GDPR and Privacy Policy

SCOUT LEGAL LIMITED

Privacy Notice - General Data Protection Regulation (“GDPR”)

If you have chosen to instruct Scout Legal in your case, then Scout Legal will need to collect and hold your personal information in order to advise you and give you my opinion on the issues concerning your case, amongst other things. There might be
other reasons why Scout Legal needs to hold your personal information, for example, in order to provide a reference (see below).

This is my Privacy Notice under the GDPR and it sets out to explain what information Scout Legal collects about you, how it is used and shared and your rights regarding it. So, please read this Privacy Notice carefully. It contains information about the information collected, stored and otherwise processed about you and the reasons for the processing. It also tells you who Scout Legal shares this information with, the security mechanisms Scout Legal has put in place to protect your data and how to contact Scout Legal in the event you need further information.

Who Am I?

Scout Legal Limited (Registered number 0544424), a company offering expert witness and associated services, who collects, uses and is responsible for personal information about you. When Scout Legal does this, Scout Legal is the ‘controller’ of
this information for the purposes of the GDPR and the Data Protection Act 2018. Scout Legal is therefore:

registered with the Information Commissioner’s Office as a Data Controller for the
purpose of providing expert witness and associated services;
Scout Legal’s Registration number is 05444424
Scout Legal’s Registered address is Field Court Chambers, 5 Field Court, Gray’s Inn, London,WC1R 5EF

If you need to contact Scout Legal about your data or the processing carried out you can use the contact details at the end of this document. Scout Legal will try to answer any questions you ask about why Scout Legal needs the information and how Scout Legal will use it.

What does Scout Legal do with your information? Information collected

The vast majority of the information that Scout Legal holds about you is provided to or gathered by Scout Legal (or your solicitor, if you have one) during the course of your case and/or proceedings. When carrying out the provision of legal services or providing a reference Scout Legal collects some or all of the following personal information that you provide:

personal details
family details
lifestyle and social circumstances
goods and services
financial details
education, training and employment details
physical or mental health details
racial or ethnic origin
political opinions
religious, philosophical or other beliefs
trade union membership
sex life or sexual orientation
genetic data
biometric data for the purpose of uniquely identifying a natural person
criminal proceedings, outcomes and sentences, and related security measures
other personal data relevant to instructions to provide legal services, including data specific to the instructions in question.

Information collected from other sources.

Scout Legal may also obtain the same categories of information from third parties, such as other legal professionals or experts, members of the public, your family and friends, witnesses, courts and other tribunals, investigators, government departments, regulators, public records and registers.

How Scout Legal uses your personal information: Purposes

Scout Legal may use your personal information for the following purposes:

i. to provide services to my clients, including the provision of advice and appearing in
courts, tribunals, arbitrations, or at mediations
ii. to keep accounting records and carry out office administration
iii. to take or defend legal or regulatory proceedings or to exercise a lien
iv. to respond to potential complaints or make complaints
v. to check for potential conflicts of interest in relation to future potential cases
vi. to promote and market my services
vii. to carry out anti-money laundering and terrorist financing checks
viii. to train others and when providing work-shadowing opportunities
ix. to respond to requests for references
x. when procuring goods and services
xi. to publish legal judgments and decisions of courts and tribunals
xii. as required or permitted by law.

Whether information has to be provided by you, and why

If Scout Legal has been instructed by you or on your behalf on a case or if you have
asked for a reference, your personal information has to be provided, to enable Scout
Legal to provide you with advice or representation or the reference, and to enable
Scout Legal to comply with Scout Legal’s professional obligations, and to keep
accounting records.

The legal basis for processing your personal information

Scout Legal relies on the following as the lawful bases on which Scout Legal collects
and use your personal information:

If you have consented to the processing of your personal information, then Scout Legal may process your information for the Purposes set out above to the extent to which you have consented to Scout Legal doing so.
If you are a client, processing is necessary for the performance of a contract for
services or in order to take steps at your request prior to entering into a contract.
In relation to information which is in categories (6) to (16) above (these being categories which are considered to include particularly sensitive information and which include information about criminal convictions or proceedings) Scout Legal
relies on your consent for any processing for the purposes set out in purposes (ii), (iv), (vi), (viii) and (ix) above. Scout Legal needs your consent to carry out processing of this data for these purposes. However, if you do not consent to processing for purposes (iv) and (ix) (responding to potential complaints and providing a reference) Scout Legal will be unable to take your case or to provide a reference. This is because Scout Legal needs to be able to retain all the material about your case until there is no prospect of a complaint and to provide an informed and complete reference.
In relation to information in categories (g) to (o) above (these being categories which are considered to be particularly sensitive information and include information about criminal convictions or proceedings), Scout Legal is entitled by law to process the information where the processing is necessary for legal proceedings, legal advice, or otherwise for establishing, exercising or defending legal rights.
In relation to information which is not in categories (g) to (o) above, Scout Legal relies on my legitimate interest and/or the legitimate interests of a third party in carrying out the processing for the Purposes set out above.
In certain circumstances processing may be necessary in order that Scout Legal can comply with any professional obligations to which Scout Legal am subject (including carrying out anti-money laundering or terrorist financing checks).
The processing is necessary to publish judgments or other decisions of courts or tribunals.

Who will I share your personal information with?

If you are a client, some of the information you provide will be protected by professional privilege unless and until the information becomes public in the course of any proceedings or otherwise. As an expert Scout Legal has an obligation to keep your information confidential, except where it otherwise becomes public or is disclosed as part of the case or proceedings.

It may be necessary to share your information with the following:

data processors, such as Scout Legal’s IT support staff, email providers, data storage providers
other legal professionals
experts and other witnesses
prosecution authorities
courts and tribunals
the staff or associates of Scout Legal
lay clients
family and associates of the person whose personal information Scout Legal is processing
in the event of complaints, those who deal with complaints, the Expert Witness Institute, and the Legal Ombudsman other regulatory authorities
current, past or prospective employers
education and examining bodies
business associates, professional advisers and trade bodies, e.g. the Bar Council the intended recipient, where you have asked Scout Legal to provide a reference.
the general public in relation to the publication of legal judgments and decisions of courts and tribunals

Scout Legal may be required to provide your information to regulators, such as the Expert Witness institute, the Financial Conduct Authority or the Information

Commissioner’s Office. In the case of the Information Commissioner’s Office, there is a risk that your information may lawfully be disclosed by them for the purpose of any other civil or criminal proceedings, without Scout Legal’s consent or yours, which
includes privileged information.

Scout Legal may also be required to disclose your information to the police or intelligence services, where required or permitted by law.

Sources of information

The personal information Scout Legal obtain may include information which has
been obtained from:

other legal professionals
experts and other witnesses
prosecution authorities
courts and tribunals
trainee barristers
lay clients
family and associates of the person whose personal information Scout Legal is processing in the event of complaints, the Expert Witness Institute, and the Legal Ombudsman other regulatory authorities current, past or prospective employers education and examining bodies business associates, professional advisers and trade bodies, e.g. the Expert Witness Institute
the intended recipient, where you have asked Scout Legal to provide a reference.
the general public in relation to the publication of legal judgments and decisions of courts and tribunals
data processors, such as, IT support staff, email providers, data storage providers public sources, such as the press, public registers and law reports.

Transfer of your information outside the European Economic Area (EEA) This privacy notice is of general application and as such it is not possible to state whether it will be necessary to transfer your information out of the EEA in any particular case or for a reference. However, if you reside outside the EEA or your case or the role for which you require a reference involves persons or organisations
or courts and tribunals outside the EEA then it may be necessary to transfer some of your data to that country outside of the EEA for that purpose. If you are in a country outside the EEA or if the instructions you provide come from outside the EEA then it is inevitable that information will be transferred to those countries. If this applies to you and you wish additional precautions to be taken in respect of your information please indicate this when providing initial instructions.

Some countries and organisations outside the EEA have been assessed by the European Commission and their data protection laws and procedures found to show adequate protection. The list can be found here. Most do not. If your information has to be
transferred outside the EEA, then it may not have the same protections and you may not have the same rights as you would within the EEA.

Scout Legal may transfer your personal information to the following which are
located outside the European Economic Area (EEA):

cloud data storage services based in the USA who have agreed to comply with the EU-U.S. Privacy Shield, in order to enable Scout Legal to store your data and/or backup copies of your data so that Scout Legal may access your data when they need to. The USA does not have the same data protection laws as the EU but the EU-U.S. Privacy Shield has been recognised by the European Commission as providing adequate protection. To obtain further details of that protection see https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/eu-us-privacy-shield_en.

cloud data storage services based in Switzerland, in order to enable Scout Legal to store your data and/or backup copies of your data so that Scout Legal may access your data when Scout Legal needs to.

Switzerland does not have the same data protection laws as the EU but has been recognised by the European Commission as providing adequate protection; see https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-

eu/adequacy-protection-personal-data-non-eu-countries_en.

If Scout Legal decide to publish a judgment or other decision of a Court or Tribunal containing your information then this will be published to the world.

Scout Legal will not otherwise transfer personal information outside the EEA except as necessary for providing services or for any legal proceedings.

If you would like any further information please use the contact details at the bottom off this page

How long will I store your personal data?

Scout Legal will normally store all your information:

• until at least 1 year after the expiry of any relevant limitation period (which will usually be 6 years, but may be 12 years, or longer where the work includes information relating to a minor), from the date of the last item of work carried out, the date of the last payment received or the date on which all outstanding payments are written off, whichever is the latest. This is because it may be needed for potential legal proceedings.

At this point any further retention will be reviewed and the data will be marked for deletion or marked for retention for a further period. The latter retention period is likely to occur only where the information is needed for legal proceedings, regulatory matters or active complaints. Deletion will be carried out (without further notice to you) as soon as reasonably practicable after the data is marked for deletion.

• Scout Legal will store some of your information which Scout Legal need to carry out conflict checks. However, this is likely to be limited to your name and contact details and the name and general nature of the case. This will not include any information within categories (g) to (o) above.
• Information related to anti-money laundering checks will be retained until five years
after the completion of the transaction or the end of the business relationship,
whichever is the later.
• Names and contact details held for marketing purposes will be stored indefinitely or
until Scout Legal becomes aware or are informed that the individual has ceased to
be a potential client.

Consent

As explained above, Scout Legal is relying on your explicit consent to process your information in categories (7) to (16) above. You provided this consent when you agreed that Scout Legal would provide services or you asked Scout Legal to provide a reference.

You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity Scout Legal has carried out prior to you withdrawing your consent. However, where Scout Legal also rely on other bases for processing your information, you may not be able to prevent processing of your data. For example, if you have asked Scout Legal to work for you and Scout Legal has spent time on your case, you may owe Scout Legal money which Scout Legal will be entitled to claim.

If there is an issue with the processing of your information, please contact Scout Legal using the contact details below. Your Rights
Under the GDPR, you have a number of rights that you can exercise in certain circumstances.

These are free of charge. In summary, you may have the right to:

Ask for access to your personal information and other supplementary information;
Ask for correction of mistakes in your data or to complete missing information Scout Legal holds on you;
Ask for your personal information to be erased, in certain circumstances;
Receive a copy of the personal information you have provided to Scout Legal or have this information sent to a third party. This will be provided to you or the third party in a structured, commonly used and machine-readable format, e.g. a Word file;
Object at any time to processing of your personal information for direct marketing;
Object in certain other situations to the continued processing of your personal information;
Restrict Scout Legal’s processing of your personal information in certain circumstances;
Request not to be the subject to automated decision-making which produces legal effects that concern you or affects you in a significant way.

If you want more information about your rights under the GDPR please see the Guidance from the Information Commissioners Office on Individual's rights under the GDPR.

If you want to exercise any of these rights, please:

Use the contact details at the end of this document;

- Scout Legal may need to ask you to provide other information so that you can be
identified;
-Please provide a contact address so that you can be contacted to request further
information to verify your identity;
-Provide proof of your identity and address;
-State the right or rights that you wish to exercise.

Scout Legal will respond to you within one month from when I receive your request.
Marketing Emails
Please note if you wish to unsubscribe from any marketing emails that you have signed up or, you can do so by following the instructions here e mail info@horse-expert.co.uk. It may take up to one working week for this to become effective.

How to make a complaint?

The GDPR also gives you the right to lodge a complaint with the Information Commissioners’ Office if you are in the UK, or with the supervisory authority of the Member State where you work, normally live or where the alleged infringement of data protection laws occurred. The Information Commissioner’s Office can be contacted at http://ico.org.uk/concerns/.

Future Processing

Scout Legal does not intend to process your personal information except for the reasons stated within this privacy notice. If this changes, this privacy notice will be amended and placed on this website.

Changes to this privacy notice

This privacy notice was published on 17 July 2024.

Scout Legal continually reviews privacy practices and may change this policy from time to time. When Scout Legal does so it will be placed on this website.

Contact Details

If you have any questions about this Privacy Notice or the information Scout Legal hold about you, please contact Scout Legal.