Purpose
This privacy notice sets out the standards that you can expect from the Legal Aid Agency when we request or hold personal information (‘personal data’) about you; how you can get access to a copy of your personal data; and what you can do if you think the standards are not being met.
https://legalaidlearning.justice.gov.uk/ is provided by the Legal Aid Agency, part of the Ministry of Justice.
The Legal Aid Agency is an Executive Agency of the Ministry of Justice (MoJ). The MoJ is the data controller for the personal information we hold. The Legal Aid Agency collects and processes personal data for the exercise of its own and associated public functions. Our public function is to provide legal aid.
About personal information
Personal data is information about you as an individual. It can be your name, address or telephone number. It can also include the information that you have provided in this form such as your financial circumstances and information relating to any current or previous legal proceedings concerning you. We know how important it is to protect customers’ privacy and to comply with data protection laws. We will safeguard your personal data and will only disclose it where it is lawful to do so, or with your consent.
What data we collect
The personal data we collect from you includes:
- IP address, usage data, cookie data, online navigation data, click data, location data, browser data, records of viewing
- If user creates an account with the site and is required to login; first name, surname, e-mail address, and the subsequent user ID.
We use Google Analytics software to collect information about how you use https://legalaidlearning.justice.gov.uk/. This includes IP addresses. The data is anonymised before being used for analytics processing.
Google Analytics processes anonymised information about:
- the pages you visit on https://legalaidlearning.justice.gov.uk/
- how long you spend on each https://legalaidlearning.justice.gov.uk/ page
- how you got to the site
- what you click on while you’re visiting the site
We do not store your personal information through Google Analytics (for example your name or address). We will not identify you through analytics information, and we will not combine analytics information with other data sets in a way that would identify who you are.
We continuously test and monitor our data protection controls to make sure they’re effective and to detect any weaknesses.
Purpose of processing and the lawful basis for the process
The purpose of the Legal Aid Agency collecting and processing the personal data which you have provided on this form is for the purposes of providing legal aid. Specifically, we will collect information through Google Analytics and from information you provide directly and will use this personal data in the following ways:
- make sure the site is meeting the needs of its users
- monitor use of the site and government digital services
- make improvements, for example improving site search
- allow you to create an account that grants you access to specific content.
Were we unable to collect this personal information then we would not be able to provide the activities above and we would be prevented from providing the service.
Our legal basis for processing your data
The legal basis for processing personal data in relation to site security is our legitimate interests, and the legitimate interests of our users, in ensuring the security and integrity of https://legalaidlearning.justice.gov.uk/.
The legal basis for processing anonymised data for Google Analytics is your consent.
The legal basis for processing all other personal data is that it’s necessary:
- to perform a task in the public interest
- in the exercise of our functions as a government department
Who the information may be shared with
We sometimes need to share the personal information we process with other organisations. When this is necessary, we will comply with all aspects of the relevant data protection laws. The organisations we may share your personal information include:
- Our hosting provider Learning Pool
- Fraud prevention agencies: If false or inaccurate information is provided or fraud identified, the Legal Aid Agency can lawfully share your personal information with fraud prevention agencies to detect and to prevent fraud and money laundering.
Retention period for information collected
Your personal information will not be retained for any longer than is necessary for the lawful purposes for which it has been collected and processed. This is to ensure that your personal information does not become inaccurate, out of date or irrelevant. The Legal Aid Agency have set retention periods for the personal information that we collect, this can be accessed via our website: https://www.gov.uk/government/publications/record-retention-and-disposition-schedules
You can also contact our Data Protection Officer for a copy of our retention policies. While we retain your personal data, we will ensure that it is kept securely and protected from loss, misuse or unauthorised access and disclosure. Once the retention period has been reached, your personal data will be permanently and securely deleted and destroyed.
Children’s privacy protection
This website is not designed for, or intentionally targeted at, children 13 years of age or younger. We do not intentionally collect or maintain user data about anyone under the age of 13.
Where your data is processed and stored
We design, build and run our systems to make sure that your data is as safe as possible at all stages, both while it’s processed and when it’s stored.
All personal data is stored in the European Economic Area (EEA). Anonymous data collected by Google Analytics may be transferred outside the EEA for processing.
How we protect your data and keep it secure
We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data – for example, we protect your data using varying levels of encryption.
We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
Your rights
You have the right to request:
information about how your personal data is processed
- a copy of that personal data
- that anything inaccurate in your personal data is corrected immediately
You can also:
- raise an objection about how your personal data is processed
- request that your personal data is erased if there is no longer a justification for it
- ask that the processing of your personal data is restricted in certain circumstances
If you have any of these requests, get in contact with the Disclosure Team.
Links to other websites
https://legalaidlearning.justice.gov.uk/ contains links to other websites.
This privacy notice only applies to https://legalaidlearning.justice.gov.uk/, and does not cover other government services and transactions that we link to. These services have their own terms and conditions and privacy policies. If you go to another website from this one, read the privacy policy on that website to find out what it does with your information.
If you come to https://legalaidlearning.justice.gov.uk/ from another website, we may receive personal information from the other website. You should read the privacy policy of the website you came from to find out more about this.
Website Accounts
Creating an account is optional. All https://legalaidlearning.justice.gov.uk/ services are accessible with or without an account. You can access, update or permanently delete your account and all the information stored in it at any time.
You can get more details on:
- Agreements we have with other organisations for sharing information;
- Circumstances where we can pass on personal information without telling you, for example, to help with the prevention or detection of crime or to produce anonymised statistics;
- Our instructions to staff on how to collect, use or delete your personal information;
- How we check that the information we hold is accurate and up to date; and
- How to make a complaint.
For more information about the above issues, please contact:
The Data Protection Officer
Ministry of Justice
3rd Floor, Post Point 3.20
10 South Colonnades
Canary Wharf
London
E14 4PU
For more information on how and why your information is processed, please see the information provided when you accessed our services or were contacted by us.
Complaints
When we ask you for information, we will comply with the law. If you consider that your information has been handled incorrectly, you can contact the Information Commissioner for independent advice about data protection. You can contact the Information Commissioner at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
www.ico.org.uk