Privacy Statement

In this Privacy and Cookie Statement, we explain:

• Which personal data we process;
• For which purposes and on which bases we process your personal data;
• To whom we provide your personal data;

• How long we store your personal data;
• How your personal data are secured;
• Which cookies we use on our website;
• Your privacy rights;
• How to file a privacy complaint;
• How we deal with amendments to this Privacy and Cookie Statement.

Which personal data do we process?

We process the following categories of personal data from clients and their contact persons:

• Name/address details (name, given names, initials, titles, gender, address, postal code, place of residence) as provided by the client;
• Other contact details (date of birth, telephone number, e-mail address and similar details necessary for communication) as provided by the client;
• Data acquired in view of the handling of a matter or the settlement of a dispute, also including data regarding the opposing party and third parties as provided by the client, an opposing party and/or a third party or as acquired from a public source – such as the Commercial Register, the Chamber of Commerce and the Cadastre, Land Registry and Mapping Agency – see also “Third Parties” below;
• Data acquired in view of the calculation and determination of fees and expenses, making payments and collecting claims, including the bank account number, as provided by the client;
• When you use our knowledge portal: company name, name, e-mail address, login details as provided by you.
• When you visit our meetings or events, and in so far as relevant: data regarding accessibility requirements and/or dietary wishes as provided by you;
• Other personal data that must be or need to be processed to comply with the applicable laws and regulations, the Legal Profession Regulation and the code of conduct applicable to lawyers, such as, under certain circumstances, processing data relating to an identity document and keeping a list of former clients.

We process the following categories of personal data from persons from whom we purchase products or procure services or persons who work for our suppliers (hereinafter: “the suppliers”) as provided by these persons or the supplier for whom they work:

• Name/address details (name, given names, initials, titles, gender, address, postal code, place of residence);
• Other contact details (telephone number, e-mail address and similar details necessary for communication);
• In certain cases, also depending in the type of service: a certificate of conduct and details regarding an identity document;
• Data acquired in view of placing orders or procuring services;
• Data acquired in view of the calculation and determination of fees and expenses, and making payments, including the bank account number;
• Other personal data that must be or need to be processed to comply with the applicable laws and regulations.

We process the following categories of personal data from applicants:

• Name/address details (name, given names, initials, titles, gender, address, postal code, place of residence) as provided by the applicant;
• Other contact details (telephone number, e-mail address and similar details necessary for communication) as provided by the applicant;
• Bank account number and details for travel expenses (commuting distance) as provided by the applicant;
• Nationality, date of birth as provided by the applicant;
• Availability, CV and employment history, education history (copy of diplomas, certificates, letters of reference), motivation letter as provided by the applicant;
• References as provided by the applicant and/or reference, data regarding the position applied for, notes of interviews and written communication with the applicant.

We process the following categories of personal data from third parties – such as persons who are not clients from whom we have personal data in our files, lawyers and other advisors we are in contact with, visitors of our website:

• Name/address details (name, given names, initials, titles, gender, address, postal code, place of residence) in so far as provided to us;
• Other contact details (telephone number, e-mail address and similar details necessary for communication) in so far as provided to us;
• Data related to visiting the website liberdock.com, including your IP address, as set out in more detail under “Cookies”;
• Data relating to electronic messages from or intended for third parties and data necessary to keep in contact with these third parties;
• Other data acquired from public sources or provided to us by clients or third parties regarding the handling of a matter or the settlement of a dispute.

On which bases and for which purposes do we process your personal data?

Your personal data are processed on one or more of the following statutory bases:

1. If this is necessary for the performance of an agreement to which you are a party or for the performance of precontractual acts at your request;
2. If this is necessary to comply with a legal obligation;
3. If this is necessary to promote our legitimate interests or the interests of a third party;
4. With your consent.

When we process your personal data based on your consent, we will always request this separately. You are at all times allowed to withdraw your consent. We point out that withdrawing your consent does not alter the legitimacy of the processing of your personal data before your consent had been withdrawn.

We use the personal data referred to above for the purposes set out below, where we indicate for each purpose on which basis (a through d) we do so. If data are processed on the basis of a “legitimate interest”, we will explain this interest briefly. If you have any specific questions in this respect, please do not hesitate to contact us.

Purposes and the bases to which they are linked:

• to provide the requested legal services, including providing access to our knowledge portal (a, b and c: being able to offer and improve our services);
• for our administrative accounts, including the calculation or determination of fees or payments, income and expenses, the payment and collection of claims – including the engagement of collection agencies or bailiffs (a, b and c: our interest to keep correct accounts);
• for the handling of any complaints and disputes regarding our services (a, b and c: to defend our rights, to maintain and improve our existing relationships through proper complaint handling, to improve the quality of our services and to comply with the Legal Profession Regulation);
• to keep in contact with you and to communicate with you; which also includes communication for marketing purposes, relationship management and business development activities such as invitations for events and sending newsletters and other marketing communication that might be relevant to you; (a, b, c: our interest to bring our services to the attention of existing clients and d: consent if we do not yet have a client relationship but, for example, you registered for our newsletter);
• to handle your application (a, b, c: our legitimate interest to assess whether you are suitable for the vacancy and d: consent if you would like your application to be kept on file for further consideration, please see the heading “How long do we store your personal data?”)
• to place orders or procure services (a, b and c: our interest to keep correct accounts);
• to perform audits and other internal checks (a, b and c: our interest to keep correct accounts);
• to provide you access to our office and for the benefit of company security; (a, b and c: our interest to protect our property and the data we have at our disposal);
• to provide you access to our website, to generate statistics regarding the use of our website, to analyse and improve our website and for the security of our website; (a, b and c: our interest to offer a properly functioning website);
• to comply with our legal and statutory obligations including the Legal Profession Regulation and the code of conduct applicable to lawyers (b, c: our interest to comply with our obligations).

To whom do we provide your personal data?

Liber Dock does not provide your personal data to third parties (‘recipients’ within the meaning of privacy legislation), unless necessary for the proper performance of the purposes referred to in this Privacy and Cookie Statement, when this is required by law or when you have given the appropriate consent. Examples may include when a lawyer is substituted by another lawyer due to absence or illness, when an expert investigation is being performed or when a third party is engaged on behalf of and on the instruction of Liber Dock, such as IT providers, but also when your personal data are provided in respect of legal or other proceedings, or correspondence with the opposing party. Liber Dock may also be obliged by law to provide personal data to a supervisory authority or a different institution of public authority.

The third parties who are provided with the personal data are obliged to treat your personal data confidentially. If these parties are considered ‘processors’ within the meaning of privacy legislation, Liber Dock will ensure that a processing agreement that meets the requirements referred to in the GDPR will be concluded with such parties. The third parties engaged by Liber Dock who offer their services as independent controllers are responsible for complying with the applicable privacy legislation when further processing your personal data. This may include auditors, civil-law notaries and parties that could be engaged for providing an opinion or expert report.

We can share personal data from clients, applicants, suppliers and third parties with:

• Liber Dock employees – on a need-to-know basis;
• Suppliers – e.g. translation agencies, courier services, bailiffs, our software suppliers such as BaseNet Internet Project B.V. (“BaseNet”) when you use our knowledge portal, and the like, Google LLC for user statistics of our website, see below under “Cookies”;
• Opposing parties, other lawyers or advisors with regard to our services;
• Courts and government agencies;
• Other parties such as supervisory authorities and other institutions if required by law or with your consent.

To provide our services, it may be necessary that we transfer your personal data to a recipient in a country outside of the European Economic Area that provides a lower degree of protection of personal data than European legislature. In that event, Liber Dock will ensure that such a transfer of personal data is made in accordance with the applicable laws and regulations, for example by concluding a model contract drafted and approved by the European Commission for that purpose, and will assess whether any additional measures are necessary to guarantee an appropriate level of protection of your personal data.

Your privacy rights

You have the following rights with regard to Liber Dock’s processing of your personal data:

• the right to ask us if we process your personal data and, if so, request inspection of your personal data and certain information about the processing of your personal data;
• the right to rectify your personal data if these are incorrect or incomplete;
• the right to have your personal data erased (‘right to be forgotten’);
• the right to object to the processing of your personal data or to limit the processing of your personal data;
• the right to withdraw your consent to process your personal data if the processing is based on your consent;
• the right to receive a copy of your personal data or to release your personal data to a third party appointed by you in a manner that is structured, standard and readable by a machine (‘right to data portability’);

We do not use automated decision-making within the meaning of Article 22 GDPR.

To exercise your rights, please contact us via privacy@liberdock.com or by post via:

Liber Dock B.V.
Attn. the GDPR committee
Jollemanhof 12a
1019 CW Amsterdam

We will only handle those requests that relate to your own personal data. We might request additional information to verify your identity to prevent us from providing information to the wrong person. In principle, we will inform you within one month after having received your request whether we can comply with your request. This term may be extended by two months in specific cases, for example in the event of a complex request. We will inform you about such an extension within one month after having received your request. On the basis of privacy legislation, we may deny your request under certain circumstances. We will provide you with an explanation if this is the case. We will always honour your request if you object to the processing of your personal data for direct marketing purposes. More information on your privacy rights can be found on the website of the Dutch Data Protection Authority.

Complaints

If you have any complaints about Liber Dock’s processing of your personal data, we will always try to resolve these in mutual consultation. If this does not lead to the desired outcome, you have the right to submit your complaint to the competent supervisory authority. In the Netherlands, this is the Dutch Data Protection Authority. If you reside or work in a different country of the European Union, you can submit your complaint to the supervisory authority of that country.

Amendments

This Privacy and Cookie Statement was lastly amended on June 3th 2021. We reserve the right to amend this Privacy and Cookie Statement and will ensure that we always publish the most recent version of this Privacy and Cookie Statement on our website. In the event of substantial amendments that may considerably affect one or more data subjects, we aim to inform those data subjects of the amendments directly.