Diversity Data Policy

Published: 4th January 2020 V1.2021


The name of the registered data controller for Clerksroom is Stephen Ward and the data controller’s registration number on the Data Protection register is ZA708518.

 The name of the Diversity Data Officer is Stephen Ward.

 Members of Clerksroom workforce are given the opportunity to provide their Diversity Data for collection in accordance with the Bar Standards Board’s requirements. The Diversity Data Officer is responsible for arranging and supervising the collection of Diversity Data.

 Individuals have the opportunity to provide their Diversity Data in order for Clerksroom to publish an anonymous summary of such data. This provides transparency concerning recruiting and employment activities across Clerksroom and analysis of diversity data encourages a strong, diverse and effective legal profession.

 Please note you are not obliged to provide your Diversity Data. You are free to provide all, some or none of your Diversity Data.


 Clerksroom will undertake regular monitoring and review to ensure it is effective in accordance with the regulatory requirements. The following timetable presently applies:

 Diversity Data will be collected through an online survey or by completing a hardcopy form which can be returned to the Diversity Data Officer either by email or an anonymous envelope addressed to them.

 You will receive an email with instructions on how to complete the online survey or locate hardcopy form together with a copy of the consent form which you must complete if you wish to provide your Diversity Data.

 All Diversity Data that is collected from individuals will be kept securely. Clerksroom shall put the following security measures in place to protect Diversity Data:

 Clerksroom will not share Diversity Data with any third parties, save as set out above

 Should you access or disclose Diversity Data accidentally or intentionally when you are not authorised to do so, you must notify the Diversity Data Officer immediately.

 Clerksroom is required to anonymise Diversity Data before publishing it in summary form. We will securely anonymise Diversity Data.

 Where there are fewer than 10 individuals within each published category who identify through the questionnaire with the same diversity characteristic (for example, four individuals with a job role at the same level of seniority identify themselves as disabled), Clerksroom will not publish the anonymous data relating to those individuals unless it has their informed consent to do so.

 Clerksroom will securely destroy the Diversity Data collected promptly after the Data has been anonymised and in any event within three months following the date of collection. Secure destruction means that as far as possible we shall not hold Diversity Data in anyway where it is possible to identify an individual.

 Anonymised data will be kept for 12 months before being destroyed as above.

 You have a right to withdraw your consent or object to the use of your Diversity Data at any time.

 Where your data has already been provided and you wish to withdraw your consent to its use, please notify the Diversity Data Officer in writing. They will promptly delete or destroy any Diversity Data which includes your personal data and will confirm to you that this step has been taken within 21 days of receiving notification from you.

 Where the anonymized data has been published in summary form, the Diversity Data Officer will not extract your personal data from the published summary unless it is likely that continued publication would cause you or someone else substantial damage or distress. In such circumstances, the Diversity Data Officer will consider the reasons you have put forward and shall respond within 21 days from the date you notify them of your belief to let you know whether they have determined that the continued publication of the data is justified and, if not, to confirm the action taken to extract your data from the published summary and to delete or destroy any copies.

Should you have any questions or complaints about this Diversity Data Policy, please contact the Diversity Data Officer.


A copy of this policy is provided to all those who work and engage with Clerksroom and is available both on our website and the online Clerksroom Operating Manual located within myclerksroom.



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