the Dentons Portal

Privacy Policy and Use of Cookies Notice

Introduction

The purpose of the Dentons Portal, alternatively referred to as Discover Dentons, is to connect people with an interest in Dentons to enable them to find people, jobs, business and relationships. It is also used to share information about Dentons, facilitate communication and connect future line managers and buddies with new joiners.

The service is delivered over the Internet.

Being part of the Dentons Portal means sharing information about yourself with other members, communicating with them, as well as working privately on your own. The amount and type of information you decide to share, and with whom you share it, is up to you within boundaries defined by us.

Data Controller

Dentons is the data controller of your personal data for the purposes described in this Recruitment Privacy Notice.

Dentons means any and each of Dentons UK and Middle East LLP; Dentons UK and Middle East Legal Services; Dentons UK and Middle East Overseas Services Ltd; Dentons & Co; Dentons Global Services (UK) Holding Limited; Dentons Ireland Legal Services; and Dentons Ireland LLP.

(“we”, “us”, “Dentons”, the “Company”, "our" means one or more Dentons entity).

Dentons UK and Middle East Legal Services is a member of Dentons UK&ME LLP, a party to the Swiss Verein, the other members of which include Dentons Australia Pty Ltd, Dentons Canada LLP, Dentons Cárdenas & Cárdenas Abogados Ltda., Dentons Hong Kong, Dentons López Velarde, S.C., Dentons Muñoz CAC, Inc., Dentons Rodyk & Davidson LLP, Dentons Europe, Dentons UKME LLP, and Dentons US LLP (“Dentons Group”). Those members and their respective subsidiaries and affiliates provide legal services in different locations, each of which is its own legal practice. For a list of each location, see dentons.com.

If you have any questions about Dentons' use of your personal data, please contact the Global Data Privacy Team at DPO@dentons.com.

We are committed to protecting your privacy and the security of your personal data. This Privacy Policy describes what personal data we collect about you in relation to Discover Dentons network, why we collect it, what we do with it and on what basis. It also describes the rights you have for this reason.

What personal data do we collect about you

We collect, store and use the information below about you on the Dentons Portal:

  1. Secure information: This is information used to control your access to the Dentons Portal.
  2. Information you provide us with when registering to the Dentons Portal, including: your first and last names, business or personal e-mail address and phone number (“Registration Data”). For Staff Users, this information is consistent with MyDentons.
  3. All other personal information related to you placed in your profile. This may vary in the following ways depending on the user:
    1. For Staff Users and Onboarding Users this includes include your job title, location and division/department/team.
    2. For Future Trainees, this may include your photograph, place of education, and current employment or work experience.
  4. Content you create and share: We help you communicate with other members. Some of this is one-to-one, some of it is in groups, and some of it is public discussion. The content you are able to create and share may vary in the following ways depending on the user:
    1. For Onboarding Users, you can send direct messages.
    2. For Work Experience Users, you can create answers to exercises and tasks.
    3. For Future Trainees, you can create forum posts, send direct messages and submit seat allocation preferences.
  5. Information about activity on the system: Information on your activity in the Dentons Portal is recorded and used, for example, to help you keep track of pages you have viewed. For Referrals, this also includes your choice to opt-in to email alerts. This is also used as part of the governance of the site. This information is only accessible by you, the Company’s system administrators and provider of the Dentons Portal.

How we collect your personal data

  • For Staff Users and Onboarding Users, the information is mirrored with MyDentons. Some of this information would be directly provided by you or by an agency during the recruitment process.
  • For Referrals, the information is initially provided by the referrer, which the user can update once the invitation is accepted.
  • For Work Experience Users and Future Trainees, the information is gathered during the application and recruitment process by the Early Careers team, via their recruitment system CandID.
  • All other information (for example, direct messages and forum posts) are user generated.

How we use personal data

For the four communities of Users, we will use your personal information in the following ways:

  • For Onboarding Users, we will use your personal information to invite you to join the onboarding portal, where you will be provided with information about Dentons and given access to message your buddy and manager. We will also send you, your manager and your buddy emails throughout your onboarding and induction period.
  • For Referrals, we will use your personal information to invite you to join the referrals platform. Here you can view the current roles advertised and sign up for job alerts. If you are added to onboarding, or as a new employee, we will also use your personal information to check if there is a match against the referral group.
  • For Future Trainees, we will use your personal information to invite you to join the onboarding portal, where you will be provided with information about Dentons. Once you have access to the onboarding portal, you can create a profile, post to a forum and privately message individuals in the same group as you.
  • For Work Experience Users, we will use your personal information to give you access to submit work experience exercises and answers.

Why we use your personal data

We use your personal data where permitted by law, which means that we need a legal basis in order to process it. These include the following:

  1. Dentons collects and processes your personal data in order to provide you with Discover Dentons network’s services; this means that we process your personal data on the basis of our legitimate interest to provide you with access to Discover Dentons.
  2. For Staff Users, we use your personal data to allow you to have an account so you can act as a referrer, buddy or manager.
  3. For Onboarding Users, we use your personal data to allow your buddy and manager to communicate with you during your onboarding period, and facilitate communication during this time, share team updates and ensure a positive onboarding experience.
  4. For Referral Users, we use your personal data to allow you to create an account, to view all vacancies at Dentons and opt-in to receive tailored alerts for new vacancies. We also use your personal data to match you to a referrer, so they receive a bonus.
  5. For Work Experience Users, we use your personal data to allow you to create an account, submit work experience exercise answers access a portal to share information about the day and access resources to facilitate the exercises on the day.
  6. For Future Trainees, we use your personal data to allow your buddy and manager to communicate with you during your onboarding period, share team updates and ensure a positive onboarding experience. We also use your personal data to allow communication amongst your cohort and other members of the group, being future trainees and the Early Careers Team. Any optional personal data shared is also used to create a fuller profile and share information with your future trainee colleagues. Your seat preferences are also gathered to capture data on this topic and to assist with placement.
  7. For all Users, to better understand your needs and provide you with better services. Specifically, we use your information to share information with you that is interesting or relevant to you, for example, to send job alerts. Therefore, we conduct profiling based on your interactions with Discover Dentons, your profile information and preferences, and other content you submit to the network. We perform these actions on the basis of our legitimate interest in improving your experience with the Discover Dentons.
  8. For all Users, in order to perform legal obligations imposed on us;
  9. For all Users, to the extent it is necessary for the establishment, exercise or defence of legal claims; or
  10. For all Users, in connection with restructuring, acquisitions and transfers of our business.

Who we share your personal data with, why and how

We will not sell, rent, or lease your personal data to others. We do not transfer your data outside of the United Kingdom and Ireland. Registering in the Dentons Portal and placing your personal information on Discover Dentons means that your personal data is seen by the Dentons offices located in the United Kingdom and Ireland.

Within Dentons, your personal data is shared in the following ways:

  • For Staff Users, your personal data is viewable to all users in Discover Dentons to allow new joiners in onboarding to message you directly.
  • For Onboarding Users, your personal data is viewable by our staff via the portal and via automated emails sent to your Buddy and Manager.
  • For Future Trainees, any optional personal information provided by you is visible to the Early Careers Team and users you actively create a "connection with". Forum posts and seat allocation preferences are also sent to the Early Careers Team for them to review content and process.
  • For Staff, Onboarding Users, Referrals Users and Future Trainees, your personal data is used in Reports that are created to track usage and unaccepted invitations, or to match Referral Users to referrers. These reports include names and email addresses of the Users.
  • The personal data of Work Experience Users is not shared.

We share your personal data where relevant, with companies, organisations and individuals as follows:

  1. regulators to the extent required by the applicable laws;
  2. law enforcement agencies so that they can detect, prevent crime, prosecute offenders and (including fraud) and protect national security;
  3. other third parties when it is required to protect us against harm to the rights or safety of us or Dentons, our workers, contractors, customers or the public, as required or permitted by law;
  4. companies, organisations or individuals outside of Dentons, if we sell or transfer the whole or parts of our business or assets to them or during the course of negotiations with prospective owners. We may also merge with other entities or acquire another business;

We always take steps to ensure that all those third parties provide sufficient guarantees to implement appropriate technical and organisational measures and ensure the protection of your rights, including of keeping your personal data confidential and secure and only use it for the purposes that we have specified and have informed you of.

Your rights and how to exercise them

You have a number of rights in relation to our handling of your data. These include the following:

  • Access: you are entitled to ask us if we are processing your information and, if we are, you can request access to your personal data (commonly known as a "data subject access request" or DSAR in short). This enables you to receive information regarding the personal data we hold about you and to check that we are lawfully processing it.
  • Correction: you are entitled to request that any incomplete or inaccurate personal data we hold about you is corrected.
  • Erasure: you are entitled to ask us to delete or remove personal data in certain circumstances (e.g., if you withdrew your consent to process your personal data for specified therein purposes). There are also certain occasions where we may refuse a request for erasure, for example, where the personal data is required for compliance with laws and regulations, with our obligations under our contract and for other legal reasons such as in connection with claims.
  • Restriction: you are entitled to ask us to suspend the processing of certain of your personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Transfer: you may request the transfer of certain of your personal data to another party.
  • Objection: where we are processing your personal data based on a legitimate interest (or those of a third party) you may object to processing on this ground. However, we may be entitled to continue processing your information based on our legitimate interests.
  • Automated decisions: you may contest any automated decision made about you where this has a legal or similar significant effect and ask for it to be reconsidered.
  • Right to withdraw consent: in the limited circumstances where you may have provided your consent to the collection and processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. The withdrawal only applies to any future processing not what we have done in the past. To withdraw your consent, please contact the Data Privacy Team at DPO@dentons.com.
  • Right to lodge a complaint: You also have a right to lodge a complaint with a supervisory authority, in particular in the UK, to the Information Commissioner's Officer, or in Ireland to the Irish Data Protection Commissioner.

We may also need to keep some information to fulfil if you make one of these requests.

To protect your privacy and security, we will also take reasonable steps to verify your identity before granting you access or enabling you to make corrections. You can access information about yourself at any time you wish by accessing your profile on the Discover Dentons or perform any of the abovementioned rights by using one of the contacts from the “How to contact us” section included below.

If you have concerns about how we process your personal data, you can lodge a complaint with the Information Commissioner Office at https://ico.org.uk. However, we would appreciate the chance to deal with your concerns before you approach the authority so please contact us in the first instance.

Our commitment to data security

We follow strict security procedures as to how your personal data is stored and used, and who sees it, to help stop any unauthorised person accessing it. Our Security Policies, which can be found on our intranet, set out the standards we follow to keep your information secure. When information is kept by other parties providing a service to us, they are expected to adhere to standards set by Dentons and by the relevant law.

Cookies

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Cookies are widely used in order to make websites work, or work more efficiently, as well as to provide website owners with information about the use of their website. To find out more about cookies and how to control their use you can visit https://www.allaboutcookies.org.

The Discover Dentons platform uses session authentication cookies to enable you to browser through the Discover Dentons platform without interruptions. The third party that provides Discover Dentons on our behalf places these cookies on your computer. These cookies are used to recognise and authenticate you during a browser session and are strictly necessary and essential to provide you with our service. The cookies are deleted when you close your browser. The cookies in use are called ASP.NET,_SessionId, Edge, RequestVerificationToken. These are all first class cookies for user authentication and authorisation necessary to ensure the running of the site.

Most browsers allow you to turn off cookies or to receive a warning before a cookie is stored on your hard drive. Please refer to your browser instructions or help screen to learn more about how to do this. However, should you decide to disable cookies placed by us on your computer we will not be able to recognise and authenticate you when you are browsing different Discover Dentons pages and you may need to repeatedly login to Discover Dentons during a browser session.

How long we keep your personal data

We will retain your personal data for the duration of your engagement with Discover Dentons. This period may vary depending on the user:

  1. For Staff Users, your personal data will be archived when you become a leaver. Where appropriate, we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
  2. For Onboarding Users and Future Trainees, your account will become an Employee account and your personal data will be retained in the same way as above. If you decide not to join Dentons after you have accepted your invitation, we will manually archive your account. If an invitation link is not accepted, the account will be archived after 6 weeks.
  3. For Referrals, you must actively close your account. If an invitation link is not accepted, the account will be archived after 6 weeks.
  4. For Work Experience Users, your account is archived after 12 months of inactivity. If an invitation link is not accepted, the account will be archived after 6 weeks.

We will also retain your personal data for retain any applicable retention periods following the end of your engagement with Discover Dentons as required by the applicable law or for the limitation period for claims which might be brought against us in relation to your engagement with Discover Dentons.

It means that you may choose to delete all your personal data from Discover Dentons at any time and we will immediately delete it unless we have to keep it in order to comply with the applicable law or to preserve and protect our rights.

We will use secure methods to delete your personal data.

Transfer of personal data

We do not transfer nor allow others to transfer your personal data outside of the United Kingdom, but users from Ireland can view your personal data and interact with you as a buddy, a manager or a Partner, as described above.

In case the recipients of your personal data would be located outside the United Kingdom or the European Economic Area (EEA) we will update this Privacy Policy and will ensure that transfer of data would takes place only with the provision of appropriate safeguards required by law.

Changes to our privacy policy

We regularly review our privacy policy to ensure that it provides accurate information about how we use and protect your personal data and how you can exercise your rights. From time to time, we may make changes to our privacy policy. We will post the date of the most recent revisions on this page, accompanied by the date of the update. We will also inform you about each modification made to the privacy policy before the date it becomes effective. If you disagree with the updated privacy policy, you can delete your account and all information placed on Discover Dentons. If you do not delete your account or other personal information before the date the revised privacy policy becomes effective, your continued access to or use of Discover Dentons will be covered by the updated privacy policy.

How to contact us

In order practice any of the abovementioned rights, or to obtain any information in relation the processing of your personal data, please contact the Global Data Privacy Team at DPO@dentons.com.