Privacy Policy

1. Introduction

Pembridge Solicitors Limited is committed to protecting your privacy and handling personal information responsibly, securely and lawfully.

This privacy policy explains how we collect, use, store and protect personal information when you contact us, use our website, make an enquiry, become a client, apply for a role with us, or otherwise provide information to the firm.

This policy applies to personal information processed by Pembridge Solicitors Limited in connection with our legal services, website enquiries, client matters, recruitment, administration, compliance and business operations.

2. Who We Are

Pembridge Solicitors Limited is a law firm based in Cheltenham. We are authorised and regulated by the Solicitors Regulation Authority under SRA number 625038.

For the purposes of data protection law, Pembridge Solicitors Limited is usually the data controller for the personal information we process. This means we decide how and why your personal information is used.

3. The Personal Information We Collect

The personal information we collect depends on your relationship with us and the reason you contact us. It may include:

• your name, address, email address and telephone number;
• your date of birth and identification documents;
• information about your legal matter;
• financial information, including source of funds information where required;
• information about your family, employment, immigration status, business, property, medical position or other circumstances relevant to your matter;
• documents, correspondence, evidence and instructions you provide to us;
• information about third parties connected to your matter;
• payment details and billing information;
• website enquiry form information;
• recruitment information, including CVs, employment history and references;
• technical information about how you use our website, such as IP address, browser type, device information and cookie data.

In some cases, the information we process may include special category data, such as health information, racial or ethnic origin, religious beliefs, trade union membership, biometric data, or information about criminal allegations, offences or convictions. We only process this type of information where it is necessary and lawful to do so.

4. How We Collect Personal Information

We may collect personal information:

• directly from you when you contact us, complete a form, email us, call us or meet with us;
• from documents and information you provide during a legal matter;
• from third parties connected to your matter, such as courts, tribunals, solicitors, barristers, experts, medical professionals, government departments, insurers, employers, witnesses or family members;
• from publicly available sources, such as Companies House, HM Land Registry, court records and other public registers;
• from identity verification, anti-money laundering and compliance checks;
• from website analytics, cookies and similar technologies where used on our website.

5. How We Use Your Personal Information

We use personal information for the following purposes:

• to respond to enquiries and requests for legal assistance;
• to assess if we can act for you;
• to carry out conflict checks, identity checks and anti-money laundering checks;
• to provide legal advice and representation;
• to communicate with you, other parties and organisations involved in your matter;
• to prepare documents, applications, correspondence and legal submissions;
• to manage billing, payments, accounting and debt recovery;
• to comply with legal, regulatory, insurance and professional obligations;
• to deal with complaints, audits, file reviews and risk management;
• to recruit staff, consultants or contractors;
• to maintain and improve our website, systems and services;
• to protect our legal rights and respond to claims or allegations.

6. Our Lawful Bases For Processing

We only use personal information where we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases:

• Contract: where processing is needed to provide legal services to you or take steps before entering into a contract with you.
• Legal obligation: where we must process information to comply with the law, regulatory duties, court rules, tax obligations, anti-money laundering obligations or SRA requirements.
• Legitimate interests: where processing is needed for the proper running of our firm, handling enquiries, managing client matters, protecting our business, improving services or dealing with legal claims.
• Consent: where you have given clear consent for a specific use of your information. You can withdraw consent at any time where consent is the lawful basis.
• Vital interests: where processing is needed to protect someone’s life.
• Public task: where processing is required for functions connected to the administration of justice or legal proceedings.

7. Special Category And Criminal Offence Data

Some legal matters require us to process more sensitive personal information. This may include information about health, family life, immigration history, employment, criminal allegations, criminal convictions, race or ethnic origin, religious beliefs or other sensitive matters.

We process this information only where it is necessary and lawful. This may include processing needed for legal advice, legal proceedings, the establishment, exercise or defence of legal claims, substantial public interest reasons, regulatory obligations or explicit consent where appropriate.

8. Anti-Money Laundering And Compliance Checks

As a regulated law firm, we may need to verify your identity, understand the source of funds and carry out anti-money laundering checks before and during a matter. This may involve requesting identification documents, proof of address, financial information and information about the origin of money or assets connected to your matter.

We may use third-party providers to help complete identity verification, sanctions screening and compliance checks. We may also need to report certain information to regulators, law enforcement or other authorities if required by law.

9. Who We Share Personal Information With

We may share personal information where necessary for your matter, our legal obligations or the proper operation of the firm. This may include sharing information with:

• courts, tribunals and government departments;
• the Home Office, HMRC, Companies House, HM Land Registry or other public bodies;
• barristers, experts, translators, interpreters, medical professionals and other professional advisers;
• other solicitors, opponents, witnesses and parties involved in a matter;
• banks, payment providers and accountants;
• identity verification and anti-money laundering service providers;
• IT, case management, document storage, email, hosting and website service providers;
• professional indemnity insurers, brokers and external auditors;
• the Solicitors Regulation Authority, Legal Ombudsman, Information Commissioner’s Office or other regulators where required.

We do not sell your personal information.

10. Confidentiality And Legal Professional Privilege

As a law firm, we have professional duties of confidentiality. Some communications and documents may also be protected by legal professional privilege. We handle client information carefully and only share information where there is a proper reason to do so, such as with your authority, for the conduct of your matter, to comply with the law, or to meet regulatory and professional obligations.

11. International Transfers

Most of the personal information we process is handled within the United Kingdom. In some cases, information may be transferred outside the UK, for example where a matter involves another country, an overseas party, an overseas authority, or a technology provider that stores or processes data internationally.

Where personal information is transferred outside the UK, we will take steps to make sure appropriate safeguards are in place where required by data protection law.

12. How Long We Keep Personal Information

We keep personal information for as long as needed for the purpose it was collected, including to provide legal services, comply with legal and regulatory obligations, deal with complaints, manage risk and protect our legal position.

Client files are usually retained for at least six years after a matter ends, unless a longer period is required because of the type of matter, legal or regulatory requirements, insurance requirements, limitation periods, ongoing issues or another valid reason. Some documents, such as wills, deeds, trust documents or other important original papers, may be kept for longer where appropriate.

Recruitment information is usually kept only for as long as necessary for the recruitment process and any related legal or business need.

13. How We Protect Personal Information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, secure systems, password protection, staff training, confidentiality obligations, secure storage and careful file management.

No system can be guaranteed to be completely secure. If you need to send highly sensitive information, please contact us first so we can agree the most suitable method.

14. Website Forms, Emails And Telephone Calls

If you contact us through the website, by email or by telephone, we will use the information you provide to respond to your enquiry and consider how we may be able to assist you.

Please do not send original documents, urgent court papers or highly sensitive information through a website form unless we have asked you to do so.

15. Cookies And Website Analytics

Our website may use cookies and similar technologies to help the website work properly, understand how visitors use the site and improve user experience.

Some cookies are necessary for the website to function. Other cookies, such as analytics or marketing cookies, should only be used where permitted by law and, where required, with your consent.

You can usually control cookies through your browser settings. Blocking some cookies may affect how the website works.

16. Marketing

We may occasionally send updates or information about our services where permitted by law. You can ask us to stop sending marketing communications at any time by contacting us.

We will not sell your contact details to third parties for marketing purposes.

17. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete personal information in certain circumstances;
• ask us to restrict how we use your information;
• object to certain uses of your information;
• request transfer of your information in a portable format in certain circumstances;
• withdraw consent where we rely on consent;
• complain to the Information Commissioner’s Office.

These rights are not absolute. In some cases, we may need to continue holding or using information because of legal, regulatory, professional, contractual or legitimate business reasons.

18. How To Make A Data Protection Request

If you want to make a data protection request, please contact us using the details below. To protect confidentiality, we may need to verify your identity before responding.

We will respond to data protection requests within the timescales required by law. If a request is complex, we may need more time and will tell you if this applies.

19. Data Protection Complaints

If you are unhappy with how we have handled your personal information, please contact us first so we can look into the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection and information rights.

20. Changes To This Privacy Policy

We may update this privacy policy from time to time. The updated version will apply from the date it is published on this website.

You should check this page occasionally to make sure you are aware of the latest version.