all third parties to respect the security of your, and your Client’s personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use this personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International Transfer of Personal Data

The data that we collect from you is stored in servers based in the UK.  However, your personal data may be transferred to a destination outside the UK and/or the European Economic Area (“EEA”) if our Sites are accessed from these areas, and you and your Client’s should consider this fact carefully.  

If your personal data is transferred to, or otherwise processed in a country or territory outside the UK or EEA, and that country or territory has not been recognised as providing an adequate level of data protection, please note that we have put in place safeguards to protect your personal data in accordance with the data protection legislation. 

If you would like further information about this, then please contact us using the details already provided in this notice.

How Long We Retain Your Personal Data

We are required by law to keep your personal data only for as long as is necessary for the purposes for which we and therefore our Customer are using it.

The period for which we keep your personal data will be determined by a number of criteria, including the purposes for which we are using the information, the amount and sensitivity of the information, the potential risk from any unauthorised use or disclosure of the information, and our contractual, legal and regulatory obligations.

Retention of Customer and Client Data is ultimately our Customer’s decision as data controller.

Request for Information

Under the UK GDPR, you have the right to find out about what information we hold about you.

You can exercise that right by contacting us and we will send you any request for information in a suitable electronic form within one calendar month (or longer in the event that we hold complex or voluminous records about you). 

Please contact us at help @ formevo.co. uk if you’d like to make such a request.

Where you are a Client who has engaged a law firm to provide legal professional services, we ask that you please direct your request to your legal representative in the first instance.  Any request that we receive from you will be notified to our customer who operates as a data controller to your personal data and is therefore responsible for dealing with your request.

Updating your details

If any of the information that you have provided to Cockerel Software Limited changes, for example if you change your email address, please let us know the correct details by sending an email to help @ formevo .co .uk

Notice

By submitting your information, you acknowledge and accept the lawful basis upon which we use your information as set out in this Privacy Notice. If we change our Privacy Notice we will post the changes on this page and may place notices on other pages of our Sites, so that you may be aware of the information we collect and how we use it at all times. 

Last updated 1121  191121 Reviewed Apr 24 AC