Privacy Notice

PURPOSE

This privacy notice explains how Aequitas Legal Solicitors Limited collects, uses, shares, and protects your personal information. It tells you what data we collect, why we need it, how we use it, who we may share it with, and what your rights are under UK law.

WHO WE ARE

Aequitas Legal Solicitors Limited (“Aequitas Legal”, “we”, “us”) is authorised and regulated by the Solicitors Regulation Authority (SRA No. 612457) and registered with the Information Commissioner’s Office (ICO Registration Number Z1849782). Our office is at 11th Floor, Trafford House, Chester Road, Stretford, Manchester, M32 0RS.

THE DATA WE COLLECT AND HOW WE USE IT

We collect a range of personal information to help us provide legal services and manage your case. This includes:

  • Your identity and contact details including your name, address, phone number, email, and other information to confirm who you are and keep in touch.
  • Details about your claim, including accident reports, medical evidence, correspondence, and documents related to your case.
  • Financial information, e.g. relating to loss of earnings as well as details needed to process payments, costs, compensation, and insurance.
  • Records of our communications with you, including letters, emails, phone calls, and messages through our app or website.
  • We may monitor, record, store and use any telephone, email or other communication with you in order to check any instructions given to us, for training purposes, and to improve the quality of our customer service.

We may collect this information directly from you, from your authorised representatives, or from third parties such as the defendants in your case, insurers, medical experts, courts, or regulators.

HOW WE USE YOUR DATA

We use your data to:

  • Confirm your identity and communicate with you
  • Advise you and handle your claim
  • Gather evidence and work with experts or other parties
  • Manage payments and insurance
  • Meet legal and regulatory requirements
  • Prevent fraud and ensure quality
  • Manage our business
  • Train our staff and improve how we work
  • Send you updates about your case and our services

We also use information to help us improve our services – for example, by reviewing how cases are handled, learning from feedback, and using your data to develop better processes and tools.

AI AND TECHNOLOGY

We may use AI tools to help us work on your case, including reviewing documents and comparing your case with other cases we have handled. This means your data may be used to help us assess and progress other clients’ cases, and likewise, information from other cases may help us with yours. Sometimes, we work with developers to build these tools, but your data is never sent to public AI models. We may use third-party apps (for example, to complete ID checks) that use AI; these apps have their own privacy terms.

MARKETING

We will automatically add you to our mailing list and may send you information about our services and updates. We rely on legitimate interest for this. You can unsubscribe at any time.

We may also use anonymised details of your case in our promotional materials. If you do not want us to do this, please let us know in writing.

OUR LEGAL BASIS FOR USING YOUR DATA

We use your personal information because:

  • We need it to provide our legal services and manage your case (contract).
  • The law sometimes requires us to use your data (legal obligation).
  • We have a legitimate interest in running our business, improving our services, and keeping you informed (legitimate interest).
  • Sometimes, we ask for your consent (for example, for using certain types of data).

If we use your data for any reason that needs your consent, you can withdraw it at any time.

SHARING YOUR DATA

We may share your data with:

  • Introducers (if you were referred to us) and ATE insurance providers (if you have legal expenses insurance), who may require updates on the progress of your case.
  • Other parties involved in your case, such as medical and other experts, courts, defendant solicitors and regulators, when required.
  • Our suppliers, including professional advisers (such as lawyers, bankers, auditors, and insurers) who provide medical, consultancy, banking, legal, consulting, IT, and accounting services. These suppliers are required to handle your data securely and in line with our instructions.
  • Interested parties or new owners, if we ever consider selling, transferring, or merging parts of our business. If this happens, your data will continue to be handled as set out in this privacy notice.
  • Law enforcement or regulatory bodies, if required by law.

HOW LONG WE KEEP YOUR DATA FOR

We keep paper files for at least 6 years and digital records for at least 10 years. If you are a child or a protected party, we may keep your data for longer, in line with industry guidelines.

WHERE YOUR DATA IS STORED

Your data is stored in the UK. Sometimes, our suppliers may process data outside the UK or EEA. If this happens, we make sure your data is protected and handled according to our procedures.

YOUR RIGHTS

You have the right to:

  • Ask for a copy of your data
  • Ask us to correct any mistakes
  • Ask us to delete your data (where possible)
  • Ask us to restrict how we use your data
  • Object to how we use your data
  • Ask us to send your data to you or another organisation
  • Withdraw your consent (where we rely on it)
  • Complain to us or to the Information Commissioner’s Office (ICO)

CONTACT AND COMPLAINTS

If you have questions about your data or want to use your rights, please contact Rhys Davies, Managing Director at the address above. If you are unhappy with how we handle your data, you can contact us or the ICO (www.ico.org.uk).

UPDATES

We may update this notice from time to time. The latest version will always be available on our website.

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