You are kindly invited to acknowledge the following indications as to the processing of personal information within the law firm HLT. You may contact us at any time for further explanations by calling us at +39 055 5535166 or by sending an e-mail to firstname.lastname@example.org.
When requested to provide its professional services, “HLT” (a law firm based in Firenze, Italy), will need to process personal data. Such processing needs to be performed in compliance both, with the EU Regulation no. 679 of 2016 (GDPR) as well as with the national implementing provisions, specifically the Italian Privacy Code (i.e. D.Lgs. of June 30, 2003, n.196 as amended by D.Lgs. no. 101 of August 10, 2018). These provisions impose on us to inform all data subjects about the scope of the processing and the uses of the collected personal information.
Personal data submitted will be handled and stored both, electronically as well as manually. The processing will occur in accordance with the firm's - periodically updated – Privacy and Data Security Program. Your data will also be handled by ‘Processors’ (such as: the firm’s partners, its staff, the lawyers in a stable cooperation with firm), who are all specifically instructed as to the means and limits of the processing of your data.
In detail, we ask you to acknowledge the indications offered in the following.
Controller of the data submitted is the individual lawyer retained and - with respect to data handling for accountancy, administrative and tax purposes - the law firm HLT, with legal seat in Firenze (50136), Italy, via Carlo Botta, n. 2, Phone: +39 055 5535166 – e-mail: email@example.com, represented by its Managing Partner, Avv. Susanna M. Lösch.
Purposes of the processing:
We collect and handle personal data to fulfill the assigned mandate as well as to comply with the obligations set for all providers of professional services in relation to accountancy, administrative and tax purposes or other legal obligations imposed by local Law (e.g. anti-money-laundering provisions).
Legal basis of the processing:
We process your data in compliance with legal provisions in force and to an extent necessary: (a) for performing the assigned mandate, (b) or to comply with specific legal obligations. The processing will refer to the data you have submitted, which we need to open and to manage the file relating to the assigned mandate as well as to fulfill the accountancy, administrative, tax and all other requirements pertaining to the legal profession.
Refusal to provide your personal data:
While you are not obliged to submit your personal data, we ask you to acknowledge that in case of refusal we will not be able to accept and to execute your mandate.
Type of data and means of their processing:
We may process and store your data in paper files or electronic archives, involving ‘processors’ such as the partners of the firm, its staff or lawyers in a stable cooperation with the firm (all of them specifically instructed as the purposes, means and limits of the processing).
Usually, we will process only ‘common data’ and handle ‘special categories of data’ (such as ‘sensitive’ or ‘judicial data’, ex article 9 of EU Regulation no. 670 of 2016) only when specifically required by the mandate assigned.
Your data will be stored for the time necessary to deliver the services assigned to HLT and for any additional period eventually established by local statute law for fulfilling legal or fiscal requirements (e.g. the prescriptions and requirements set by the provisions meant to prevent the use of the financial system for money laundering, Legislative Decree no. 231 of 2007). For all information HLT is not held to maintain stored, the client is will be invited to withdraw it, with a notice that – in absence of withdrawal - all documents will be destroyed after a ten years period - from the moment of the file’s closing - has expired.
Data communication to third parties:
The communication of your data to third parties will occur exclusively for: (a) uses relating to the performance of the assigned mandate, (b) administrative, accountancy or fiscal purposes, and (c) compliance with requirements or obligations set by local law. For example, we may need to offer your data to experts, accountants, business- or tax consultants (when involved in fulfilling the assigned mandate of required to provide services functional to such fulfillment), banks, insurance companies, judicial or administrative Authorities. Such communication is to be intended as part of the contractual agreement involved by the assigned mandate.
Profiling, diffusion or transfer of data:
Your data will not be subject to automated decision-making procedures (including profiling). Data will not be transferred to Third Countries. Should such a transfer result necessary, you will be notified in advance and ask for specific consent.
Data subject’s rights:
Data subject’s rights with respect to the processing of his/her personal information are laid down in EU Regulation no. 679 of 2016 (available on the Italian Data Protection Authority’s website, to be found at the URL: http://www.garanteprivacy.it/web/guest/home/docweb/-/docweb-display/docweb/6264597).
Such rights may be exercised by contacting the Controller – through the means listed above – through registered mail or through a certified e-mail.
Find in the following a list of the rights you are entitled to according to the EU Regulation:
- Access to data (art. 15 Regulation no. 679 of 2016) and right to receive indications as to whether our law firm disposes of your personal information.
- Rectification (art. 16): you are entitled to ask for rectifications of your data processed by us.
- Erasure of data (art. 17), anonymization or blocking (when such procedures result compatible with the mandate assigned and/or with legal obligations we need to comply with).
- Restriction of processing (art. 18), if compatible with the mandate and/or with our legal obligations.
- Data portability (art. 20), to be intended as your right to obtain from the Controller your data in a structured, commonly used and machine-readable format (also for transmitting them to another controller without hinderance).
- Objection to the processing (art. 21) on grounds relating to your peculiar situation.
- Withdrawal of consent (art. 7/3), without affecting the lawfulness of the processing performed prior to withdrawal of consent.
- Right to complain (art. 51), to be intended as your possibility to access the Italian Data Protection Authority to claim protection of your rights.