Premier Direct Law – Confidentiality Policy
The aim of Premier Direct Law is to have a clear and transparent policy to ensure client and organisation confidentiality.
We are committed to acting responsibly when handling all client information and data.
This page explains how Premier Direct Law will ensure all information that we keep about clients and our organisation are kept confidentially.
We consider the following to be confidential information:
- All information about our clients such as: their personal and contact details, application information, evidential and documentary information, instructions, advice and action agreed upon.
• All information about our staff and experts or third parties such as: personal contact details, salary and expense details, training records and work related issues and any other information held on their personnel files.
• Documentary information such as minutes, appraisals, memos, supervision notes, references, faxes, discussions, emails and correspondence between staff, clients and third parties.
• Financial transactions between staff and clients or other parties.
How our procedure works
We will ensure all clients, staff (including contractors) volunteers and administrators dealing with personal information are informed of the Premier Direct Law confidentially policy at the earliest opportunity.
We will only request and retain information that is necessary for our client’s specific needs, including information necessary to assess their immigration requirements. We will not seek information from our clients and third parties that is not pertinent to our client’s case.
We will make sure all information relating to our clients is only accessible to members of our staff who require it in order to carry out their work. All staff working with client data will be made aware of their responsibilities under the Data Protection Act 1998.
Disclosure of Information
In general, we will ask for our client’s consent before we share their information or disclose it outside of Premier Direct Law.
Confidential information may only be disclosed without client consent under exceptional circumstances, such as when:
- It is required by law
• It is required by a court order; and
• The organisation is under a legal or regulatory obligation or duty to so.
When we work on a client’s case we may need to liaise with other agencies or relevant third parties on their behalf. For example, in order to obtain or verify information in relation to a client’s powers of attorney application. Clients will be informed about who information will be shared with, the reason why it will be shared and have the right to object. Our client’s consent must be obtained before seeking to obtain and/or disclose the client’s information to the agency or third party.
How we store information
All information relating to our clients such as application forms, supporting documentation and information is stored in a secure environment. Premier Direct Law will keep all confidential paper records in locked filing cabinets. All personal data relating to our clients will be securely held, on password-protected computers using computer firewalls.
Premier Direct Law will retain all client records for a minimum of six years.
Data Protection Principles
Premier Direct Law fully endorses and adheres to the Data Protection Act 1998 principle of safeguarding personal and private date, whether it is on paper, on computer or other media. In line with this, personal information of clients shall:
• Be processed fairly and lawfully and shall not be processed unless certain conditions are met;
• Be obtained for a specified and lawful purpose and shall not be processed in any manner incompatible with that purpose;
• Be adequate, relevant and not excessive for those purposes;
• Not be kept for longer than is necessary for that purpose;
• Be processed in accordance with the data subject’s rights;
• Be kept secure from unauthorised or unlawful processing and protected against accidental loss, destruction or damage by using the appropriate technical and organisation measures;
To ensure that client credit, debit or charge card details are not being used without their consent; we will validate name, address and other personal information supplied by clients during the payment process against third party databases.