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.
The personal information that we process includes:
If you apply for a career opportunity with us, we will also collect the following information:
The diversity information collected and processed in your jurisdiction will depend on applicable local laws. Except where the diversity information is required to comply with a legal obligation of Allen & Overy, which will be made clear at the point of collection, it will only be collected and processed with your prior consent. For more information on diversity information collected in your jurisdiction, please see the section entitled ‘who to contact with questions or concerns’ below.
If we do not collect, or you do not provide, your personal information to us, we may not be able to provide our Alumni Network website or member benefits. You will not be able to apply for a career opportunity with us if you do not provide us with your personal information.
We may collect or receive information about you from third party sources. For example, we may use publically available sources to keep the contact details we hold for you accurate and up to date or we may collect information about you from a referee if you apply for a career opportunity with us.
Our website uses a number of cookies and web-based analytics tools, such as Google Analytics, that track and report on the manner in which the 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.
• establish statistics about the use of the website by gathering and analysing data, such as our most visited pages and time spent by visitors on each page;
• manage the performance and design of our website, and operate features of our website (for instance videos and social media sharing functionality); and
• remember your preferences and log-in credentials.
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. Please also see the section entitled ‘Communications we may send you’ below.
Allen & Overy collects and processes personal information about you in a number of ways, including through your use of our website and in the provision of services by us. We have set out below the principal purposes and the legal basis (as set out in data protection law) that we rely on to justify this use of your personal information.
|To provide the Alumni Network website and member benefits to you and to other members||
|For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits) and, depending on the circumstances, to perform a contract between you and us|
|To create, verify and administer your account||For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits) and, depending on the circumstances, to perform a contract between you and us|
|To audit and monitor the use of the Alumni Network website and member benefits||
For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits, as well as to improve and ensure the security of the website)
We may request your consent in circumstances where a legal justification over and above legitimate interests is required by applicable law (eg in relation to our use of certain cookies)
|To provide you with Alumni Network communications, such as alumni news, information and news about Allen & Overy, and invitations to events||
For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits)
We may request your consent in circumstances where a legal justification over and above legitimate interests is required by applicable law
|For recruitment purposes if you apply for a career opportunity with us (including to process and assess your application and consider your suitability for a career opportunity)||
For our legitimate business purposes (ie to assess and consider your application for a career with us) and, depending on the circumstances, to take steps prior to entering into an employment contract between you and us
We may request your consent in circumstances where a legal justification over and above legitimate interests is required by applicable law, such as where required to process diversity information
|To notify you about changes to the Alumni Network website and member benefits||For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits)|
|To improve the Alumni Network website and member benefits||For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits)|
|To provide information about our users and related usage information to third parties providing support for the Alumni Network website and member benefits|
|To manage and administer our relationship with you and our clients||For our legitimate business purposes (ie the provision of the Alumni Network website and member benefits, and ensuring strong relationships with our clients)|
|To fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims||For our legitimate business purposes and for compliance with legal obligations to which we are subject|
From time to time, we, or third parties acting on our behalf, will send you information about Allen & Overy and the Alumni Network, including newsletters, invitations to events and opportunities. 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. You may also manage your communication preferences through your Alumni Network settings.
We will collect and process personal information about you in relation to your attendance at our offices or at an event or seminar organised by Allen & Overy or its business partners. We may share your information with IT and other service providers or business partners involved in organising or hosting the relevant event.
Where you provide us with information about your dietary or access requirements in connection with your attendance at our offices or at an event or seminar, we will only use that information in order to cater for your needs and to meet any other legal or regulatory obligations we may have.
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.
We are 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/.
The Alumni Network website is powered by IntraWorlds. Allen & Overy’s careers website is powered by IBM® Kenexa® BrassRing. Both of these third parties serve as processors for Allen & Overy and will have access to personal information.
We also share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:
• Our professional advisers and auditors
• IT and other service providers to Allen & Overy
• Third parties involved in hosting or organising events
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.
Allen & Overy may use social media sites such as Facebook, LinkedIn and Twitter. If you use these services, you should review their Privacy Policies for more information on how they deal with your personal information.
We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.
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.
Allen & Overy LLP holds the internationally recognised security standard BS ISO/IEC 27001:2013 in respect of its document management and email systems and the supporting infrastructure for Allen & Overy’s offices globally. This is an independently verified certification that information security is managed in line with international best practice.
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.
If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any personal information you might have sent to us has been compromised), please immediately notify us (see section below entitled ‘Who to contact with questions or concerns’).
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 European Union’s General Data Protection Regulation) 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’).
Please also note that the Alumni Network has members in jurisdictions across the globe. The personal information in your profile will be visible to other members of the Alumni Network regardless of their location.
The European Union’s General Data Protection Regulation 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, or if you have provided your consent to processing and you later choose to withdraw it, 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 above entitled ‘How we use your personal information’) or that you may not be able to make use of the Alumni Network website or member benefits. 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 us at firstname.lastname@example.org or calling us on +44 20 3088 1841/2479. You may also update your information on your Alumni Network profile by logging into the Alumni Network website and updating your profile.
Please note that when you first register or activate your account on the Alumni Network, we may use information that we already hold about you (such as your name, your last position held at Allen & Overy and your department at Allen & Overy) to pre-populate some fields on your Alumni Network profile. You are entitled to remove or amend this information from your Alumni Network profile at any time by contacting us using the contact information above.
If you wish to cease to participate in the Alumni Networ
There are a number of entities through which Allen & Overy provides legal services. Most of the firm’s main IT systems are located in the UK and controlled by Allen & Overy LLP. Depending on the location where legal or other services are provided, another undertaking or entity in the Allen & Overy group may be the data controller in relation to your personal data. Please visit http://www.allenovery.com/legal-notices/country-specific/Pages/default.aspx 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.
Account Questions: If you have questions about the Alumni Network website or member benefits or need additional assistance setting up an account or technical support with your account, please contact the Allen & Overy Alumni Network team at email@example.com, or on +44 20 3088 1841/2479.
Global Head of Data Privacy
Allen & Overy LLP
68 Donegall Quay
Tel: +44 (0) 28 9060 7500