Privacy and Cookie Policy

Please read the following information carefully. This privacy notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint.

Introduction

1.1. TJL Solicitors LLP (“We”, “Our”, etc) are committed to respecting your privacy and protecting your personal data.  This privacy policy tells you how we will do so, including how we will look after your personal data, how we will process and use it, how and when we will transfer and share your personal data and the rights that you have in relation to this under the UK GDPR and Data Protection Act 2018.

1.2. This notice applies to all of your personal data used in connection with our services however it is obtained by us, including any data you may provide through our website, when you meet with us, or when you contact us by phone, by post or using email.

1.3. For the purposes of the UK GDPR and Data Protection Act 2018 we are the data controller.

1.4. In the event that we ask you to provide personal data, then we will only use that information in accordance with this privacy notice.

1.5. Please note that this notice may be updated from time to time.  You will be informed of when changes occur to ensure that you continue to be in agreement with any changes that we may have made.

1.6. The effective date for this policy is 06/11/2025.

1.7. Please note that it is important that the personal data we hold about you is accurate and current.  For this reason, please ensure that we are kept informed of any changes to your personal data during your relationship with us.

How we collect information

5.1. We obtain personal data in a number of different ways. These include:

By direct contact – personal data is provided by you either in person, by corresponding with us by post, by email, by completing a form, by completing an online application or form, by telephone, via social media or otherwise.

From third parties or publicly available sources – we may obtain personal data about you from third parties in connection with the provision of services by us to you. Examples include but are not limited to:

• Treatment providers (doctors, dentists, clinics, physios etc);
• People helping you with your enquiry, claim or matter (e.g. a parent or partner);
• Marketing collectives we are part of with whom you made an enquiry;
• We may also obtain or receive information from publicly available sources such as Companies House, HM Land Registry, and social media.

Using automated technologies – your interaction with our website may automatically collect Technical Data about your equipment, browsing actions and patterns which we can collect by using server logs and other similar technologies.

From identity checking providers – and other similar services.

From other parties involved in a matter.

How we use your data

6.1 We will only use your personal data when we are permitted to do so, and the law allows.  Most commonly, we will use your personal data in the performance of the contract we have entered into with you or are about to enter into with you.

6.2 The bases upon which we will rely in processing and handling your personal data will usually be:

• Because the processing is necessary for the performance of a contract to which you are a party or to take preliminary steps with a view to entering into a contract with you.
• Where we need to comply with a legal or regulatory obligation to which we are subject.
• Where the processing is necessary in order to protect your vital interests or those of another natural person.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

6.3. We will not normally rely on consent as a legal basis for processing your personal data other than in relation to sending marketing or other information to a prospective client.  If this applies, then you have the right to withdraw that consent at any time and you should contact us should you wish to do so.

6.4. We may need to rely on more than one legal basis in order to process your personal data for the specific purpose for which we are using it.  Should you require more details concerning this, or if you would like details about the specific legal bases upon which we will be or are relying, then please contact the Data Privacy Manager referred to above.

6.5. In addition to the general provisions set out above, the following are specific situations in which we may process your personal data:

• registering you as a new client;
• carrying out identity and credit checks;
• generally providing services to you;
• making electronic bank payments to you;
• notifying you of ay relevant policies and processes and any changes thereto;
• addressing correspondence and related documents to other parties and opponents; 
• corresponding with other agencies such as the courts or Government agencies where relevant to the work we are doing for you; 
• maintaining the financial and other personal information we are required to keep on clients under the professional rules we are subject to and by law including our obligations to HMRC; 
• providing information relating you and your matter to the Compensation Recovery Unit of the Department for Work and Pensions;
• compliance with legal and regulatory obligations and good practice, e.g. identifying clients and verifying their identity; 
• obtaining feedback from you on our services provided to you in order to improve the service we provide;
• gathering information as part of investigations by regulatory bodies; 
• ensuring business policies are adhered to (such as policies covering IT security and Internet use); 
• operational reasons, such as recording transactions, training, and quality control; 
• file auditing by related companies in order to check the quality of the service we provide you;
• ensuring the confidentiality of commercially sensitive information; 
• statistical analysis; 
• preventing unauthorised access and modifications to systems; updating and enhancing client records; 
• analysis to help us manage our practice; 
• statutory returns; 
• ensuring safe working practices, monitoring, and managing staff access to systems and facilities and staff absences; 
• staff administration and assessments, monitoring staff conduct, disciplinary matters; 
• credit reference checks via external credit reference agencies.

6.6. In most cases we will only use your personal data for those purposes for which it was acquired, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  In the event that this is the case we are happy to explain to you how the processing for the new purpose is compatible with the original purpose.

6.7. In the event that we need to use your personal data for an unrelated purpose, we will contact you and explain the legal basis which allows us to do so.

6.8. Where it is required or permitted by law, we may process your personal data without your knowledge or consent, in compliance with the above rules.

Sharing your personal data

7.1. From time to time, it will be necessary for us to share your personal data with parties involved with the handling of your matter, and with others with whom we are under a legal or regulatory obligation to share such data. Those with whom that information will be shared may include, depending upon the circumstances:

• service providers,
• professional advisers including other lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, accounting, and other professional services,
• professional experts and those involved in the writing or provision of reports,
• other contractors working for the firm,
• HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances,
• HM Land Registry, Information Commissioner’s Office, Intellectual Property Office, Companies House, HM Courts and Tribunal Services {add any further public organisations with whom you deal regularly} and any other public office based in the United Kingdom,
• fraud prevention, credit reference and identity verification agencies,
• regulators such as the SRA or ICO,
• The Legal Ombudsman,
• The Law Society,
• mediation and arbitration service providers, and
• employees of the firm.

7.2. In the event that there is a change to our business, then any new owners may use your personal data in the same way as set out in this privacy notice.

7.3. Please be assured that we require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7.4. We will not transfer your personal information outside the European Economic Area (EEA), however, we have no control over where your devices are located and how data is routed to and from your device.

Your Legal Rights

10.1. In the event that you are not happy with any aspect of our use of your personal data you have the right to complain to the Information Commissioner at ico.org.uk - Tel: 0303 123 1113.

10.2. You also have the right to obtain confirmation that your personal data is being processed by us and obtain a copy of your personal data from us. This will be provided without charge. Please send such requests to dp@tjlsolicitors.co.uk or by post to the Data Protection Officer at our registered address. This is known as a Subject Data Access Request which will in normal circumstances be dealt with within one month of receipt, unless the matter is complex in which case we may notify you that we wish to extend by up to two months the time in which we will respond to that request.

10.3. Please note that until such time as we are satisfied that the person making the request is entitled to the information requested, we will not release any information or acknowledge whether or not such information is held by us.

10.4. Please note that we have the right to charge reasonable fees for additional copies of information that has already been supplied to you, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.

10.5. You also have various other rights in relation to your personal data which you may be able to exercise (depending upon the circumstances). These include:

• the right to ask us to correct personal data that is inaccurate or incomplete. Where relevant, we will rectify the personal data in question, and inform you of that rectification, within one month of you informing us of the issue. The period can be extended by up to two months in the case of complex requests. If such additional time is required, you shall be informed.
• the right to ask us to delete your personal data or stop processing it, unless it is necessary for us to retain it to comply with our legal obligations and/or the exercise or defence of legal claims. Unless we have reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and you will be informed of the erasure, within one month of receipt of your request. The period can be extended by up to two months in the case of complex requests. If such additional time is required, you shall be informed.
• the right to restrict our use of your personal data. You may request that we cease processing the personal data we hold about you. If you make such a request, our firm shall retain only the amount of personal data concerning you (if any) that is necessary to ensure that the personal data in question is not processed further. Please note that if the data is used in relation to your instructions to us then we may no longer be able to perform those instructions and may need to cease acting for you.
• the right to object to us using your personal data. Where you object to us processing your personal data based on the basis of legitimate interests, we will cease such processing immediately, unless it can be demonstrated that our legitimate grounds for such processing override your interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.

13. How we use the information we collect

13.1.The information that we collect is used:

• To better understand your needs and to enhance the quality of the service that we provide to you;
• To create, update and maintain our internal records;
• To inform you of services or products that we have that may be of use to you, including where you have consented to receive marketing information, in respect of our services;

13.2. Please note that where information is sent to you following your consent to receive that information you may at any time unsubscribe or withdraw your consent by emailing us.

1. Links to other websites

14.1 In the event that you follow links to other websites from our website, we cannot provide any assurances in relation to the content, accuracy or privacy of those websites, and cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. You should exercise caution and look at the privacy statement applicable to the website in question.

1. Your rights
   
   15.1. In the event that you are not happy with any aspect of our website or our use of your personal data, you have the right to complain to the Information Commissioner at ico.org.uk - Tel: 0303 123 1113.

15.2.You have the right to obtain confirmation that your personal data is being processed by us and obtain a copy of your personal data from us. This will be provided without charge. Please send such requests to dp@tjlsolicitors.co.uk or by post to the Data Protection Officer at our registered address.

15.3. You also have various other rights in relation to your personal data which you may be able to exercise (depending upon the circumstances). These include:

• the right to ask us to correct personal data,
• the right to ask us to delete your personal data or stop processing it, unless it is necessary for us to retain it to comply with our legal obligations and/or the exercise or defence of legal claims,
• the right to restrict our use of your personal data,
• the right to object to us using your personal data.