Allen & Overy values your privacy and cares about the way in which your personal information is treated.
This policy describes:
- what personal information we collect about you
- how we obtain your personal information
- how and on what basis we use your personal information
- marketing and other emails
- how long we keep your personal information
- who we share your personal information with
- how we protect your personal information
- which countries we transfer your personal information to
- your rights regarding your personal information
- who are the data controllers
- who to contact with questions or concerns
Allen & Overy refers to Allen & Overy LLP, its subsidiaries and other partnerships, corporations, undertakings and entities which are authorised to practice using the name ‘Allen & Overy’. See the section entitled ‘Who are the data controllers’ below for more information on the entities that control and process personal data in Allen & Overy.
1. What personal information do we collect about you?
If you contact us as a client, prospective client, applicant or prospective applicant regarding the provision of our services or, to a lesser extent if you use our website, the personal information that we process may include:
- Basic information about you, such as your full name (including name prefix or title), the company you work for, your title or position and your relationship to a person
- Contact information, such as your postal address, email address and phone number(s)
- Financial information, such as payment-related information
- Technical information to the extent that it constitutes personal information, including your IP address and other online identifiers, and information about your access to and use of the Peerpoint website (such as your access dates/times or what areas of the website you have visited)
- Information you provide to us for the purposes of attending meetings and events, including access and dietary requirements, and information generated by us in connection with your attendance, such as CCTV and access records
- Identification and background information provided by you or collected as part of our business acceptance processes
- Information provided to us by or on behalf of our clients or generated by us in the course of providing services to them, which may include special categories of data
If you use the Peerpoint website as an applicant or otherwise apply to join Peerpoint, then the personal information that we process will also include:
- Applicant information, such as your educational and employment history, CV, information about qualifications and training, skills and experience, results, hobbies and interests, language skills, professional licenses and memberships, personal statements, answers to questions relevant for the role you have applied for, interview notes, references and outcome of application
- Employment preferences, such as willingness and eligibility to relocate, desired remuneration, availability, job specifications and requirements
- General information, such as your date of birth, gender, marital and family status, maiden name, place of birth, residency, nationality, immigration status and work authorisation
- Information necessary to complete background checks (to the extent permitted in your jurisdiction) and information obtained as a result of the check, which may include criminal records information
- Government and other official identification numbers, such as social security or national insurance number, passport number, tax identification number or other government issued identification number
- Other identification and background information provided by you or collected as part of our application, hiring and placement processes, which may include photographs
- Health-related information, as permitted or required by applicable law, for instance where we need to know this information to make adjustments to our application processes
- Diversity-related information including in relation to disabilities, ethnicity, sexuality, religion and social background. The diversity data collected and processed will depend on, and only be collected in accordance with, applicable local laws. Where applicable, it will form part of the application process and will be apparent at the point of collection
- Information you provide to us for the purposes of attending interviews and other events, including access and dietary requirements
If we do not collect, or you do not provide, your personal information to us, we may not be able to receive or process your application, provide the Peerpoint services to you or respond to your communications.
2. How we obtain your personal information
- We collect personal information about you and others as necessary in the course of your interactions with Peerpoint regarding the provision of services to you, which may include through your use of the Peerpoint website
- We collect personal information from you when you contact or communicate with us (including through the website, by email, phone or otherwise)
- We collect your personal information while monitoring the Peerpoint website and our other technology tools (such as email)
- We gather personal information about you when you provide it to us, or interact with us directly, for instance engaging with our staff
- We may collect or receive personal information about you from other sources, such as from our clients or from publically available sources (such as LinkedIn)
If you apply to join Peerpoint, we also obtain your personal information as follows:
- We collect your personal information when you apply to join Peerpoint
- We collect your personal information during interviews and assessment exercises
Our website uses a number of cookies and web-based analytics tools, such as Google Analytics, that tracks and reports on the manner in which the Peerpoint website is used to help us to improve it. The analytics tools do this by placing small text files called ‘cookies’ on your device. Cookies enable a website to recognise and remember your device when you visit the site. The information that some of the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and anonymous.
For information on how to disable and/or clear cookies, including third-party cookies, on your device please follow the instructions in the links below:
More information on managing your cookie settings can be found at www.allaboutcookies.org.
4. How we use your personal information and on what basis we use your personal information
Allen & Overy collects and processes personal information about you in a number of ways, including through the provision of the Peerpoint services and your use of our Peerpoint website. We have set out below the principal purposes for which we use personal information and the legal basis (as set out in data protection law) that we rely on to justify this use of personal information:
Purpose: For diversity and equality monitoring purposes.
Legal Basis: We may process diversity information for our legitimate interests (i.e. to ensure the diversity of our consultants and employees) and for compliance with legal obligations to which we are subject. We will request your consent in circumstances where it is required by applicable law.
Purpose: To audit and monitor the use of the Peerpoint website and Peerpoint services, and our other technology tools.
Legal Basis: For our legitimate business purposes (i.e. the provision of the Peerpoint website and Peerpoint services, as well as to improve and ensure the security of these resources) We may request your consent in circumstances where a legal justification over and above legitimate interests is required by applicable law (e.g. in relation to the use of certain cookies).
Purpose: To provide information requested by you and to communicate with you.
Legal Basis: For our legitimate business purposes (i.e. to provide information that you request and otherwise communicate with you in connection with Peerpoint)We may request your consent in circumstances where a legal justification over and above legitimate interests is required by applicable law.
Purpose: To organise and host seminars, training and other events.
Legal Basis: For our legitimate business purposes (for example, we run events to enable potential applicants to better understand the application process and what it is like to work for Allen & Overy as a Peerpoint consultant; we will also collect data to facilitate your visit to our premises and maintain the security of our premises)We may also process personal information to ensure compliance with the firm's legal obligations to provide appropriate access to its premises and comply with health and safety requirements.
Purpose: To improve the Peerpoint website, Peerpoint services and application process for you and our clients and prospective clients.
Legal Basis: For our legitimate business purposes (i.e. the provision and improvement of our Peerpoint website, Peerpoint services and application process).
Purpose: To manage and administer our relationship with our Peerpoint clients and prospective clients.
Legal Basis: For our legitimate business purposes (ie to build and maintain strong relationships with our clients).
Purpose: To provide information about our users and related usage information to third parties providing support for the Peerpoint website, Peerpoint services and application process.
Legal Basis: For our legitimate business purposes (ie the provision and support of the Peerpoint website, Peerpoint services and application process).
Purpose: To fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims.
Legal Basis: For our legitimate business purposes and for compliance with legal obligations to which we are subject.
5. Marketing and other emails
From time to time, we may wish to send you information about Peerpoint and the products and services which Allen & Overy offers and we believe you may be interested in. We will use personal information for this purpose. If you do not wish to receive this information, or if you are already receiving this information from us or third parties acting on our behalf and you no longer wish to do so, please email us at email@example.com.
We may also use a relationship management tool, where permitted by applicable local law, to assess the strength of the relationship between our personnel and our clients or potential clients based on the frequency of email contact between them. We use that information in order to assess, analyse and improve the services that we provide.
6. How long we keep your personal information
Your personal information will be retained in accordance with our global data retention policy which categorises all of the information held by Allen & Overy and specifies the appropriate retention period for each category of data. Those periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and Allen & Overy’s business purposes.