Privacy policy.

This Privacy & Cookies Statement describes how RMOK Legal Consulting Limited (“RMOK”) collects, uses, shares, and otherwise processes Personal Data (defined below). The controller of your Personal Data is the RMOK with which you engage. RMOK processes personal data about:

  • Visitors to our websites, mobile applications, and other online properties (each, a "Site")

  • Contact persons for our clients and/or prospective clients

  • Contact persons for suppliers of goods and services to RMOK

  • Any other individuals about whom RMOK obtains Personal Data

In this Privacy & Cookies Statement, "Personal Data" means information that (either in isolation or in combination with other information held by RMOK) enables you to be identified as an individual or recognised directly or indirectly.

If you provide us with Personal Data relating to other persons (such as family members, work colleagues, employees, etc.), you are responsible for ensuring the relevant individuals are made aware of the terms of this Privacy & Cookies Statement and that you are legally entitled to provide us with their Personal Data. You are also responsible for ensuring that their Personal Data is accurate and up-to-date.

Overview

Unless we specifically state otherwise, RMOK is the controller of the Personal Data we process, and is therefore responsible for ensuring that the systems and processes we use are compliant with data protection laws, to the extent applicable to us.

RMOK personnel are required to comply with this Privacy & Cookies Statement and associated RMOK policies when dealing with Personal Data and must also complete data protection training where appropriate to their role.

Summary of Key Points

  • Collection We collect Personal Data from a number of sources in connection with the day-to-day management of our business and our commercial relationships. Click here to learn more.

  • Use We use Personal Data to provide our services and respond to inquiries, to manage accounts and maintain business operations, to provide relevant marketing, and to fulfil other business and compliance purposes. Click here to learn more.

  • Sharing We share Personal Data as necessary to provide our services and respond to requests, and to fulfil other business and compliance purposes. Click here to learn more.

  • Marketing Choices You have control on how we use Personal Data for marketing. Click here to learn more.

  • Cookies We use cookies on our Sites, and provide choices on use of cookies. Click here to learn more.

  • Data Subject Rights You have certain rights to request access, rectification, deletion, objection, or other actions regarding your Personal Data where required by applicable law. Click here to learn more.

  • Data Security We maintain technical and organisational measures to protect Personal Data from loss, misuse, alteration, or unintentional destruction of Personal Data. Click here to learn more.

  • Cross-Border Data Transfers We provide appropriate protections for cross-border transfers where specified by law. Click here to learn more.

  • Other Issues We provide other information in this Privacy & Cookies Statement about: (i) the possible consequences for not providing Personal Data, (ii) how we do not engage in automated decision-making that has substantial effects on individuals, (iii) how we handle do-not-track (DNT) signals, (iv) data retention, (v) links to third party websites, (vi) employee and contractor issues; and (vii) changes to this Privacy & Cookies Statement. Click here to learn more.

  • Contact Us Please contact us as detailed below with any questions. Click here to learn more.

Collection of Personal Data

We collect the following categories of Personal Data about Site visitors, clients, prospective clients, suppliers and other third parties:

  • Basic data: Name, gender, title, organization, job responsibilities, phone number, mailing address, email address, contact details and information about family life (excluding special categories of data) including family, children, hobbies and interests.

  • Special categories of data: in limited circumstances, where you have provided us with such information as it is necessary for a specific service we are providing to you: religious or other beliefs, racial or ethnic origin, sexual orientation, health data and details of trade union membership.

  • Client service data: Personal Data received from clients in respect of employees, customers or other individuals known to clients, invoicing details and payment history, and client feedback.

  • Transaction data: Personal data contained in documents, correspondence or other materials provided by or relating to transactions, proceedings or other legal matters on which we are advising our clients.

  • Interaction data: Personal data such as contact data, e-mail metadata and other technical data relating to your interactions with us.

  • Compliance data: Government identifiers, passports or other identification documents, dates of birth, beneficial ownership data, and due diligence data.

  • Job applicant data: Data provided by job applicants or others on our Sites or offline means in connection with employment opportunities, which also may be subject to an additional relevant local recruitment privacy policy.

  • Device data: Computer Internet Protocol (IP) address, unique device identifier (UDID), cookies and other data linked to a device, and data about usage of our Sites (Usage Data).

We collect Personal Data from a number of sources, either directly from the data subjects, or from clients, colleagues and publicly available sources. Where RMOK receives data from its clients about employees, customers or other individuals, the client is responsible for ensuring that any such data is transferred to us in compliance with applicable data protection laws.

Use of Personal Data

The purposes for which we use Personal Data, and the legal bases for such processing, are as follows:

  • To provide advice and respond to inquiries we use basic data, registration data, client service data, and device data. We need to process your information in this way in order to perform our obligations under our contracts with our clients.

  • To manage our business operations and administer our client relationships we use basic data, special categories of data, registration data, marketing data and client service data. This processing is necessary in order to perform our obligations under our contracts with our clients (e.g. issuing and processing invoices) and suppliers (e.g. managing the supply of goods and services to RMOK).

  • To make our Sites more intuitive and easy to use we use device data. It is necessary for our legitimate interests to monitor how our Sites are used to help us improve the layout and information available on our Sites and provide a better service to our Site users.

  • To protect the security and effective functioning of our Sites and information technology systems we use basic data, transaction data, and device data. It is necessary for our legitimate interests to monitor how our Sites are used to detect and prevent fraud, other crimes and the misuse of our Sites. This helps us to ensure that you can safely use our Sites.

  • To expand and maintain our list of contacts, better understand how people use our services and improve the strength of our relationships with clients and other third parties we use basic data, interaction data and device data. It is necessary for our legitimate interests to keep your information accurate and up-to-date with the aim of improving the overall client experience and our relationship with you.

  • To provide relevant marketing such as providing you with information about events or services that may be of interest to you including services and updates, we use marketing data, basic data, special categories of data, registration data, client service data, and device data. It is necessary for our legitimate interests to process this information in order to provide you with tailored and relevant marketing and updates.

  • To address compliance and legal obligations, such as complying with RMOKs tax reporting obligations, checking the identity of new clients and to prevent money laundering and/or fraud we use compliance data, basic data, registration data, transaction data, and device data. This processing is necessary for the purposes of complying with legal requirements to which we are subject.

  • To consider individuals for employment and contractor opportunities and manage on-boarding procedures we use job applicant data and compliance data. The processing is necessary for the purposes of recruitment and on-boarding and for complying with legal obligations to which we are subject and which may be subject to a relevant local recruitment privacy policy.

Use of GenAI

RMOK may use generative Artificial Intelligence ("GenAI") technology to support the processing of Personal Data for the purposes referred to in this Privacy & Cookies Statement. All such GenAI technology is subject to robust prior screening to ensure that it meets applicable ethical, legal and contractual requirements including in respect of data privacy and information security.

Sharing of Personal Data

We may share Personal Data with the following categories of recipients:

  • Suppliers and service providers: We share Personal Data with suppliers and service providers to enable such parties to perform functions on our behalf and under our instructions in order to carry out the purposes identified above. These include: infrastructure and IT services providers, for example, the providers of our client intake system, our finance systems and our customer relationship management databases; third party consultants who provide us with support in respect of business analytics and marketing campaigns. We require such parties by contract to provide reasonable security for Personal Data and to use and process such Personal Data on our behalf only.

  • Financial institutions: We share Personal Data with financial institutions in connection with invoicing and payments.

  • Corporate purchasers: We may share Personal Data with any corporate purchaser or prospect to the extent permitted by law as part of any merger, acquisition, sale of RMOK assets, or transition of service to another provider, as well as in the event of insolvency, bankruptcy, or receivership in which Personal Data would be transferred as an asset of RMOK.

  • Mandatory disclosures and legal claims: We share Personal Data in order to comply with RMOK’s tax reporting obligations, to comply with a request from regulators, governmental request or any other legally enforceable demand. We also share Personal Data to establish or protect our legal rights, property, or safety, or the rights, property, or safety of others, or to defend against legal claims.

If you have questions about the parties with which we share Personal Data, please contact us as specified below.

Marketing Choices

You have control regarding our use of Personal Data for direct marketing. In certain markets, you will need to expressly consent before receiving marketing. In all markets, you can choose to not receive such communications at any time. If you no longer wish to receive any marketing communications, remain on a mailing list to which you previously subscribed, or receive any other marketing communication, please contact us as per below.

Cookies

We use and engage certain providers to use cookies, web beacons, and similar tracking technologies (collectively, "cookies") on our Sites.

What are cookies?

Cookies are small amounts of data that are stored on your browser, device, or the page you are viewing. Some cookies are deleted once you close your browser, while other cookies are retained even after you close your browser so that you can be recognized when you return to a websites. More information about cookies and how they work is available at All About Cookies.

How do we use cookies?

We use cookies, and allow certain third parties to place cookies on our Sites, in order to provide the Sites and services, gather information about your usage patterns when you navigate the Sites in order to enhance your personalised experience, and to understand usage patterns to improve our Sites, products, and services.

Cookies on our Sites are generally divided into the following categories:

  • Necessary Cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

  • Functional Cookies: These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these services may not function properly.

  • Performance Cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

  • Targeting Cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

  • Social Media Cookies: These cookies are set by a range of social media services that we have added to the site to enable you to share our content with your friends and networks. They are capable of tracking your browser across other sites and building up a profile of your interests. This may impact the content and messages you see on other websites you visit. If you do not allow these cookies you may not be able to use or see these sharing tools.

What are your options if you do not want cookies on your computer?

When you first visit our Sites, you will be asked for your consent to the use of any cookies which are not classed as strictly necessary. If you change your mind, you can adjust your preferences at any time.

Data Subject Rights

If you are in the European Economic Area (EEA) you have the following rights:

  • Access. Subject to certain exceptions, you have the right to request a copy of the Personal Data we are processing about you, which we will provide to you in electronic form. At our discretion we may require you to prove your identity before providing the requested information. If you require multiple copies of your Personal Data, we may charge a reasonable administration fee.

  • Rectification. You have the right to require that any incomplete or inaccurate Personal Data that we process about you is amended.

  • Deletion. You have the right to request that we delete Personal Data that we process about you, unless we are required to retain such data in order to comply with a legal obligation or to establish, exercise or defend legal claims.

  • Restriction. You have the right to request that we restrict our processing of your Personal Data where:

    • you believe such data to be inaccurate;

    • our processing is unlawful; or

    • we no longer need to process such data for a particular purpose, but where we are not able to delete the data due to a legal or other obligation or because you do not want us to delete it.

  • Portability. You have the right to request that we transmit the Personal Data we hold in respect of you to another controller, where this is:

    • personal information which you have provided to us; and

    • we are processing that data on the basis of your consent or in order to perform our obligations under contract to you (such as to provide legal services).

  • Objection. Where the legal justification for our processing of your Personal Data is our legitimate interest, you have the right to object to such processing on grounds relating to your particular situation. We will abide by your request unless we have compelling legitimate grounds for the processing which override your interests and rights, or if we need to continue to process the data for the establishment, exercise or defence of a legal claim.

  • Withdrawing Consent. If you have consented to our processing of your Personal Data, you have the right to withdraw your consent at any time, free of charge. This includes cases where you wish to opt out from marketing messages that you receive from us.

If you are in the EEA you also have the right to lodge a complaint with the local data protection authority if you believe that we have not complied with applicable data protection laws. Access a list of local data protection authorities in EEA countries.

Data Security

We have implemented technical and organisational measures in an effort to safeguard the Personal Data in our custody and control. Such measures include restricting access to Personal Data to staff and service providers on a need-to-know basis.

While we endeavour to always protect our systems, sites, operations and information against unauthorised access, use, modification and disclosure, due to the inherent nature of the Internet as an open global communications vehicle and other risk factors, we cannot guarantee that any information, during transmission or while stored on our systems, will be absolutely safe from intrusion by others.

You also have an important role in protecting Personal Data. You should not share any username, password or other authentication data provided to you with anyone, and we recommend that you do not re-use passwords across more than one website or application. If you have any reason to believe that your username or password has been compromised, please contact us as detailed below.

Cross-Border Data Transfers

We transfer Personal Data to jurisdictions as necessary for the purposes described above, including to jurisdictions that may not provide the same level of data protection as your home country. In particular, our Sites are hosted on servers in the United States. If you are located in a non-US jurisdiction, the transfer of Personal Data is necessary to provide you with the requested information and/or to perform any requested transaction. When you submit personal information to us you are transferring your data across borders.

With respect to transfers originating from the European Economic Area and Switzerland (together "EEA") to the United States and other non-EEA jurisdictions, we implement standard contractual clauses approved by the European Commission, and other appropriate solutions to address cross-border transfers as required or permitted by Articles 46 and 49 of the General Data Protection Regulation or other relevant laws.

Other Issues

1. What are the consequences of not providing Personal Data?

You are not required to provide all Personal Data identified in this Privacy & Cookies Statement to use our Sites or to interact with us offline, but certain functionality will not be available if you do not provide Personal Data. If you do not provide Personal Data, we may not be able to respond to your request, provide legal services to you, or provide you with marketing that we believe you would find valuable.

2. Do we engage in automated decision-making without human intervention?

We do not use automated decision-making without human intervention, including profiling, in a way that produces legal effects concerning you or otherwise significantly affects you.

3. Do the Sites honour do not track ("DNT") signals sent via browsers?

Given the divergent practices of organisations that offer browsers and the lack of a standard in the marketplace, we generally do not respond to DNT signals at this time.

4. How long do we retain Personal Data?

We typically retain Personal Data related to marketing activities for as long as you accept marketing communications from us, and we will securely delete such data in accordance with applicable law upon request. For Personal Data that we collect and process for other purposes, we will typically retain such Personal Data for as long as it is necessary to fulfil the purposes outlined in this Privacy & Cookies Statement and as otherwise specified in applicable record retention policies and procedures.

5. Are third party websites governed by this Privacy & Cookies Statement?

The Sites may contain links and references to other websites administered by unaffiliated third parties. This Privacy & Cookies Statement does not apply to such third-party sites. When you click a link to visit a third-party website, you will be subject to that website's privacy practices. We encourage you to familiarise yourself with the privacy and security practices of any linked third-party websites before providing any Personal Data on that website.

6. How does RMOK handle employee and contractor privacy issues?

Personal Data about our employees and contractors are addressed through internal Firm policies and procedures, and are outside the scope of this Privacy & Cookies Statement.

7. How will we handle any changes to this Privacy & Cookies Statement?

We may update this Privacy & Cookies Statement from time to time as our services and privacy practices change, or as required by law. The effective date of our Privacy & Cookies Statement is posted below, and we encourage you to visit our Sites periodically to stay informed about our privacy practices. We will post the updated version of the Privacy & Cookies Statement on our Sites, and ask for your consent to the changes if legally required.

Contact Us

If you have questions or comments regarding this Privacy & Cookies Statement or our privacy practices, please contact us here:

Legal Office - Data Privacy

RMOK Legal Consulting Limited

60 Cannon Street

London EC4N 6NP

dataprivacy@rmoklegal.com

Effective date: May 2024