Privacy Notice

Zeidler Group Privacy Notice – Clients & Suppliers

This privacy notice will inform you as to how we look after your personal data when you visit https://zeidler.group (the “Website”), our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

About Zeidler – data controller

We are the controller and responsible for your personal data, “we“, “us” or “our” in this privacy notice).

Zeidler Group (“Zeidler”) comprises the following entities: Zeidler Legal Services Rechtsanwaltsgesellschaft mbH, Zeidler Legal Services (UK) LTD, Zeidler Legal Process Outsourcing Limited, Zeidler Consultancy Services India PVT LTD, Zeidler Legal Services (Luxembourg) S.A. and Zeidler Legal Services (i.e. Irish Partnership Dr. Arne Zeidler and Mr.Robert Boyle).

Each Zeidler entity above will be a data controller to the extent that it controls personal data of individuals working for Zeidler’s clients. A reference to Zeidler in this privacy notice means the relevant Zeidler entity above. From time to time some Zeidler entities may act as joint controllers for internal administration purposes within Zeidler.
In order to make it easy for you to communicate with Zeidler with regards to your data privacy rights, we provide a single contact point. In case of any communication related to this privacy notice with Zeidler, please contact [email protected].
You can find the address of each Zeidler entity in the Annex 1to this privacy notice.

We have appointed a data privacy manager 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 at [email protected].

Important information

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you opt in to receive materials from us.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy 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.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection issues (Home | ICO). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice

This version was last updated on 28 May 2021. 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.

Personal 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 follows:

Identity Data: includes first name, last name, username or similar identifier, address, place of birth, marital status, title, date of birth and gender, job title, legal identification documents and company name.
Contact Data: includes records of business communications (for example, e-mails and/or notes of discussions concerning business matters), work email address and work phone address.
Transaction Data: includes invoices, payments, payment methods, time, place, price.
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 this website.
Profile Data: includes your interests and preferences on our website.
Usage Data: includes information about how you use our website.
Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.

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.

We deal with customers who are professional organisations such as law firms, asset managers or financial institutions. There may be limited occasions where, as part of our services, we collect and process Identity and Contact Data relating to individuals (employees, service providers, consultants, etc) where it is necessary and relevant to our services.

How we collect personal data

Most of the data we collect is via direct interactions with customers and suppliers, although sometimes we obtain personal data via our own initiatives, such as from websites, LinkedIn or other sources. We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

enquire about our services;
complete online or paper forms;
attend interviews with us;
create an account on our website;
subscribe to our service or publications;
request marketing to be sent to you; or
give us some feedback.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy below for further details.

Third parties or publicly available sources. We may receive Identity and Contact Data about you from public sources.

How we use personal data

Zeidler only uses personal data when the law allows it. Most commonly, we use customer and supplier personal data in the following circumstances:

Where it is necessary for our legitimate business interests (or those of a third party) and the interests and fundamental rights of the data subject do not override those interests:
such as participating in business-related communications, managing our contractual and business relationships or sending marketing and other materials of potential interest to customers and suppliers.
Where we need to comply with a legal or regulatory obligation:
we may share your personal information in order to comply with legal obligations to which we are subject.
Other purposes:
- in order to protect your vital interests or those of another individual; and/or
- for the purposes of record-keeping and hosting, back-up and restoration of our systems.

We sometimes use third party service providers to deliver certain IT, technology and similar services to us (for example, the hosting of this website or related services). Where this happens, they do so in the capacity of data processors on behalf of the relevant Zeidler company, on terms which are compliant with the applicable law, and which restrict their use of your personal data to that which is solely necessary in order for them to deliver services to us.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Where we send marketing materials to customers or suppliers we will always provide the ability to opt-out in each communication we send.

Sharing personal data with others

We share your personal details:

with people within our group who are involved in carrying out the processing described above; and
with third party service providers who process your information on our behalf for the purposes above – such as IT hosting providers, payment service providers, data analytics specialists and other professionals retained by us.
There may be rare occasions where the nature of a customer instruction or supplier relationship mean that we have to share personal data with limited external third parties.

We will also share your personal information:

if we think this is necessary to in order to protect the rights, property, or safety of our business, our employees, our partners, or our customers. This includes sharing information for the purposes of fraud protection and credit risk reduction;
any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006;
third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal information in the same way as set out in this policy; and/or
with government authorities and/or law enforcement officials if required by law.

Storing your personal information and transfers outside the UK and EU

We may use our secure servers to store your personal data. We take appropriate physical, electronic and procedural measures to ensure that we keep your information secure, accurate and up to date in accordance with this policy. We use the following third parties to store electronic copies of your personal data: AWS cloud, Microsoft cloud, Hubspot, Salesforce Cloud, Google Cloud, Jira Cloud, Xero Cloud, Chaser Cloud, Exavault Cloud, Mailchimp, Pandadocs, Sendgrid, Testrail. We may, from time to time, store physical copies of your personal data in our offices. At all times we remain responsible for security of all your personal data.

Your personal information may be stored and processed outside of the country where it is collected, including outside of the UK (under the UK GDPR) or outside the European Economic Area (EEA) (under the EU GDPR). When we transfer information in accordance with the UK GDPR or EU GDPR, we ensure that appropriate and suitable safeguards and technical measures are in place to protect your personal data. Where possible, we will transfer personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. Where it is necessary to transfer personal data to other countries, in the absence of an adequacy decision we make use of standard contractual clauses approved by the European Commission from time to time, or we implement other similar measures required by laws around the world. Please contact us at [email protected] for further information.

Personal data relating to someone else

Prior to providing to Zeidler any personal information concerning another individual, you must (unless we agree otherwise):

inform the individual that you wish to share their personal data and refer them to this privacy policy; and
obtain their permission (where possible) to share their personal information with us in accordance with this policy.

Data security

We have put in place appropriate security measures to prevent 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.

Data retention

We will only keep records of your personal information for as long as is reasonably necessary for the purposes for which we have collected it, and in order to comply with any statutory or regulatory obligations in relation to retention of records.

We may retain your personal data longer:

to comply with law;
to protect your vital interests or those of another individual; or
in connection with any legal claims (to the extent those claims are continuing after the end of the relevant retention period).

Finally, we may create anonymised or aggregated records relating to demography or the use of our website or services, from which no individual is identifiable. We may retain those records, which are not personal data, indefinitely.

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.

Your legal rights

Under certain circumstances, you have rights under the relevant data protection laws in relation to your personal data. Please see below the summary of your rights:

right to rectification:

if your personal information is incorrect or incomplete any way, you may notify a person dealing with your matter and where inaccurate or incomplete, we will correct it without delay.

right of access:
you may request a confirmation from us that we are processing your personal data;
access your personal data held by us and request a copy (unless providing a copy adversely affects the rights and freedoms of others);
obtain certain information about how we process your personal data, categories of personal data processed, recipients or categories of recipients who receive personal data from us; and
how long we store your personal data for and the criteria we use to determine retention periods.
right to be informed:
how your personal data is being processed;
how long it will be stored for;
the legal basis for processing,
recipients (or categories of recipients) of your personal data; and
whether personal data must be provided under statute or for another reason and the consequences of not providing the personal data to ensure the fair and transparent processing of your personal data.
right to restrict processing under certain circumstances:
if you contest the accuracy of your personal data, we may restrict its processing, until we can verify its accuracy;
if the processing is unlawful;
if we no longer need to process your personal data, unless we still need your personal data for the establishment, exercise, or defence of legal claims; and
if you object to processing that relies on public interest or our (or third party’s) legitimate interest as the lawful processing ground.
right to data portability:
right to receive from us a copy of your personal data in commonly used and machine-readable format and store it for further use on a private device; and
right to transmit personal data to another third party; or have your personal data transmitted directly from one third party to another where technically possible.
right not to be subject of automated processing:

Right not to be subject to automated decision-making, including profiling, which has legal or other significant effects on you.

the right to object to processing:

you may object to processing of your personal data. We will stop processing your personal data once notified by you, except if we can demonstrate a compelling legitimate ground for processing the personal data that overrides your request; or processing is necessary to exercise or defend legal claims.

If you wish to exercise any of the rights set out above, please contact us at contact@zeidlerlegalservices.com.

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.

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.

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 if you have made a number of requests. In this case, we will notify you and keep you updated.

Entity Name	Address
Zeidler Legal Services Rechtsanwaltsgesellschaft mbH	Bettinastrasse 48, 60325, Frankfurt am Main, Germany
Zeidler Legal Services (UK) LTD	Zeidler Legal Services (UK) Limited, The Print Rooms, 164 – 180 Union Street, London SE1 0LH, United Kingdom
Zeidler Legal Process Outsourcing Limited	Southpoint, Herbert House, Harmony Row, Grand Canal Dock, Dublin 2, Ireland
Zeidler Legal Services	Southpoint, Herbert House, Harmony Row, Grand Canal Dock, Dublin 2, Ireland
Zeidler Consultancy Services India PVT LTD	Wework WeWork Raheja Platinum, Sag Baug Road, Off Andheri-Kurla Rd, Marol, Andheri East, Mumbai 4000056, India
Zeidler Legal Services (Luxembourg) S.A.	20, rue Eugène Ruppert, L-2453, Luxembourg