Timothy Hartland, Jodi Winter and Max Wootton (a partnership) trading as CJCH Solicitors

Privacy notice for prospective employees, workers and contractors

Purpose of this privacy notice

This privacy notice applies to all prospective candidates that apply for work with us, CJCH Solicitors, whether as an employee, worker, volunteer, intern or contractor. It seeks to inform you of how we will hold and use personal information about you, including why your personal data will be used and how long it will usually be retained for. This information must be provided to you under the UK General Data Protection Regulation (UK GDPR).

Data protection principles

We are committed to ensuring that your personal data is used in compliance with the applicable laws and principles, which means that your data will be:

• • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we will hold about you

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• • The information you have provided to us in your curriculum vitae and covering letter.
  • Any information you provide to us during an interview.
  • Educational Transcripts.

We may also collect, store and use the following “special categories” of more sensitive personal information:

• • Information on your nationality and copies of your passport, identity card, and/or any certificates or documents proving your right to work in the UK, in compliance with right to work checks.
  • Information about your health, including any medical condition, health and sickness records, including sickness absence, on any disability and/or reasonable adjustments that would be required to enable you to attend an interview.
  • Information about criminal convictions and offences, we will only collect information about criminal convictions or alleged commission of offences if it is appropriate given the nature of the role and where we are legally able to do so.

How is your personal information collected?

We collect personal information about candidates from the following sources:

• • You, the candidate.
  • Regulator to comply with our legal obligation, such as:
    • The Law Society; or
    • The Solicitors Regulatory Authority
  • Your named referees, from whom we may collect the following categories of data:
    • Past place(s) of work;
    • Education Level/diplomas;
    • Sick days;
    • Training during employment;
    • Leave/Holidays.

How we will use information about you

We will use the personal information we collect about you to:

• • Assess your skills, qualifications, and suitability for the role/work.
  • Carry out background and reference checks, where applicable.
  • Communicate with you about the recruitment process.
  • Keep records related to our hiring processes.
  • Comply with legal or regulatory requirements.

We will require the above information only if it is in our legitimate interests to consider you for a role / work.

We also need to process your personal information to decide whether to enter into a contract of employment or work with you.

Having received your CV and covering letter, we will then process that information to decide whether you meet the basic requirements to be shortlisted for the role. If you do, we will decide whether your application is strong enough to invite you for an interview. If we decide to call you for an interview, we will use the information you provide to us at the interview to decide whether to offer you the role or alternative work. If we decide to offer you work, we will then take up references before confirming your appointment.

If you fail to provide personal information

If you fail to provide information when requested which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully.

How we use particularly sensitive personal information

We will use your particularly sensitive personal information in the following ways:

• • We will use information about your disability status to consider whether we need to provide appropriate adjustments during the recruitment process, for example whether adjustments need to be made during a test or interview.
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.

Information about criminal convictions

We do not envisage that we will process information about criminal convictions.

We may be required to collect information about your criminal convictions history if we would like to offer you work (conditional on checks and any other conditions, such as references, being satisfactory). We are entitled, and on occasions required, to carry out a criminal record check in order to satisfy ourselves that there is nothing in your criminal convictions history which makes you unsuitable for the role.

We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We will notify you throughout the recruitment process if and when this requirement becomes applicable to you.

Automated decision-making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Data sharing

Why might you share my personal information with third parties?

We will only share your personal information with the following third parties for the purposes of processing your application: CJCH Limited (Registered No. 09251328/SRA ID: 622013). All our third-party service providers and other entities in the group are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality. Details of these measures may be obtained from our Head of HR Department.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Data retention

How long will you use my information for?

We will retain your personal information for a period of six (6) months after we have communicated to you our decision about whether to appoint you work. We retain your personal information for that period so that we can show, in the event of a legal claim, that we have not discriminated against candidates on prohibited grounds and that we have conducted the recruitment exercise in a fair and transparent way. After this period, we will securely destroy your personal information in accordance with our data retention policy.

If we wish to retain your personal information on file, on the basis that a further opportunity may arise in future and we may wish to consider you for that, we will write to you separately, seeking your explicit consent to retain your personal information for a fixed period on that basis.

Rights of access, correction, erasure, and restriction

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• • Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Liaison Officer in writing.

Right to withdraw consent

When you applied for work with us, you provided consent to us processing your personal information for the purposes of the recruitment exercise. You have the right to withdraw your consent for processing for that purpose at any time. To withdraw your consent, please contact the Data Protection Liaison Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your application and, subject to our retention policy, we will dispose of your personal data securely.

Data protection officer

We have appointed a data protection liaison officer (DPLO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPLO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Contact details for CJCH Solicitors:	Head Office Address: Williams House, 11-15 Columbus Walk, Cardiff, CF10 4BY Telephone: 0333 231 6405 Email: gdpr@cjch.co.uk
Contact details for our DPLO:	Email: gdpr@cjch.co.uk
Contact details for our DPO:	Name: RDP Law Limited Address: Wentworth House, Langstone Business Village, Newport, NP18 2HJ Email: externaldpo@rdplaw.co.uk

Please take note of the fact that CJCH Solicitors is committed to sourcing candidates directly and does not accept any unsolicited agency CV’s or referrals.

At CJCH we purposefully operate a direct sourcing and recruitment model. We only partner with specific recruitment suppliers, for which we have standard terms and conditions in place and all applications should be directed to the CJCH Recruitment team only for advertised roles (contactable only via recrutiment@cjch.co.uk).

With this in mind, we do not accept speculative or unsolicited profiles or applications submitted via any other channel. We will not be liable to pay any fee for candidates submitted directly to any CJCH executives or employees.

We reserve the right to contact candidates directly in instances where recruitment agencies or head-hunters do not comply with our Agency Policy,  and no agency fee will be payable.

Failure to abide by the above conditions or submission of any unsolicited applications, CVs and/or candidates will constitute full acceptance of this Agency policy.

First published on 18 September 2017. Recent update on 27 September 2022.

• Preparing quotations for prospective clients (full training will be given)
• Chasing clients whom we have provided quotes too to see if they would like to instruct us
• File opening (full training will be given)
• Issuing client care paperwork via our onboarding app (full training will be given)
• Chasing money on account, completion of client care paperwork
• Use of our accounting system (full training will be given)

Potential growth opportunities and CILEX funding for future development

We offer 25 days holiday plus bank holidays plus your birthday off

• Preparing quotations for prospective clients (full training will be given)
• Chasing clients whom we have provided quotes too to see if they would like to instruct us
• File opening (full training will be given)
• Issuing client care paperwork via our onboarding app (full training will be given)
• Chasing money on account, completion of client care paperwork
• Checking AML results to ensure a Pass
• Chasing memo’s of sale from agents and contract papers from sellers solicitors
• Obtaining title deeds from Land Registry and issuing contract papers to buyers solicitors
• Ordering redemption statements and management packs
• Ordering searches on a purchase if we have client monies (full training will be given)
• Receiving enquiries on a sale and dealing with the same
• Chasing solicitors where requested by the fee earner for outstanding information
• Various correspondence with agents, solicitors and clients
• SDLT/LTT submission
• Serving Notices on leasehold matters
• Providing updates to clients and agents
• Use of our accounting system (full training will be given)

Potential growth opportunities and CILEX funding for future development

We offer 25 days holiday plus bank holidays plus your birthday off

• Reviewing proof and source of funds for file risk assessment sign off
• Receiving enquiries on a sale and dealing with the same
• Raising enquiries on a purchase
• Reviewing management packs, search results and mortgage offers and reporting on the same
• Reporting on the legal title to the client
• Deal with all aspects of residential conveyancing including sales, purchases, remortgages and transfers of equity
• Be competent dealing with both freehold and leasehold transactions without supervision
• New build and shared ownership not essential but a bonus
• Use of our accounting system (full training will be given)
• Case load of circa 100 files with a view to completing 20 per month in line with other staff
• Bonus payable yearly
• Hybrid available

We offer 25 days holiday plus bank holidays plus your birthday off

• SDLT/LTT submission
• Serving Notices on leasehold matters
• Registering company charges at Companies House
• Dealing with Management Companies, Agents and Landlords
• Applying for registration with the Land Registry
• Providing updates to clients on registration
• Dealing with Requisitions
• Use of our accounting system (full training will be given)

We offer 25 days holiday plus bank holidays plus your birthday off

CJCH Solicitors is a thriving award-winning legal practice seeking the services of an experienced Legal Assistant / Paralegal in our Private Client department (Wills, Lasting Powers of Attorney, Probate and Estate Administration) to support our busy and friendly team in our Blackwood office.

This is a permanent position based in our Blackwood office.

Potential candidates should:

• Ideally have at least one year of experience working in a Legal Firm’s Private Client Department
• Have strong and professional communication skills (to be able to facilitate client and 3rd party engagements), and able to communicate with the team to process all case files in the most efficient manner.
• Be highly computer literate with experience using the Microsoft Office suite of programs and have case management system skills (experience using case management systems preferred but not essential as full training will be given).
• Be organised and proactive.
• Be able to work on a large volume of matters simultaneously.
• Draft letters and routine correspondence.
• Proofread and correct documents and correspondence to ensure accuracy in all work produced.
• Open, maintain, & close files following the company’s internal process.
• Answer incoming telephone calls and take accurate messages.

Preferred but not required:

• Experience with drafting Lasting Powers of Attorney
• Experience taking Will instructions and attending upon clients to sign Wills
• Experience with digitising Will banks

Benefits:

• Genuine career progression (to be discussed at interview)
• 25 days holiday plus Bank Holidays
• Day off for your birthday

Job Type: Full-time

Schedule: Monday to Friday

Salary: £23K upwards – DOE

Start date: Immediate / ASAP

Applicants should submit a CV with a direct contact email, to recruitment@cjch.co.uk

Applications will be reviewed on a rolling basis and successful candidates will be contacted for an interview.

CJCH Solicitors is a thriving, award-winning legal practice with offices in Barry, Blackwood, Bridgend and Cardiff. We have an exciting opening for a new team member to join our growing Blackwood office.

Role:

• Permanent position based in our Blackwood office
• Supporting our growing conveyancing practice dealing with the full remit of residential conveyancing transactions from initial instruction to post-completion
• We are looking for someone who is wanting to stay for the duration and can offer a funded qualification via our preferred supplier if of interest and are looking to put time and effort into developing an individual to further their career

Requirements:

• You will need to have a minimum of 6 months experience, ideally more, gained in a paid employment position where you have been assisting a fee earner with the following duties:
  • Onboarding clients;
  • Conducting AML checks;
  • Sending out initial instructions;
  • Requesting searches;
  • Chasing outstanding enquiries;
  • Compiling draft contract packs;
  • Submitting SDLT’s;
  • Dealing with Land Registry;
  • Dealing with post completion matters.

Benefits:

• Genuine career progression (to be discussed at interview)
• 25 days holiday plus Bank Holidays
• Day off for your birthday

Job Type: Full-time

Schedule: Monday to Friday

Salary: £23K upwards – DOE

Start date: Immediate / ASAP

Applicants should submit a CV with a direct contact email, to recruitment@cjch.co.uk

Applications will be reviewed on a rolling basis and successful candidates will be contacted for an interview.

(No agencies)

CJCH Solicitors is an award-winning, full-service law firm, currently recruiting for a 2 year+ PQE Corporate Commercial Solicitor. The Firm’s corporate and commercial law division is expanding, and we are looking to recruit a new an additional solicitor to the team.

This is a fantastic opportunity for a proactive and commercially minded individual, who is looking to leverage their existing experience to further develop and build the commercial property service line within the CJCH commercial law team.

You will be joining an established, and growing, team with an experienced support network and will be reporting directly to the Head of Department.

The role is a full-time role only (5 days a week) and based in either our Cardiff or Blackwood office. The package is above market average and remains negotiable based on experience.

Role requirements:

• Qualified solicitor
• Minimum 2 years PQE
• Corporate Commercial specialist to advise both individual and corporate clients on asset acquisition / sale, share acquisition / sale, shareholder agreements, company formation, commercial property sales / purchases, leasehold / freehold.
• Have a proven record in business development as well as independent caseload management.
• Excellent, proactive, and professional communications and client relationship skills
• Excellent organisational skills and be proactive and self-managed.
• Experience in utilising case management systems to increase efficiency and time management (previous use of the LEAP system is an added benefit)

Additional benefits:

• Competitive performance bonus structure.
• Company mobile phone and Laptop.
• Computer equipment provided to facilitate home office set-up.
• Starting at 25 days annual leave (excluding bank holidays).
• Additional holiday for your birthday.
• Hybrid work arranged (office/remote working options available).

Job Types: Permanent, Full-time

Salary: £55,000 + DOE

Schedule: Monday to Friday

Experience:

• Qualified Solicitor: minimum 2 years (preferred)
• Commercial Property Law: minimum 2 years (preferred)

Work Location:  In person at either our Cardiff or Blackwood office.

Applicants should submit their CV to Catherine Bryant at c.bryant@cjch.co.uk and successful applicants will be contacted and invited for an interview.

Applications will be reviewed on a rolling basis and successful candidates will be contacted to be invited for an interview.