Privacy Policy

Allen & Overy values your privacy and cares about the way in which your personal information is treated.

This statement describes:

1. what personal information we collect about you
2. how we obtain your personal information
3. how we use cookies
4. how and on what basis we use your personal information
5. how long we keep your personal information
6. who we share your personal information with
7. how we protect your personal information
8. which countries we transfer your personal information to
9. your rights regarding your personal information
10. who are the data controllers
11. changes to our privacy policy
12. 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 ‘Data controllers’ below for more information on the entity that controls and processes personal data.

1. What personal information do we collect about you?

In this privacy policy, we use the term personal information to describe information that is about you and which identifies you.

In relation to your use of this RegGateway platform (the RegGateway platform) we will collect the following personal information:

  • Basic information about you, such as your name (including name prefix or title) and the company that you work for
  • Contact information, such as your business contact address, email address and phone number(s)
  • The country you are located in
  • Other information that you provide when using the RegGateway platform, such as your preferences or comments or opinions you may leave in relation to materials on the RegGateway plaftform (where this functionality is available to you) or feedback provided by you on the platform
  • Any other information relating to you (or other individuals) which you may provide to us (such as information provided through the support functionality on the RegGateway platform), or which is otherwise provided to us or generated by us, in the course of your use of, or the operation of, the RegGateway platform.

 

You are responsible for ensuring that the personal information you provide to us complies with applicable data protection laws and you will not do or omit to do anything that would cause Allen & Overy to be in breach of those laws.

If we do not collect, or you do not provide, your personal information to us, we may not be able to provide our products and services to you.

2. How we obtain your personal information

We collect your personal information in various ways. From your employing organisation when they subscribe for the RegGateway platform and directly from you:

  • when you complete the form to register to use the RegGateway platform
  • in the course of your use of the RegGateway platform, including all information that you submit through the platform
  • when you contact or communicate with us (including through this platform, by email or otherwise)
  • when you edit your profile, set your preferences or subscribe for alerts on the RegGateway platform
  • while monitoring the RegGateway platform
  • when you provide information to us, or interact with us directly, for instance engaging with our staff

3. How we use cookies

Cookies are small text files that are downloaded to your device by websites you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the website. We use different types of cookies for different things, such as analysing how you use the RegGateway platform and to show you content on the RegGateway platform in your chosen language.

We have listed the cookies that we use on the RegGateway platform, what each cookie is used for and how long it is retained below.

You can find more information about cookies at www.allaboutcookies.org.

 

Your choices

You can choose whether or not to accept cookies by clicking on the ‘Cookie Preferences’ button at the bottom of this page. Some cookies are essential cookies and cannot be turned off using the Cookie Preferences tool. We have listed these ‘strictly necessary’ cookies, what they are used for and how long they are retained below. You can disable strictly necessary cookies by changing your browser settings, however, this may affect how the RegGateway platform functions.

Some of the cookies listed below, such as the Vimeo cookie in relation to video content, are third-party cookies that cannot be turned off using the Cookie Preferences tool. In order to remove these cookies you will need to visit the third party sites and follow the instructions in their cookie notices. Alternatively, follow the instructions under the Changing cookie settings in your browser heading below.

 

Necessary cookies

These cookies are necessary to enable core functionality, such as accessibility, and to enable us to keep track of your cookie choices.

 

Cookie namePurposeExpiry
wordpress_logged_in_ wordpress_sec_ wordpress_test_cookie

These cookies are set by WordPress and are used to store a user’s authentication details when logged in to the RegGateway platform, check whether a user is logged-in to the RegGateway platform and test that a user’s browser accepts cookies.

 

Session
PHPSESSID

This cookie is set by PHP.net and identifies a user’s session on the server.

 

Session
borlabs-cookieThis cookie is set by Allen & Overy to record a user’s cookie preferences.1 year
rg_sec_[randomly generated numbers]These cookies (5 in total) are set by WP Cerber. They are used by Allen & Overy for security purposes in relation to the RegGateway platform to detect malicious activity, distinguish between users who are logged into the RegGateway platform and those who are not, and identify search engine robots attempting to access the RegGateway platform.6 Weeks

 

Website functionality cookies

These cookies enable functionality that gives you a better, more personalised experience, such as remembering your language preferences. If you disable these cookies it may interfere with your experience on the RegGateway platform.

 

Cookie namePurposeExpiry
pll_language

This cookie is set by Allen & Overy and is used to record the language in which the RegGateway platform content should be displayed to a user. If a user does not accept this cookie, their language preferences will be stored for the duration of their session only.

 

1 year

 

Analytics cookies

These help us to improve the RegGateway platform by collecting and reporting information on how you use it.

 

Cookie namePurposeExpiry

Universal Analytics (Google)

  • _ga*
  • _gid
  • _gat

 

These cookies are used to collect information about how visitors use our website. They distinguish users on the website by assigning a randomly generated number as an identifier. They collect information on the number of visitors to the site, whether they are unique or returning visitors, the pages visited, the length of time spent on the site and how the visitor reaches the website (e.g. a search engine result, social post or direct link). The user data provided to Allen & Overy is aggregated and therefore anonymous. The aggregated information is shared by Allen & Overy with Lexemo (who power the RegGateway platform) to help us to improve the RegGateway platform.

_ga*: 2 years

_gid: 24 hours

_gat: 1 minute

ai_userThis cookie is set by Microsoft and is used by Allen & Overy to count the number of users accessing the RegGateway platform over time. The cookie stores a unique identifier to recognise users on subsequent visits to the RegGateway platform.1 year

 

Third-party cookies

In order to remove these cookies you will need to visit the third-party sites and follow the instructions in their cookie notices. Alternatively, follow the instructions under the Changing cookie settings in your browser heading below.

Cookie namePurposeExpiry
vuidOur video content is hosted on a third party site (Vimeo). When you play a video on the RegGateway platform, Vimeo places third-party cookies to enable the video to play and to collect analytics data such as how long a user has watched the video. For more information, please see Vimeo’s cookie policy.2 years

 

Changing cookie settings in your browser

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 and on what basis we use your personal information

We have set out below the purposes for which we use your personal information and the legal basis under the EU General Data Protection Regulation (GDPR) that we rely on to process your information.

PurposeLegal Basis
To provide the RegGateway platform to you and others in your organisation

For our legitimate business purposes (the provision of the RegGateway platform)

To perform a contract with individual subscribers

To create and administer your account

For our legitimate business purposes (the provision of the RegGateway platform)

To perform a contract with individual subscribers

To audit and monitor the use of the RegGateway platform, including to understand what features, materials and sections of the platform you visit

For our legitimate business purposes in providing, and improving and ensuring the security of, the RegGateway platform and related services

We may request your consent in circumstances where required (for example, in relation to our use of cookies)

To send you information you have asked for, including legal and regulatory updates, and to respond to your communications, queries and feedback

For our legitimate business purposes (the provision of the RegGateway platform and any other services requested by you)

We may request your consent in circumstances where required

To promote the RegGateway platform

For our legitimate business purposes (the promotion of the RegGateway platform and related services)

We may request your consent in circumstances where required

To manage and administer our relationship with you and our clientsFor our legitimate business purposes (including the provision of the RegGateway platform

To share information with the subscribing organisation about its use and performance of the RegGateway platform

The organisation receiving the information is responsible for ensuring its use of the data complies with data protection law

For our legitimate business purposes and those of the subscribing organisation
To compile and share (aggregated and anonymous) statistics about the use and performance of the RegGateway platformFor our legitimate business purposes and those of the subscribing organisation and any others with whom we share the information
To fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims

For our legitimate business purposes (to manage risk and actual and potential claims) and for compliance with legal obligations to which we are subject

 

5. 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.

6. Who we share your personal information with

Allen & Overy is an international law firm and any information that you provide to us may be shared with and processed by any entity in the worldwide network of Allen & Overy and our associated firms. You can see a list of our offices at http://www.allenovery.com/locations/.

We may share your personal information with your employer that subscribes for the services for the purposes set out above. The organisation receiving the information is responsible for ensuring its use of the data complies with data protection law.

We may also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:

  • Lexemo, who power the RegGateway platform
  • Our professional advisers and auditors
  • IT and other service providers to Allen & Overy

 

Where necessary, or for the reasons set out in this policy, personal information may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies. While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

If in the future we re-organise or transfer all or part of our business, we may need to transfer your information to new Allen & Overy entities or to third parties through which the business of Allen & Overy will be carried out.

If you separately access www.allenovery.com or use our legal services, we will process your information as set out in the privacy policy on the website, which is available by clicking here or via www.allenovery.com/en-gb/global/legal-notices/privacy-policy.

We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

7. How we protect your personal information

We use a variety of technical and organisational measures to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws.

When we engage a third party service provider to collect or otherwise process personal information on our behalf, the third party is selected carefully and will be required to have appropriate security measures in place.

8. Which countries we transfer your personal information to

The RegGateway platform is hosted in the European Economic Area (the “EEA”). Your data will also be processed in the country in which you are accessing the RegGateway platform.

In order to provide our services, we may need to transfer your personal information to locations outside the EEA or the jurisdiction in which you provide the information for the purposes set out in this privacy policy.  Please see ‘Who we share your personal information with’ for more detail on how the information may be shared with Allen & Overy offices and third party service providers.

The level of information protection in countries outside the EEA may be less than that offered within the EEA. Where this is the case, we will implement appropriate measures to ensure that your personal information remains protected and secure in accordance with applicable data protection laws.  EU standard contractual clauses (as contemplated by Article 46(2) of the GDPR) are in place between all Allen & Overy entities that share and process personal data.  Where our third party service providers process personal data outside the EEA in the course of providing services to us, our written agreement with them will include appropriate measures, usually standard contractual clauses.  For more information about the measures in place, please contact us (see section below ‘Who to contact with questions or concerns‘).

Your rights regarding your personal information

The GDPR and other applicable data protection laws provide certain rights for data subjects.

You are entitled to request a copy of the information we hold about you and information about how we process it.  You may also have a right in accordance with applicable data protection law to have it rectified or deleted, to restrict or suspend our processing of that information, to object to our processing of your information and, in some circumstances, to request receipt or transmission to another organisation, in a machine-readable form, personal information relating to you that you have provided to us. Where we rely on your consent to process your personal information, you have the right to withdraw your consent at any time. You also have the right to lodge a complaint in relation to Allen & Overy’s processing of your personal information with a local supervisory authority.

If you object to the processing of your personal information we will respect that choice in accordance with our legal obligations.

Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see section entitled ‘How we use your personal information’) or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

We must ensure that your personal information is accurate and up to date. Therefore, please advise us of any changes to your information by emailing: [INSERT].

10. Who are the data controllers

Allen & Overy LLP is the principal data controller. Depending on the location where legal or other services are provided, another entity or undertaking in the Allen & Overy group may also be a controller of your personal information.  Please visit here for details of the Allen & Overy entity through which we practise law in each jurisdiction and, where necessary having regard to local applicable data protection or privacy laws, a country-specific privacy notice.

11. Changes to our Privacy Policy

This privacy policy may change from time-to-time and the updated policy will be posted on this page.  The date of the last change will be indicated at the end of this document.

This privacy policy was last updated in November 2020.

12. Who to contact with questions or concerns

If you have questions, complaints or need further information about our privacy policy or practices, please contact our Global Head of Data Privacy, using the details below:

Jennifer Brannigan
Global Head of Data Privacy
Allen & Overy LLP
68 Donegall Quay
Belfast
Northern Ireland
BT1 3NL

Email: DataPrivacy@allenovery.com

Tel: +44 (0) 28 9060 7500