Who are we?
We are Winn Solicitors Limited, and we are registered under the Companies Act, Reg. No. 05084463. We are authorised and regulated by the Solicitors Regulation Authority, Reg No. 00400385.
Our registered office is:
Newcastle upon Tyne
What is this privacy statement about?
To invite potential employees into our recruitment process, we need to use information about you, and some of that may be personal or private. For example, we may need to know your name and address, or details of how you would like to be contacted (e.g. your mobile phone number or email address).
As we do this, we would like you to take some time to read this privacy statement. It will explain what information we might collect about you, why we collect it, what we may use it for, and who we may give it to. We will also explain your rights in relation to your information and how we look after it while we have it.
What information do we collect about you?
Typically, we require details like:
- Your name and address so we know who you are
- Your contact details like phone number or email so that we can keep in touch with you about your application
- Your CV/work history
- Your job preferences including role and salary expectations
- Any other work-related information you provide, for example, education or training certificates
- In some cases, permits and visas
- Date of Birth
- National Insurance number
- Outcome of criminal record checks and security clearance for certain roles
- In certain cases, medical information
- Financial information, including but not limited to:
- Payroll details and terms
- HMRC data
- Pension scheme details
- Court orders
- Statutory payments
- A log of our communications with you by email and telephone
We only collect information about you that we need to ensure you get the best service from us. We respect your privacy and we try to minimise what we do collect.
What is sensitive personal information?
This category of personal information is more sensitive and relates to, for example, a person’s physical or mental health, race or ethnic origin, political opinions, religious or philosophical beliefs, trade union memberships, their genetic or biometric data and sexual orientation.
We have in place additional measures to protect your sensitive personal information and its confidentiality.
We will use your sensitive personal information to; meet your requirements in relation to your application, where it is necessary to protect health and safety or to prevent discrimination contrary to the Equality Act or under general law, or where your consent has been obtained, if required.
Why do we collect this information?
We collect your information to:
- Process the information above which is collected at the outset of the recruitment process.
- Establish your right to work in the UK us as we are legally obliged to do so.
- Prevent discrimination and for equality monitoring purposes
- Comply with our health and safety obligations
- Comply with our legal obligations
If we make and you accept a formal offer of employment from us, we will process your personal data, in accordance with our Staff Privacy Notice.
How do we collect information about you?
We prefer to collect the information we need directly from you. That way, you know what we have, and we can be sure you have provided us with the most accurate and up-to-date information. We will usually do this:
- When you apply for a vacancy with us
- When you contact us for any reason
- Where necessary, we may occasionally collect information about you from other ‘third parties’ such as a job board company, or an employment agency.
We will also seek references from current and past employers, and/or personal referees.
What do we do with the information we collect about you?
We use your information in various ways, to:
- Meet the purposes that you provided your information for
- Ensure that your skillset meets the requirements of the advertised vacancy
- Keep you informed of available opportunities as they arise
- Establish that you have the right to work
- Undertake relevant security and criminal record checks as required by ourselves, as permitted by law
- Deal with any medical and health and safety issues relating to certain positions
- Put in place contractual arrangements and documentation once a role has been secured
- Pay you if your application is successful
- Comply with any legal obligations we may have
Who might we share your information with?
We appreciate that you have provided your information to us and may not want us to share it with other people or organisations, however sometimes it is necessary for us to do so.
We only share your information where we are permitted to do so or required to by law, or where you have given us your consent to do so. We may share your information with, for example:
- Our employees with regard to your suitability for an advertised role.
- Employment and recruitment agencies, or past employers, where we require a reference from them
- Any person or organisation where we are required to because of a Court order, legal duty, or statutory obligation
We are careful to minimise such sharing
Whenever we share your information we do everything we can to ensure it is protected from misuse or loss. Although we are a UK company, we may sometimes share your information with an organisation, such as a contractor working on our behalf, who is outside the UK. Such companies may also be outside of Europe. We may do this, but we will only do so where we are permitted to by law.
How do we look after and secure your information?
When we use information about you we take all reasonable efforts to do so fairly and lawfully.
We think it likely that applicants know we use information about them, and we provide notices of such wherever we can.
We never use information about you unless it is lawful for us to do so and we have a clearly defined need or purpose.
When we collect information about you we ensure that we minimise what we collect. We try to collect enough accurate and up to date information to ensure we provide you with the service you require and no more.
We do not keep your information for longer than we need it, ensuring that the records we have about you are managed properly and deleted promptly and securely when we no longer require them. We will keep your application on file for 6 months from the end of the relevant recruitment process, if you wish to be considered for any vacancies after this time, you will need to apply again.
We make every effort to ensure your rights regarding your information, which we detail below.
We take appropriate care to secure the information we hold about you. We have robust technical security such as passwords and information encryption. We also have policies and procedures to ensure your information is only available to our employees who need to see it to do their job, and we train those employees on data protection appropriately.
Also, we establish robust procedures and contracts to extend these protections to any other person or organisation we may need to give your information to.
In everything we do with your information we aim to be fair, lawful, and open, and we take seriously our obligations towards your privacy and the protection of information we may hold about you.
On our websites
When you enter data onto secure areas of our websites, a Secure Socket Layer (SSL) is initiated. An SSL is a security device which ensures that any data which you enter is encrypted during transmission over the internet. Encryption means the data is encoded so that it is not legible until such time as we decode it.
No data transmission over the internet can ever be entirely secure. While we do our best to protect your personal information, we cannot guarantee its security and you must be aware of this when using our websites.
Our websites may contain links to other websites. If you follow a link to any of these websites, please note that these websites have their own Terms & Conditions and privacy policies and that we cannot accept responsibility for their content. This privacy statement applies only to our website.
Whilst we make every effort to ensure that our websites only include quality, safe and relevant external links, you are advised adopt a policy of caution before clicking any external web links mentioned throughout our websites.
We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note that they click on external links at their own risk and our website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that our website participates on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.
You are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. Our websites will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
Our website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. You are advised before using such social sharing buttons that you do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
Our website, through our social media platform accounts, may share web links to relevant web pages. By default, some social media platforms shorten lengthy web addresses (URLs), (for example: http://goo.gl/XC61E3).
You are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms via our website. Despite the best efforts to ensure only genuine URLs are published, many social media platforms are prone to spam and hacking and therefore our website cannot be held liable for any damages or implications caused by visiting any shortened links.
By email and phone
If you have contacted us by email, or provided an email address, we may use that to contact you if we need to.
You should also be aware that information conveyed by email could be deliberately or accidentally intercepted or corrupted. Whilst we make every effort to ensure that emails we send to you are free from viruses this cannot be guaranteed. We recommend that you scan all emails for viruses with appropriate and frequently updated virus checking software.
If you have given us your phone number (landline or mobile), we may use it to contact you if we need to, including sending texts. If you contact us, or we contact you, we also record your phone call, for security, compliance and training purposes.
Please let us know if your mobile phone number or email address changes so that we can keep this information up to date.
The Data Protection Act and General Data Protection Regulation (GDPR) grants you certain rights towards your personal information. We take all reasonable efforts to ensure we allow you to exercise those rights.
You have the right of access to the personal information we hold about you
We will handle routine enquiries as part of our usual customer service. If you want to see more of the information that we have about you, you can make a data subject access request.
You can write to us at:
Data Protection Team
Newcastle upon Tyne
To help you make your request, we have produced a form which you can find on our website here.
We may reply to you where we need further information to help respond effectively to your request.
To ensure that we only provide your information to you and not someone else, you will need to provide us with two current forms of identification.
We provide your information free of charge. In the case of subsequent or excessive requests from you to provide your information, we may charge a reasonable fee based on administration costs (as we are allowed to by law). We will inform you if this fee is applicable.
Once we receive your written request, any clarifications, identification, and in the case of subsequent or excessive requests your administration fee, we will respond as soon as we can within 1 month.
You have the right to have your information rectified
We take all reasonable steps to ensure that the information we have about you is accurate and up to date.
If you think that what we have is not accurate or up to date, please tell us as soon as possible and we will ensure it is corrected with undue delay.
You have the right to stop us direct marketing to you
We are keen to promote our vacancies and may make you aware of job opportunities that we think may interest you.
If you do not want to receive such information, please let us know by calling 0800 988 6288, or in writing to:
Newcastle upon Tyne
You have the right to stop us taking ‘automated decisions’ about you
We do not routinely use software to take automated decisions about you.
Winn Solicitors and data protection
The Data Protection Act and General Data Protection Regulation (GDPR) governs how we may use your personal information. We are registered under the Act and regulated by the Information Commissioner’s Office (ICO).
You can find our registration details here:
Winn Solicitors Ltd, Registration Number: Z6337302
You can also find considerably more information about this on the ICO website or by contacting them at:
Information Commissioner's Office
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Changes to this statement
From time to time, we may amend this privacy statement to reflect changes in the law, guidance from the ICO, our experience of handling your information, or for other legitimate reasons. We will do this by posting the amended privacy statement on this website. We therefore suggest you check this statement from time to time to ensure you are aware of the latest version.
This policy was last reviewed on 08/06/2018
If you have any questions or ideas, please refer to the data protection team at Winn Solicitors, who will be pleased to help you. You can contact the team:
- by calling 0800 988 6288
- by email to DPTeam@winnsolicitors.com
- or in writing to:
Data Protection Team
Winn Solicitors Ltd
Newcastle upon Tyne
Resources & Further Information
Data Protection Act 2018
General Data Protection Regulation 2016
Privacy and Electronic Communications Regulations 2003
Privacy and Electronic Communications Regulations 2003 – The Guide
Facebook Data Policy
Instagram Data Policy