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Privacy notice
We are committed to processing your personal data reliably, securely and transparently. In this privacy note, we explain how we collect and process the personal data of our clients, potential clients and other persons related to our business.
1. Data controller
The controller of your personal data is Socrates Attorneys Ltd (business ID 1975253-6), based in Helsinki, Finland.
If you have any questions regarding the processing of your personal data or wish to exercise your rights as a registered person, please contact Robert Bützow by email at robert.butzow@socrates.fi, by phone at +35810 322 4360 or by post at Korkeavuorenkatu 30 A, 00130 Helsinki, Finland.
2. Regular data sources
“Personal data” is information that can be used to identify a person or that can otherwise be linked to a person. As a law firm, we regularly receive and process various types of personal data in connection with our operations, e.g., when we receive or handle assignments, and manage our clients’ assignments.
We mainly process personal data that we have received directly from you. We may also process personal data we receive from public sources, such as information from public registers or your employer’s website, as well as personal data we receive when you visit our website.
We usually process personal data belonging to the following groups:
- name and contact information (email address, address, telephone number, employer, position in the company);
- identification and background information that you provide or that we collect as part of receiving an assignment in accordance with the rules of the Finnish Bar Association and other applicable laws and regulations (e.g., Act on Preventing Money Laundering and Terrorist Financing);
- personal data that we receive from or on behalf of our clients, partners and employees, or that are generated in connection with the provision of our services; and
- other information that you provide to us.
3. Purpose of processing personal data
As part of our operations, we process personal data for various purposes. In this privacy notice we have described the needs that arise in our operations for the processing of different personal data.
- We process personal data from the client register for managing and developing the client relationship.
- We process personal data for the purpose of handling our assignments as required by the current legislation.
- We process personal data from stakeholders e.g. for the following purposes:
- sending invitations to our events;
- sending a newsletter; and
- informing about our activities and other marketing communications.
- We process personal data to fulfill our legal and regulatory obligations, including preventing money laundering and terrorist financing, and blacklist checks.
- We process data of visitors to our website to ensure the functionality of our website and for the development of the website.
- Regarding job seekers, we process personal data for the purpose of making recruitment decisions.
4. Legal basis for processing your personal data
When we process your personal data for the purposes stated in this privacy notice, we process your data either with your consent or to fulfill our legitimate interests related to our business relationship. Certain processing may also be based on compliance with our statutory obligations as a law firm.
5. Transfer of Client Register data
Primarily, we do not disclose your personal data to a third party. If the legislation or an official obligation on us requires the disclosure of data, we will examine the request on a case-by-case basis to assess the legality of the transfer of data. In certain situations, we may also transfer your data to a third party or another data controller if we have separately agreed on that with you.
We have entered into agreements with certain service providers who, as part of the service they offer, can process your personal data on our behalf. In these situations, we have made appropriate agreements with service providers and have thus ensured the appropriate processing of personal data also in these situations.
As a rule, personal data is not transferred outside the EU or the EEA. If data is transferred outside the EU or the EEA, the transfer is carried out in accordance with data protection legislation and within the limits set by it.
6. General principles of personal data protection
We use various technical and organizational methods and protection measures to ensure adequate information security. Only those members of our staff who have to process your personal data for the aforementioned purposes have access to your personal data.
7. How long do we store your personal data
We store your personal data as long as it is necessary for our operations and as we are required by the legislation and the instructions of the Finnish Bar Association. Storage times may vary between different types of data.
8. Data protection rights and legal protection
You can ask us to exercise your following data protection rights.
- The right to receive information about the processing of personal data.
- You have the right to know for what purposes and in what ways we process your personal data.
- The right to access to personal data.
- You have the right to know whether we are processing your personal data. If we do, you have the right to receive a copy of this information, unless we have a legal basis to refuse your request.
- The right to request to rectify the personal data.
- If the personal data we process is incorrect, you can ask us to correct the data.
- The right to limit data processing.
- If you think that the data we are processing is incorrect, the data is being processed illegally, or you have objected to the processing of your data, you can ask us to limit the processing of your data.
- In that case, we can only process your data: (i) with your consent; (ii) if we need the information to prepare, present or defend a legal claim; (iii) for the public interest; or (iv) to protect the rights of another person.
- If you wish, you have the right to object to our processing of your personal data. You can do so at any time based on your personal specific situation. In that case, we are no longer allowed to process your personal data, except if there is a significantly important and justified reason for the processing that overrides your interests, rights, and freedoms, or if the data processing is necessary to prepare, present or defend a legal claim.
- The right to transfer data to another system
- To the extent that you have provided us with data that is processed based on your consent, you have the right to receive such data for yourself mainly in a machine-readable format and the right to transfer this data to another data controller.
- The right to appeal to the supervisory authority
- You have the right to file a complaint with the competent supervisory authority if you believe that we have not complied with applicable data protection regulations.
