Privacy notice for recorded events, meetings and calls

How we will use and share your personal data

This notice explains how Mills & Reeve LLP, 24 King William Street, London, EC4R 9AT will collect, use or otherwise process the personal data we collect from you during recorded events, meetings and voice calls. Recorded can also mean screen captured images during such events, meetings or calls.

“Personal data” is information relating to you as a living, identifiable individual. Mills & Reeve LLP will process your personal data in accordance with data protection and privacy laws applicable to the firm (including, as applicable: the Data Protection Act 2018, the UK GDPR and the EU GDPR).

Further information can be found in relation to other ways we may use your personal data can be found on:

What information may we hold about you?

When you join an online or voice call, you may choose to provide us with your personal information (name, email address, phone number). Your name may be visible during the meeting or call as it is recorded to ensure we are able to identify participants and where necessary attribute comments or questions accurately.

When you join an online call with video enabled, your image may be captured.

During webinars or events, we will make reasonable efforts to ensure that only the host(s) or panelist(s) are visible.
The purposes and legal basis for processing your personal data
The basis upon which we process your personal data and consequences to you of not providing it depend upon the type of personal data involved, our relationship with you, and the purpose for which the data is needed.

To the extent that we have a contract with you (or one is in prospect), the primary legal basis for processing your personal data is that the processing is necessary for the performance of our contract with you, or in order to take steps at your request prior to entering into a contract

In addition, processing of your personal data may be necessary for compliance with our legal and professional obligations to our clients and to third parties. This includes for example, our professional and contractual duties to our clients, the courts and our obligations to regulators. It also includes other legal obligations we have, for example to identify clients and to report suspected money laundering to the National Crime Agency.

Further, processing may be necessary in pursuit of our legitimate interests:
- in complying with our legal and professional obligations;
- in seeking confidential legal advice when necessary and/or or establish or defend legal claims;
- in supporting the wellbeing of our current staff and partners and promoting a supportive work environment;
- in developing new systems or undertaking training and know-how sharing internally with relevant lawyers; and
- in providing events or know-how of interest to registered clients or contacts
Special category personal data and details of criminal offences
Certain personal data is subject to additional safeguards under data protection legislation. Such information includes details of
- your racial or ethnic origin;
- your political opinions;
- your religious beliefs or other beliefs of a similar nature;
- whether you are a member of a trade union;
- your physical or mental health or condition;
- your sexual life;
- the commission or alleged commission by you of any offence, or
- any proceedings for any offence committed or alleged to have been committed by you, the disposal of such proceedings or the sentence of any court in such proceedings.
It may be necessary for us to process some sensitive personal data in order to comply with legal or regulatory obligations (including making reasonable adjustments for clients with disabilities), or if we need to do so in order to seek confidential legal advice, or establish or defend legal claims.

Otherwise, we will only process your sensitive personal data with your explicit consent. If you voluntarily disclose your sensitive personal data during a meeting or call, we shall treat that as your explicit consent for us to hold that data, which otherwise shall only be processed in accordance with this policy. Where such data is processed by us on the basis of your explicit consent, you may withdraw your consent at any time: this will not affect the lawfulness of any processing based on your consent before you withdrew it.
Who will see or use your data and who might we share it with

Any personal data collected via recordings will be seen by relevant Mills & Reeve staff and partners for the purposes as described above and, depending on the purpose of the recording, it may be necessary for us to share it in full or in part with others for example other professional advisers, auditors, counter parties, witnesses, courts and tribunals in order to fulfil our legal and professional obligations or where you ask us to share that data.

From time to time we may invite you to events that we run jointly with other organisations which may be recorded. If you register for such an event then we may share the recording with that organisation.

We may from time to time use our agents or service providers to assist us in these activities. In these cases relevant personal data would be provided to and processed by the provider of such services, in accordance with the terms of our contract with them and to the extent appropriate for the performance of that contract. You will be able to access information on how these service providers may use your personal data when you join the meeting or call or on your request from us.

We do not otherwise share your personal data captured during events, meetings or calls for marketing purposes.
Transfer of your data to other countries

In the course of carrying out the activities referred to above we may transfer your data to other countries, which may not have the same legal protections for your data as the UK.

Where data is being transferred outside of the UK and/or European Economic Area, we will take steps to ensure that your data is adequately protected in accordance with UK legal requirements and the EU GDPR (as applicable).
How long will we keep your data obtained via events, meetings or calls

We will keep your data collected during meetings or calls in accordance with our retention policy. This will vary depending on the purpose for which the meeting or call was recorded.
Your rights over your data and queries on how we use your information

You have the right to request copies of the personal data we hold about you. If you wish to obtain a copy of your personal data, you may contact us by post at Data Governance Manager, Mills & Reeve LLP, 78-84 Colmore Row, Birmingham B3 2AB, or by emailing [email protected].

You also have the right to ask for inaccuracies in your data to be corrected, and in certain circumstances for us to stop processing your data or for your data to be erased. Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

If you have any questions about this privacy notice, the practices of this web site or your dealings with this web site, please use the following contact point: [email protected].

If you believe that we have not complied with any of our obligations under data protection laws in the UK, please let us know. You have the right to lodge a complaint with the Information Commissioner’s Office.

Privacy notice for recorded events, meetings and calls

How we will use and share your personal data

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