Privacy Policy for JURK – Legal Counselling for Women

Who the information is directed towards:

This information is relevant for:

  • Those who contact us for legal aid and guidance
  • Those who are involved in a case we are assisting with
  • Those who are mentioned in the documents in the cases of our clients

Legal basis, purpose and scope of the privacy policy

Below, we have set out an overview of the reasons (purpose) for us to keep and manage our clients’ personal data, what kind of personal

data we manage and the legal basis for collecting and managing such data.

When you contact us seeking legal advice:

When you contact us because you need legal aid or counseling, we need to investigate if there is any reason for us not to help you. There are situations where we are prevented from assisting because we are already helping someone that is involved in the case. It might be a person with whom you are having a dispute, where we have already accepted to help that person. In order to investigate this, we will do a search on your name in our archives. We may also use information about your case in this assessment. If we conclude that we cannot help you, we will not register your data.

(We call this control the “independence check”, and the legal basis for doing so is that it serves a legitimate purpose under GDPR Article 6 no. 1 (f)).

If our conclusion is that we may be able to help you, we will register you and your case. We cannot promise anything regarding what we can do to help before we have started the assessment. Because our employees are students, they have to discuss all cases in groups before they can give you an answer. This is to ensure that we are able to provide correct information, even though our employees have not finished their legal education.

When we register your case, we will also register your contact information. This includes your phone number, address and e-mail. We need this information to be able to contact you, and we need your address in case we will send you a letter or send a letter on your behalf. We store this information in a secure computer program where we store all information about or clients and their cases. We might need your personal ID number, e.g. to file a complaint on your behalf. If so, we will ask you for such information when we need it. We do not record such information in our computer program directly, but if it is written in e.g. a letter of complaint, we will store the letter electronically (in our computer program).

While we work on the case, your case worker might keep printouts of the information about you and your case in a folder. The folder is kept in a box, which is stored in a locked cabinet when the case worker is not working. We destroy the folder when we have closed the case.

 

(When we register your data, we do so because we have agreed to do an assessment of your case, and the legal basis for doing so is GDPR Article 6 no. 1 (b)).

When we ask you to answer our statistical questions:

Everyone contacting us are asked to answer statistical questions. If you submit your case through our website, you will answer these statistical questions online. If we receive your case over the phone or through personal attendance, we will fill out the form for you. Before filling out the form, we will inform you that participation is voluntary and ask if you are comfortable with answering our questions.

The reason why we may help you and others free of charge is because we get funding from The Ministry of Justice and Public Security, Oslo municipality, The Welfare Council (Velferdstinget) and others. Many of these require us to provide them with statistical information regarding how many clients we assist, how many cases we assess, where in the country our clients reside, what income our clients have, etc. This means that it is important for us to registers this information in order for us to provide them with the correct statistics and thus get the money we need to run JURK. In addition to provide legal aid, we engage in political advocacy in order to improve laws that affect our clients’ lives. Sometimes we will use statistics to make politicians aware of important issues we want them to address.

To sum up, there are two main reasons for us to ask you to respond to our statistical questions: in order for us to get funding to run JURK, and in order to help us in our political advocacy work.

When we use the statistics, we always do it anonymously. This means that no one will be

able to see how you responded to our questions.

Answering our statistical questions is voluntary, but we hope all our clients understand why it is important for our organization and want to contribute. If you do not want to respond to our statistics form, you will still receive help from us.

(When we ask you to answer statistical questions, we will first ask for your consent. The legal basis is consent under GDPR Article 6 no. 1 (a)).

Please contact us if you want us to delete the statistics we have collected from you. 

Case management:

Sometimes we handle cases where we receive documents (such as letters) containing information about other persons than our client. We store these documents in a computer program where we collect all information about our clients and their cases. We also write minutes from conversations we have with you and others about your case. While we manage the case, your case worker might keep printouts of documents in a folder. We destroy the folder when we close the case.

(The legal basis for doing this is a “Legitimate Interest Assessment” under GDPR Article 6 no. 1 (f)).

Sometimes documents or explanations we have received from our client will contain sensitive personal data (such as information on health or criminal records) about other persons than our clients.

(We are allowed to receive such information according to GDPR Article 9 no. 2 (f), which provides the legal basis for determining, invoking or defending a legal claim and the Personal Data Act, Section 11).  

If we have written a letter in your case, we can use it for guidance in another case:

Many of those seeking our help have cases that are similar. In order for us to be able to help as many as possible, we may use some of the information in the letter we have written to you to write letters to other clients. For example, you may contact us regarding legal rights when getting a divorce. We then write you a letter informing you about your legal position. Next week, another person also seeks our help regarding a divorce. Then we may use relevant parts of the letter we have written to you to avoid rewriting the same information.

When we do this, we never include personal information about your case, only the general, legal and practical parts of the letter. The other person will neither be informed about you or your case, nor that we have used the same information that we have provided for you. 

(The reason why we are allowed to do this, is because it is in our interest to utilize the work in order to give further advice as stated in GDPR Article 6, no. 1 (f)).

We hope that all our clients understand that we can help more people when we are able to reuse some of our earlier letters. You may contact us if you find it problematic that we reuse some of the information that we have provided you with. Then we will consider to prevent the information being reused in other cases.

Published Mar. 1, 2019 10:05 AM - Last modified Nov. 4, 2019 11:56 AM