Retention Policy - Gilson Gray

Last Updated: 11 December 2017

RETENTION POLICY

Thank you for visiting Gilson Gray.

Your privacy is important to us. This Retention Policy is where we explain to you what personal information is collected when you visit our site, how we may use that information, and how long we store it for.

This document should be read together our Privacy Policy, Cookie Policy, and Terms and Conditions.

Our Privacy Policy: You can find our privacy policy HERE which explains more about how we may collect and use your personal information.

Our Cookie Policy: You can find our cookie policy HERE and it explains more about how we may collect personal information about you via cookies (it also explains what cookies are).

Our Terms and Conditions: You can find the terms of use for our site HERE.

If you have any questions please do not hesitate to contact us at dataprotection@gilsongray.co.uk or, if you prefer to call or write to us, then you can find our contact details at the bottom of this page.

WHO WE ARE

We are GILSON GRAY LLP, GILSON GRAY PROPERTY SERVICES LLP and GILSON GRAY FINANCIAL MANAGEMENT LLP. We are registered in Scotland as limited liability partnerships with the registered numbers SO304731, SO304732 and SO304881 respectively.

Our registered offices are at 29 Rutland Square, Edinburgh, EH1 2BW.

A list of all relevant members is open to inspection at our registered office. Gilson Gray LLP is regulated by the Law Society of Scotland.

But, for the purposes of this Cookie Policy, it’s just easier if we refer to ourselves as “we” or “us”.

PURPOSE OF THIS DOCUMENT

The purpose of the Retention Policy is to explain what personal information we may collect about you when you visit our site or interact with our online services, how we may use that information, and how long we store it for.

Our Retention Policy is broadly divided into four sections:

Our website
Cookies

Depending on how you interact with our website and our services we may collect different types of personal information about you. The duration that we retain that personal information will vary depending on how you interact with us. For example, we may retain information about you for a longer period of time if you get in touch with us about our services or we may only retain statistical information about you if you are merely browsing our site. If you would like further information, please see our Privacy Policy HERE and our Cookie Policy HERE.

The types of personal information that we collect, its purpose, and retention period is detailed in the tables below.

OUR WEBSITE

This table details the personal information and we may collect about you on our site located at www.gilsongray.co.uk.


Type of Personal Information	Purpose	Retention Period
IP Address	When you visit our site you will automatically send us your IP address. We collect this information as part of our site analytics in order to understand how you use and access our site. We also use this information to help protect our site from malicious activities and site security. If you get in touch with us via our site then we may also collect your IP address. If you accept our cookie and privacy policies then we may retain a record of your IP address so that you do not see the cookie and privacy policy “pop up” after accepting it	60 days
First Name	If you get in touch with us via our site then we will ask you for your first name. We collect this information to help us to get to know you better and to provide a personable service	60 days*
Last Name	If you get in touch with us via our site then we will ask you for your last name. We collect this information to help us to get to know you better and to provide a personable service	60 days*
E-Mail Address	If you get in touch with us via our site then we will ask you for your e-mail address. We collect this information to enable us to get in touch with you and to respond to your inquiries.	60 days*

*These retention periods only apply where you do not become a client of Gilson Gray or if we do not hear back from you. If you become a client of Gilson Gray then we will retain personal information about you in accordance with our terms of business and letter of engagement which we will provide to you in writing before providing you with our services.

COOKIES

You can find more information about the types of cookies that we use and their purpose by visiting our Cookie Policy HERE.


Cookie Name	Purpose	Expiry/Duration
_utma	Used to distinguish users and sessions when they connect to our site	2 years
_utmb	Used to determine new sessions/visits	30 minutes
_utmc	This cookie is set for interoperability data analytics software. This cookie operates in conjunction with the _utmb cookie to determine whether the user was in a new session/visit	The duration of your visit to our site
_utmz	Stores the traffic source or campaign that explains how you reached our site	6 months
_utmt	This cookie is used to limit the amount of data that is collected on sites with a lot of traffic	The duration of your visit to our site
wfvt_[number]	This cookie contacts information about your general geographic location (used to remember your time zone, for example). These are known as session cookies and are deleted when you leave our site	The duration of your visit to our site
wordfence_verifiedHuman	This is a security cookie that works to prevent malicious bots from abusing our site	1 day

You can find out more about changing cookie settings on your computer by visiting http://www.allaboutcookies.org/manage-cookies/. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. You may also delete any cookies stored on your computer at any time.

Different cookies may be stored for different periods of time. In many cases these cookies are updated automatically each time you visit our site or may expire and be deleted by your computer automatically. Each time you visit our site you start a new “session”. When you leave our website the session ends. The expiry period of a cookie will usually run from the date of the most recent session. This means that, each time you visit our site, the expiry period for those cookies may reset.

It is important to understand that when a cookie is placed on your computer it will reside on your hard drive until it expires and is deleted or it may reside on your hard drive until you manually delete it – this entirely depends on your individual browser settings and we do not have control over this.

MARKETING AND OTHER COMMUNICATION

We do not use any of the personal information collected from our site or that you may pass to us by filling in forms on our site for any marketing purposes. If you have requested that we get in touch with you then we will only use your personal information to assist us in answering your query.

CHANGES TO OUR RETENTION POLICY

We may need to change this Retention Policy if it’s necessary for legal reasons or to reflect changes to our services or the purposes for which we may wish to collect and process your personal information. In any case, the provisions of this Retention Policy may be changed without prejudice to your rights. When we change our Retention Policy we will make the updated Retention Policy available on our site and we will also update the “Last Updated” date.

Once we change our Retention Policy, we will use our reasonable efforts to inform you. This may include asking you to agree to the updated Retention Policy before we process further information about you or it may require us to suspend access to parts of our site until you agree to the updated Retention Policy – we will only restrict access to parts of our site where we deem it is necessary for us to collect personal information about you, for example, on our recruitment site.

You’re welcome to contact us if you have questions about the changes.

CONTACT US

If you have any questions, comments or requests regarding our Retention Policy then please do not hesitate to get in touch with us. To make things easier for both of us we would appreciate if you your queries were addressed to our Data Protection Officer:

Data Protection Officer

Gilson Gray LLP

29 Rutland Square

Edinburgh

EH1 2BW

United Kingdom

dataprotection@gilsongray.co.uk

Telephone: +44 (0)131 516 5354