Privacy Notice
Protecting your privacy is very important to us. We strictly adhere to the legal standards governing the collection, use, storage, and protection of personal information.
This privacy notice explains how we manage your information, the rights you hold, and what you can expect from us. It also provides details on how to contact us if you wish to access your data or have any concerns about the management of your information.
We only use your personal information in accordance with your instructions, UK data protection laws (including the UK GDPR), and our professional obligation to maintain the confidentiality of your information.
To represent you effectively, we need to collect certain personal information. According to data protection legislation, we operate as a Data Controller.
The information we request is essential for handling your case properly and may include your name, contact details, National Insurance number, employment status, income, and relevant information about your family members or dependents.
If we do not receive the necessary details, we may be unable to prepare your case accurately or continue to act on your behalf. We will protect your personal data and only share it when required by law or with your consent.
Collecting your personal data
Most of the information we collect will be provided directly by you. However, there may be times when we need your permission to obtain or share information with a third party that is necessary for your case.
This may include contacting or receiving information from:
– Banks
– Barristers, consultants, or other professionals involved in your matter
– Employers
– Medical providers
– Stored information on our secure case management systems
– Relevant website, online application and contact us page
– Email or other communication platforms
We only request or share information when it is appropriate and necessary, and we do so in accordance with data protection regulations.
Types of Personal Data We Process
To effectively manage your case, we require specific personal information. The details you provide, whether through forms, emails, letters, or other documents, are stored securely and used solely for purposes related to your case. We ensure that the information we process is limited to what is relevant and necessary for the services we offer.
Why We Collect and Use Your Information
To provide you with effective legal advice and representation, we need to collect and use certain personal information. The information collected will only be used for appropriate and lawful purposes, including:
– Managing and progressing the legal matter you have instructed us on
– Reviewing our files internally to maintain accuracy and quality standards
– Analysing general data to improve our service delivery
– Meeting our legal and regulatory obligations
– Any other purpose you have agreed to
– With your consent
If we cannot obtain the necessary information, we may be unable to represent you effectively or carry out the required work on your behalf.
Equality Monitoring
In some cases, we may request information that falls within the scope of data protection laws’ “special category” data. This may include information used for equality monitoring purposes. Providing this information is voluntary and will be handled with strict confidentiality. If used for reporting purposes, your data will always be anonymised so that you cannot be identified.
Our Legitimate Interests
There are times when we may rely on a legitimate interest to use your information. This means we have a valid business reason for doing so, provided your rights and freedoms are not adversely affected. We carefully consider this balance before relying on this basis.
Whom We May Share Your Information With
To handle your case effectively, we may need to share your information with other organisations at times. This will only occur when it is necessary for your case or required by law. We are committed to handling your information carefully and in accordance with data protection regulations.
Depending on your situation, your information may be shared with the following:
– HM Courts and Tribunals Service (HMCTS)– for matters related to current or previous court proceedings.
– UK Visas and Immigration (UKVI) or the Home Office.
– Crown Prosecution Service (CPS)
– Local authorities, councils, or housing associations, if relevant to your case.
– Barristers, accountants, medical professionals, or other specialists instructed on your behalf.
– Regulatory bodies, such as the Solicitors Regulation Authority (SRA), for compliance or audit purposes.
– External legal professionals or agents, if they are hired to represent you in court or assist with your case when necessary.
We will only share information that is relevant and required. We will inform you in advance if your information needs to be disclosed to a third party.
You can contact us for further information on the organisations we may share your personal information with.
How Long We Keep Your Information
We retain your personal information only for as long as necessary to handle your matter, meet legal obligations, or comply with regulatory requirements. In most cases, client files are kept for 6 years after your matter has concluded. However, there are situations in which we may need to retain information for a longer period, if required by law or for a valid reason.
If you would like more details, please feel free to request a copy of our full data retention policy.
Keeping Your Information Secure
While we hold your information, we take appropriate measures to protect it from loss, unauthorised access, misuse, or disclosure. We utilise secure systems and adhere to strict internal procedures to safeguard your data. Once the relevant retention period has expired, we will securely and permanently delete or destroy your information.
Legal and Regulatory Disclosure
In certain circumstances, we may be required to share information with law enforcement authorities or regulatory bodies. This would only occur if we have a legal or professional obligation to do so.
Accessing Your Personal Information
You have the right to inquire whether we hold any personal information about you and to request a copy of it. This is known as making a Subject Access Request (SAR).
To submit a request, simply contact us. We may need to verify your identity before we release any information, and we will provide clear instructions on what is required.
Under UK data protection legislation, we typically respond within one month. If your request is complex or involves a large amount of material, we are allowed to extend this deadline by up to two additional months. If we need more time, we will inform you within the first month and explain the reasons for the delay.
Submitting a Subject Access Request is usually free of charge, unless the request is excessive or lacks proper justification.
Where Your Personal Data Is Stored
Your information is securely stored within our encrypted digital case management system. When necessary for your matter, we may also store information with trusted third-party providers.
We implement appropriate technical and organisational safeguards to protect your data from loss, misuse, unauthorised access, or disclosure. Access to your information is limited to individuals who genuinely need it for work purposes. Everyone handling your data is required to adhere to strict confidentiality obligations.
If we suspect a data breach, we have procedures in place to investigate the issue and respond promptly. If required by law, we will inform you and notify the relevant authorities.
Information Submitted Through Social Media
If you reach out to us via platforms like Facebook, Instagram, or other social media channels, including inquiry forms or advertisements, we will use the information you provide solely to respond to your inquiry and in accordance with this privacy notice.
When We Request Personal Information
Whenever we ask for your personal information, we will explain why it is needed. We request only information relevant to your situation and do not collect unnecessary details.
When we process your data, you have important rights, including:
– The right to request corrections if any information is inaccurate.
– The right to withdraw your consent when processing is based on that consent.
– The right to have your information handled securely.
– The right to file a complaint with the relevant supervisory authority.
– The right to know that your data is shared only when there is a lawful reason for doing so.
– The right to ask us to restrict or stop processing your data in certain circumstances.
– The right to request deletion of your data where appropriate.
We are committed to keeping your information accurate and up to date. We have internal procedures that guide our staff on collecting, storing, using, and deleting personal data.
If you would like more information about how we manage personal data or how to make a complaint, please contact us.
Contact Us
If you have any questions regarding this privacy policy or the personal information we hold about you, please feel free to contact us via telephone, email, or postal mail.
This policy may be updated periodically to reflect changes in the law or our practices. The latest version will always be available on our website.
If you believe your personal information has been mishandled, you have the right to reach out to the Information Commissioner’s Office (ICO) for independent advice.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113
We are committed to complying with data protection law and addressing any concerns you may have.