Privacy Notice

1. Who we are

We are Art Law Studio Ltd, a London-based UK law firm registered in England and Wales with company number 12606659 (“ALS”, “we”, “our” or "us"). Our registered office is at 2 Shaftesbury Court, 1 Alderney Mews, London SE1 4JR and we are authorised and regulated by the Solicitors Regulation Authority (SRA ID: 807827). We are registered with the UK Information Commissioner’s Office (Registration Number ZB223764), responsible for the website www.artlawstudio.com (“Website”) and will usually be the data controller in respect of processing of your personal information described in this Privacy Notice.

2. How you can contact us

Should you have any questions about this Privacy Notice or our processing of your personal information, or to request a PDF copy, please contact privacy@artlawstudio.com.

3. The personal information we collect

"Personal information" means information that can be used to identify you or that is about you. The type of personal information we collect about you depends on the relationship we have with you.

We may collect and use the following personal information about you:

• identity, contact and background information such as your full name, address, title, telephone number, email address, gender, business and personal, biographical and background information, information about your employer or business and/or information about your employees and officers, as relevant;

• financial information, including source of and net wealth, assets held, source of funds and bank account details;

• technical information, such as the number and frequency of visits you make to our website, your geographic location, your operating system and browser type; and

• marketing information such as your marketing preferences.

We may process special categories of personal information. The General Data Protection Regulation (GDPR) provides that this includes data concerning your health, personal data revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, data concerning sexual orientation or data relating to a criminal record or alleged criminal activity.

We will only process and share special categories of personal information for marketing purposes, for example in relation to your dietary or access requirements, if necessary for a particular event and we will not keep such data longer than is needed for such event.

4. How we collect, or you provide, personal information to us

We collect, or you provide, your personal information to us:

• when signing up for services and/or to receive information via our Website;

• in connection with our provision of legal services:

(a) if you are a client of ALS you or your intermediary may provide us with personal information about you and others and we may collect information about you and others, including your personnel, from other public and non-public sources, as necessary for our provision of legal services including carrying out our client/matter inception procedures;

(b) if you are not a client, we may collect or be provided with your personal information because you are involved with one or more of our clients’ matters;

• in connection with your provision of services to us; and

• in connection with a recruitment application.

5. Why we process your personal information

We process your personal information:

• to provide legal advice to our relevant clients, which, if you are not a client, may involve our handling your personal information on behalf of our clients; we may disclose personal information to third parties if reasonably necessary in connection with our provision of legal and other services;

• to manage and administer our relationships with our clients, their personnel and intermediaries and our other business, supplier and professional contacts;

• to comply with our legal, regulatory and risk management (including anti-financial crime, data protection, conflicts, security and information security, complaints handling and insurer notification) obligations; our client/matter inception procedures may involve our processing copies of your or your personnel’s identity documents (e.g. passport copies) and other background information;

• to establish, exercise or defend our legal rights and/or for the purpose of legal proceedings;

• for recruitment purposes;

• to promote our legal services, including sending you and your personnel newsletters, legal updates, marketing communications and other information that may be of interest and inviting you to events; and

• to record and monitor your visits to our website.

You have the right to ask us not to not send you marketing messages by post, telephone or e-mail or any combination of these at any time. You can do this:

• by replying “unsubscribe” directly to our marketing message;

• by clicking the “unsubscribe” link in any marketing message you receive from us; or

• at any time by contacting us at privacy@artlawstudio.com.

6. Legal grounds for processing your information

We rely on the following legal grounds to process your personal information:

• performance of a contract, typically for our legal services but the contract may alternatively involve your provision of services to us if you are a supplier;

• compliance with law or regulation;

• our and others’ (including our clients’) legitimate business interests whilst applying appropriate safeguards that protect your privacy; or

• consent.

Where we process special categories of personal information, we will do so on one of the following bases:

• your explicit consent;

• where necessary for the establishment, exercise or defence of legal claims; or

• in relation to employment, where necessary for carrying out our obligations and exercising specific rights as a data controller.

7. Sharing your personal information

Where it is necessary for the performance of our contract with you or your organisation, or for our internal business processes, we may share your Personal Information with trusted third parties who reasonably need it in order to perform a function for you or the business you represent, or to provide a service to us – such as other advisers on a matter, other parties to matters or disputes, or, in the case of our suppliers, providers of IT-related products and services, including those hosted in the cloud. You acknowledge that such third parties may receive and process your Personal Information. We will never sell your Personal Information to third parties.

On occasions we may need to share your personal information with regulatory authorities, government agencies and law enforcement agencies. If so, we will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

In processing your Personal Information, it will sometimes be necessary for us to transfer your Personal Information outside the UK or the European Economic Area ("EEA") (as applicable) to third parties such as overseas advisors or service providers. The level of information protection in countries outside the EEA may be lower than that offered within the EEA. Where third parties with whom we share your personal information process it outside the EEA, our written agreement with them will include appropriate contractual clauses to ensure that your personal information remains protected and secure in accordance with applicable data protection laws.

This Website may include links to other websites, including social media sites such as LinkedIn and Instagram, and you are directed to such sites’ own privacy policies in relation to how they may process your personal information.

8. How long we will hold your personal information

We will only retain your personal information on our various systems for as long as we reasonably require and, in any event, only for as long as the relevant data protection legislation and our own internal rules and policies allow.

When determining relevant retention periods, we take into account factors including:

• our contractual and business relationships with you and the purpose for which we hold your personal information;

• legal obligations to retain data for a certain period of time;

• relevant statutes of limitations;

• potential disputes;

• best practice; and

• guidelines issued by our regulator and relevant supervisory authorities.

9. Information security

We ensure that the personal information we hold is secured by appropriate technical and organisational security measures. We have put in place and trained all our personnel on procedures to deal with data breaches. We will notify you and any applicable regulator of a breach where we are legally required to do so.

10. Your rights in connection with personal information

Under certain circumstances, you may have a legal right to:

• request access to your personal information and information about how we process it (known as a "subject access request"); should you wish to make a subject access request, then please contact us at: privacy@artlawstudio.com; please note that we may need to refuse your request for your personal information if it is the subject of legal professional privilege belonging to one or more of our clients;

• object to processing of your personal information where we are relying on a legitimate interest (or that of a third party) and there is something about your particular situation which makes you want to object to processing on this ground; you also have the right to object where we are processing your personal information for direct marketing purposes;

• request rectification or deletion of the personal information that we hold about you;

• request the restriction of processing of your personal information; or

• request the transfer of your personal information to another party in a machine-readable, commonly used and structured format.

If you wish to exercise any of these rights, please contact us at privacy@artlawstudio.com. The above rights are not absolute and each is subject to exceptions and qualifications. We will respond to your request within one month of its receipt. In some cases we may not be able to fulfil your request before this date and may need to request more time. Where we cannot provide a full response to you for any reason, we will let you know about this in our initial reply to your request. If your provision of your personal information to us is a legal or contractual requirement or necessary for us to fulfil a contract with you and you choose not to provide it, we may not be able to provide legal or other services to you.

11. Keeping your information up to date

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your business relationship with us.

12. Right to complain

If you wish to request further information about any of the above rights, or if you are unhappy with how we have handled your information, please contact us at privacy@artlawstudio.com.

If you are not satisfied with our response to your complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner’s Office at https://ico.org.uk/global/contact-us/ or on T: 0303 123 1113.

13. Changes to this privacy policy

We may update this Privacy Notice at any time without notice in line with changes to how we process personal data. We will publish any new version on the Website and, where appropriate, will provide you with a copy.