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Privacy notice

Processing of personal data of Eversheds Attorneys Ltd.’s (“Eversheds”) clients and partners and personal data processing related to marketing

Data processing in a nutshell

We collect your personal data for, inter alia, taking care of the client relationship, developing our business operations, and planning marketing.

The data we process are given to us by you in connection with, for example, assignments, or obtained from various directories, registers and other public sources of information, such as the Population Information System and credit information registers.

We process your personal data when taking care of an assignment and when sending you client communications or marketing material.

We respect the protection of your privacy in all of our processing. We do not process any data which can be directly connected to you, unless this is necessary for the purposes of the processing.

You can influence how we process your personal data. We describe your rights as a data subject and how you can use them in section Rights of the data subject.

Who processes your data?

Eversheds Attorneys Ltd. (Business ID: 2556202-6, address Fabianinkatu 29 B, 00100 Helsinki, Finland; “we”) processes your personal data as the controller for the purposes of taking care of assignments, engaging in co-operation, or marketing.

Who can I contact in questions related to data protection?

If you have any questions related to data protection or you wish to exercise your rights, you may contact:

Eversheds Attorneys Ltd.
Data protection matters
Fabianinkatu 29
BFI-00100 Helsinki
Finland

privacy@eversheds.fi

What personal data do we process?

We will process the following information about you for managing the client relationship and for marketing purposes:

Basic information, such as

  • name and personal identity code (for private clients)
  • contact details: address, telephone number and email address
  • position and title in company, if marketing is directed at the company you work for or you represent a corporate client

 Data related to client relationship:

  • communication and correspondence related to client relationship
  • data related to the handling, invoicing and debt collection pertaining to assignments
  • data related to the identification of the client as required under legislation (including copy of identity card)
  • information on meetings

Information related to marketing and events

  • provided information on interests
  • your participation in training and client events
  • marketing measures targeted at you and any information provided or received in connection therewith
  • direct marketing consents and prohibitions

 Data of co-operation partners

  • Name
  • Name and position of the company’s representative in the company (when the co-operation partner is a company)
  • Contact details (email address, telephone number, address)

Managing the client relationship requires the provision of name and contact details. In certain cases, we are also obligated under anti-money laundering legislation to identify our clients, in which case accepting the assignment requires the provision of the requested identification data.

For what purposes do we process your personal data?

We process your personal data for taking care of assignments as well as taking care of, administering, analysing and developing the client relationship, including through electronic client communications, direct marketing, opinion polls and market research. We can also use your personal data for analysing, planning and developing the business operations of Eversheds and any of its group companies.

We process your personal data for the planning, targeting, sending, developing and planning of marketing.

If you are a co-operation partner or represent such partner, we process your data for the purposes of co-operation.

On what grounds do we process your data?

We process your data to provide any requested quotations and to prepare and execute an agreement concerning an assignment or co-operation.

We also process your data on the basis of the legitimate interests resulting from the client relationship or potential client relationship with you or with the company you represent, as well as based on legal obligations related to the identification of the client.

We process your personal data on the basis of the consent you have given us when we ask you for a marketing authorisation for sending direct marketing and newsletters. You may withdraw your consent at any time by informing us about it at privacy@eversheds.fi.

From where do we obtain your personal data?

We collect your personal data primarily from you when we conclude an assignment agreement with you.

If you represent a corporate client, we will collect your data primarily from you. We may also receive your information from the corporate client that you represent.

If you represent a corporate client or a potential corporate client, we collect your data from websites and other public sources, the business information service provided by Asiakastieto Oy, and other commercial operators which provide information about companies and their representatives.

We check our clients’ credit references from the service provided by Asiakastieto Oy.

Who do we share your personal data with?

We will disclose your personal data to the extent permitted and required under applicable legislation and proper professional conduct of attorneys-at-law. When assignments require, we will disclose personal data to authorities, courts and counterparties, other law firms belonging in the Eversheds Sutherland chain, and our subsidiaries Heinonen & Co, Attorneys-at-Law, Ltd and Eversheds Sutherland Russia (Eversheds Sutherland LLC).

We have outsourced personal data processing to the following Service Providers, which process your personal data on our behalf:

  • It system providers
  • Communication services providers
  • Marketing tool providers.

Do we transfer your personal data to a third country?

We may transfer your contact details to our subsidiary Eversheds Sutherland LLC, which is located in Russia. Transfers of data to third countries always take place using the standard contractual clauses approved by the European Commission.

Joint Controllers

We and Facebook Ireland are joint controllers in relation to our company page. We have entered into the Controller Addendum with Facebook Ireland (https://www.facebook.com/legal/controller_addendum) to determine the respective responsibilities for compliance with the obligations under the GDPR with regard to the joint processing. We have agreed that we provide you with the information given in this section and we have agreed that between us and Facebook Ireland, Facebook Ireland is responsible for enabling your rights under Articles 15-20 of the GDPR with regard to your personal data stored by Facebook Ireland. The contact details of Facebook Ireland and its Data Protection Officer can be found in Facebook Ireland’s Data Policy at https://www.facebook.com/about/privacy. When you visit, like or comment our Facebook/Instagram page or follow our Instagram page we process jointly your data to collect user information. This user information is collected to develop our Facebook/Instagram page and services. That further information on how Facebook Ireland processes personal data, including the legal basis Facebook Ireland relies on and the ways you can exercise your rights against Facebook Ireland, can be found in Facebook Ireland’s Data Policy at https://www.facebook.com/about/privacy.

We and LinkedIn Ireland are joint controllers in relation to our LinkedIn page. We have entered into the Controller Addendum with LinkedIn Ireland (https://legal.linkedin.com/pages-joint-controller-addendum) to determine the respective responsibilities for compliance with the obligations under the GDPR with regard to the joint processing. We have agreed that between us and LinkedIn Ireland, LinkedIn Ireland is responsible for enabling your rights pursuant to the GDPR with regard to your personal data stored by LinkedIn Ireland. The contact details of LinkedIn Ireland and its Data Protection Officer as well as information on the processing of personal data carried out by LinkedIn Ireland including your rights towards LinkedIn Ireland can be found in LinkedIn Ireland’s Data Protection Policy at https://www.linkedin.com/legal/privacy-policy. When you visit, like or comment our LinkedIn page we process jointly your data to collect user information. This user information is collected for marketing purposes and to develop our LinkedIn page and services.

What rights do you have?

You can exercise your rights by contacting privacy@eversheds.fi or

Eversheds Attorneys Ltd.

Data protection matters

Fabianinkatu 29 B

FI-00100 Helsinki

Finland

Right of access

You have the right to obtain from the controller confirmation as to whether we process personal data concerning you. You also have the right to access personal data concerning you as well as information on the processing of your personal data as set out in the Data Protection Regulation.

If you exercise your right to access the information, we will provide you with a copy of the personal data we process. If you request multiple copies, we may charge a reasonable fee for them on the basis of administrative costs.

Some of the data we process are under legislation and proper professional conduct of attorneys-at-law subject to specific secrecy and confidentiality obligations which prevent giving access to such information.

Right to rectification

You have the right to request us to rectify any incorrect data without undue delay. You also have the right to have incomplete personal data completed by providing a supplementary statement.

Right to erasure

You have the right to obtain from us the erasure of personal data concerning you without undue delay if:

  • your personal data are no longer needed for the purposes for which they were collected or otherwise processed;
  • you withdraw consent on which the processing is based and there are no other legal grounds for such processing;
  • you object to the processing of your personal data on ground relating to your particular situation and there are no legitimate grounds for processing or you oppose to the processing of your personal data for direct marketing purposes;
  • we have processed personal data unlawfully; or
  • personal data have to be erased for compliance with a legal obligation were are subject to.

Right to restriction of processing

You have the right to obtain from us restriction of processing so that your personal data may, in addition to storing, be processed only with your consent or for the establishment, exercise or defence of legal claims or to protect the interests of another person if:

  • you contest the accuracy of your personal data, in which case we will restrict processing for a period enabling the controller to verify the accuracy of the personal data;
  • we process your personal data unlawfully and you oppose the erasure of the personal data and request the restriction of their use instead;
  • we no longer need your personal data for the purposes of the processing but you require them for the establishment, exercise or defence of legal claims; or
  • you have objected to the processing of your personal data on grounds relating to your particular situation and you wait for the verification whether our legitimate grounds override the grounds of your objection.

Right to data portability

You have the right to receive the personal data provided to us by you in a structured, commonly used and machine-readable format and the right to transmit those data to another controller if

  • our processing is carried out by automated means; and
  • the processing is based on your consent or is necessary for executing our agreement or performing pre-contractual measures upon your request.

The right to data portability is limited to conduct which does not adversely affect the rights and freedoms of others.

Right to object to processing of personal data

You have the right to object to the processing of your personal data on grounds relating to your particular situation if there are no legitimate grounds for the processing.

You have the right to object to the processing of your personal data for direct marketing purposes. You can prevent the sending of direct marketing by clicking the adjacent link unsubscribe from marketing communications.

Right to lodge a complaint with a supervisory authority

You have the right to lodge a complaint with the Data Protection Ombudsman if you think that your rights under the Data Protection Regulation have been breached in the processing of the personal data.

How long do we store your personal data?

We will store the personal data for as long as is necessary for the purposes for which they are processed or for complying with our legal obligations. In the storage periods, we will take into account, for example, the periods for filing suit as set out in legislation, bookkeeping obligations, requirements of anti-money laundering legislation, and Finnish Bar Association’s recommendations on storing documentation

The identification information of the client will be stored for a period of five years after the regular client relationship has ended. Bookkeeping material will be stored for six years starting from the end of the year during which the accounting period ended.

If you have not paid an invoice and any collection charges by the end of the storage period, we will store the data until the amount has been paid in full or until its payment can no longer be demanded.

Personal data collected for marketing purposes will be stored until we are requested to stop processing such personal data for marketing purposes.

How do we ensure data security in the processing of personal data?

We store your personal data in systems which are protected with firewalls, passwords and other technical and organisational measures generally accepted in the field at the time.

Any materials maintained manually are located in premises to which unauthorised access is prevented.

Only those of our employees who need to process the personal data over the course of the performance of their working duties have access to the personal data we process.