Privacy Policy | December 2012

Linklaters is an international law firm that services the world’s leading companies, financial institutions and governments.  The Linklaters Alumni Site (the website) is an online service hosted by a third party, Conenza Inc, that offers Linklaters Alumni a community in which to stay in touch with the firm and former colleagues and to pursue commercial and career goals.  In today’s increasingly digital world, Linklaters understands the importance of and is committed to safeguarding individuals’ privacy. This Privacy Policy will tell you what personal information is collected at this website and how we use and disclose it.

This policy may vary from time to time so please check it regularly. Any significant changes to the policy will be clearly indicated and such modifications will be effective immediately upon posting to the site.

References to “you” or “your” means an individual who has registered with this site. Unless otherwise indicated, references to “we” means Linklaters collaborating with Conenza to provide the services and products available on this Alumni Site.

Linklaters’ relationship with Conenza

Linklaters has engaged Conenza, Inc., an unaffiliated service provider, to operate this Alumni Site.  Conenza built the site, and manages it in consultation with Linklaters, but the site belongs to Conenza.  Only the relevant personnel of both Linklaters and Conenza, who require full access to operate the site and to provide the agreed services/products, will be given access to everything on the site, including all personal information submitted to the site. Linklaters and Conenza will only use and disclose your personal data as described in this policy.

In the event that Linklaters’ contract with Conenza ends, you will be promptly informed and provided with information regarding how to continue to participate in the Linklaters Community.

The information we collect

We collect information when you register for membership and we collect whatever additional personal information you enter on the site, which is dependent on your activities and what you decide to include in your profile. The site has many data fields that you can complete which include your name, various postal and email addresses (e.g., primary, secondary and forwarding), marital status, family member information, telephone and fax numbers, date of birth, work history and positions, employer(s) information, current business and contact information, educational history, professional organisations, hobbies and interests, and your Linklaters employee identification number.  Fields are usually marked as mandatory or optional and most are optional unless the activity requires the personal information.

Some of the information you provide will match the personal information Linklaters provides to Conenza to confirm your registration and validate you as a Linklaters alumni or current employee of the firm.  You may also provide other personal information through certain activities, e.g., the site allows you to talk about common contacts and to email (or ask us to email) information or invitations to non-members.  You need to protect the privacy of people you talk about or invite and obtain their consent before providing any personal information about them.

You are also able to store additional information on the site that is not needed for registration such as your CV. Please do consider carefully whether you wish to store any information that may be considered sensitive.

Your contact details and employment details (if provided) are stored on Linklaters’ client relationship management database to ensure the consistency of data across Linklaters’ systems.

Cookies

We use cookies and similar technology such as log files and clear gifs on this website to allow us to recognise you or things about you. Cookies are small text files containing small amounts of information which are downloaded to your device when you visit a website. For further details of the cookies and similar technology used on this site, please see our Cookie Policy.

Conenza may, with Linklaters prior consent, occasionally collect and use aggregate data for its internal purposes only. Aggregate data comprises information that does not identify individuals such as statistical information. Any such aggregate data collated from personal information will be anonymised and all personal identifiers removed.

How we use your information

All personal information submitted to this site is used by both Linklaters and Conenza in accordance with this policy. Please note that your information may be shared with other Linklaters offices, branches and associated firms around the world and any third parties who provide services on behalf of Linklaters. For further information about where Linklaters has offices, branches and about Linklaters’ associated firms, please go to www.linklaters.com

We use your personal information in the membership directory, although, with the exception of basic directory information, you can decide what you want other members to be able to see.

We may contact you about Linklaters alumni matters including inviting you to alumni events, circulating lists of attendees to such events and asking you to provide feedback or join a focus group in relation to the website and other alumni matters. We may also contact you to provide you with other marketing material including informing you of new products or services provided by Linklaters or events or seminars that may be of interest for you. If you would prefer not to receive this marketing material please email us at alumni@linklaters.com

We may also use your personal data, or share it with approved service providers where you have opted to use a particular service requiring this, or for other lawful purposes, as set out below. Any such use will however depend, to a certain extent, on what you and others do within the Alumni Site and applicable law.

Community Services:  the site offers a range of services to the community and uses personal information as relevant to particular services unless you have blocked a use that is eligible for blocking.  We may send you news or messages about events or jobs for example but you can control much of this by setting preferences when you establish your profile and by exercising opt-out choices in emails;

Commercial Services and Transactions:  if you use a site service to enter into a transaction (such as to buy something), we will disclose personal information relevant to performing our part (if any) of the service or transaction. In other words, we will use the personal information to facilitate processing the service or transaction.  In reality, however, most of your transactions will be with third parties and will not require our involvement;

Transactions with others:  if you obtain a product or service from another member or another third party, that third party’s privacy rules will apply, and you are advised to review the third party’s Privacy Statement before you submit information to the third party.  When your transaction is with a third party (such as an insurance company, or the actual seller of a product or service), then its Privacy Statement will apply to the information you give and you should review that Statement;

Third Party “Seekers:”  if you search the job openings listed on the site, you will see companies looking for talent.  We do not provide personal information to those companies, but if you decide to make contact or send them your resume, they will have the information that you provide and their privacy policies will apply to it;

Legal Process:  if we receive or initiate legal proceedings or other “legal” actions, we will disclose personal information as required by applicable law or as we believe appropriate;

Other:  we reserve the right to disclose personal information to prevent economic or personal harm to anyone, to prevent fraud or unauthorised use of personal information or the site, or to protect, defend or enforce legal rights and property.

Your personal information will not be sold, rented or leased to third parties for direct marketing purposes.

Managing your Information

You have a number of choices in terms of how you manage and restrict the visibility or use of your personal information to the Alumni community.

One important element of a community is to let members know what is going on, so various groups within Linklaters may occasionally ask for emails to be sent such as those promoting particular events or internal vacancies.  Most of the emails will have an “opt out” link or similar directions. If you do not wish to receive emails from that sender again, follow the opt-out directions.  If you are unable to see an “opt-out” opportunity in an email that you did not wish to receive again, please contact us and we will use reasonable efforts to promptly discontinue the email.  In all cases where particular e-mails are regulated by law, we will comply with those laws.

We will process opt-out requests relating to emails in a reasonable time, subject to applicable law.

In general, you may update your profile by selecting “Update Profile” on the site.  If you engage in a transaction using personal information, you agree to update it before use if necessary to provide accurate information. Linklaters is also able to update your profile data, specifically employment and contact email details, where it is informed of a change. This is to ensure the ongoing accuracy of the data held.

Not all personal information may be accessible to you from the site, for example your previous job title, and there may be restrictions on what can be updated (you may not, for example, change certain personal information provided by Linklaters, such as your job title with Linklaters).  We may also keep a record of changes (including deletions) and disclose them if required by law (for example, in response to a court order). Please contact us if you believe a correction is needed to information that is not available for update on the site.

Keeping your information secure

Steps have been taken to ensure that both Linklaters and Conenza use up-to-date data storage and security technology to protect your personal information from unauthorised access, improper use or disclosure, unauthorised modification or unlawful destruction or accidental loss.  All Linklaters employees and any third parties the firm engages to process your personal information are obliged to respect the confidentiality of your information.

Conenza has also certified to the U.S. Department of Commerce that it will adhere to U.S. Safe Harbor Principles governing data protection and information security. To learn more about those principles, visit http://export.gov/safeharbor/eu/eg_main_018475.asp

We would however still recommend that:

  • You should assume the site and emails are not encrypted and you should take steps to protect personal information (e.g., guard your password and do not store sensitive information like a credit card number);
  • If you respond to a service or product and are directed to an external site, for example applying for a role that is published under our job listings area which directs you to a third party’s site (e.g. the relevant employer or recruitment agent), you should bear in mind that these services are operated by other companies, and their own privacy policies and security measures will apply.

Data Retention

Your personal information will be held for as long as necessary to demonstrate compliance with this Privacy Policy, the performance of agreed services/a transaction, and in accordance with applicable law.

Data Transfer, Consent and Notice

Conenza and the Alumni Site are located and primarily operated in the United States of America.  By using this site, you agree that your personal information may be transferred to and from the United States, or other countries worldwide in accordance with this Policy. Linklaters and Conenza have put in place adequate safeguards to ensure that any such transfer of your personal data outside of the European Economic Area is in accordance with applicable data protection laws.

By using this site, you are also consenting that your profile data (employment and contact details) will be transferred to Linklaters’ client relationship management system. This is to ensure the consistency of your contact data and communications with the firm, across Linklaters’ systems.

In the event of a suspected or actual data breach (for example unauthorised access to IT systems), you agree that, unless local law stipulates otherwise, we may post the notice of such a breach to the site or send that notice electronically to your registered email address.

Linked Third Party Sites

The Alumni site has links to other websites and some other sites link to the Alumni site (although no direct access to the personal information this site contains is provided). We generally provide these links as a convenience but we do not endorse the linked sites or any content they contain.  If you deal with a linked site, the transaction is not usually with Linklaters or Conenza (unless you are visiting our financial service provider’s site to effect payment).  Any personal information you provide to the linked site is therefore subject to the linked site’s privacy statement and security measures so please review it carefully before providing any personal information.

Your Rights

You have the right to apply for a copy of the information we hold about you (for which we may charge a small administration fee) and to have any inaccurate information about you corrected.

Contact Information

If you have any questions in relation to this policy or the use of your personal information, please contact us at:

Linklaters
Address: Attention of Head of Law and Compliance, Linklaters. One Silk Street, London EC2Y 8HQ
United Kingdom
Telephone: 020 7456 2000
Fax: 020 7456 2222
Email: data.protection@linklaters.com

Conenza, Inc.
Address: Legal Department, Conenza Inc, 1932 First Avenue, Suite 607, Seattle, Washington, U.S.A. 98104
Telephone: 001 206 792 4247


All messages sent to and from Linklaters may be monitored to ensure compliance with its internal policies and to protect its business.