Privacy Policy

YOUR LAWFIRM RECEPTION PRIVACY POLICY

  1. Introduction

This Privacy Policy explains how Your LawFirm Reception (“we”, “us”, or “our”) collects, uses, and protects your personal data. We are committed to handling your information lawfully, transparently, confidentially, and securely.

We will never sell your personal data to third parties. This policy should be read alongside our Data Retention Policy, Cookie Policy, and Terms & Conditions.

Your LawFirm Reception is a trading name of Call Solution Limited. Under the UK General Data Protection Regulation (UK GDPR), we act as a “Data Controller” when we collect personal data directly from customers, website users, and prospective customers, and as a “Data Processor” when managing personal data on behalf of our clients.

If you have any questions, please contact the Data Protection Officer (DPO) at enquiries@yourlawfirmreception.co.uk or by post to:

Data Protection Officer
Your LawFirm Reception
The Offices
57 Newtown Road
Brighton
BN3 7BA

  1. What Data We Collect

We may collect the following personal data when you enquire about our services, become a customer, or use our website:

  • Name and job title

  • Company name and address

  • Contact details, including email address and telephone number

  • Financial information for invoicing and payment purposes

  • Names and contact details of authorised contacts

  • Information necessary to deliver services, such as preferred contact methods and service instructions

  • Technical information, including IP address, browser type, and website usage data

  • Telephone numbers and communication data necessary to provide our services

  • Primary identification documents and photographs of you holding your identification document (“ID selfie”) where identity verification is required

Where clients provide us with personal data to process on their behalf, we act solely as a Data Processor and process such information only in accordance with our clients’ instructions.

  1. How We Use Your Data

We use personal data to:

  • Provide and personalise our services

  • Verify identity and prevent fraud

  • Process payments

  • Carry out internal audits and compliance checks

  • Improve our services

  • Communicate with existing and prospective customers

  • Send marketing or research communications where lawful

Lawful bases for processing:

Contract – where processing is necessary to provide services to you.

Legal obligation – where we are required to comply with statutory or regulatory obligations.

Legitimate interests – where processing is necessary for the operation and improvement of our business and services.

Consent – where required, including direct marketing to non-customers and the processing of special category data.

  1. Confidentiality and Legal Information

Many of our clients operate within regulated legal environments. We recognise the importance of confidentiality and understand that communications handled on behalf of law firms may contain confidential or legally privileged information.

Your LawFirm Reception treats all information received in connection with the provision of services as confidential and implements appropriate technical and organisational measures to safeguard such information.

Nothing in this Privacy Policy shall affect legal professional privilege or alter the relationship between our clients and their own customers.

  1. How Long We Keep Your Data

We retain personal data only for as long as necessary to provide our services and meet legal, contractual, and regulatory obligations, in accordance with our Data Retention Policy.

Customer email data may be retained for up to six years in accordance with our Terms & Conditions.

Data processed solely for marketing purposes will be retained until consent is withdrawn or until deleted in accordance with our policies.

ID selfies will be retained only for as long as necessary to verify identity and prevent fraud, after which they will be securely deleted.

  1. Special Category Data

You may choose to provide information relating to health conditions, disabilities, or other special category data so that we can tailor our services appropriately.

Special category data will only be processed where we have a lawful basis to do so and, where required, with your explicit consent.

ID selfies are also treated as sensitive personal information and will only be used for identity verification and fraud prevention purposes.

  1. Sharing Your Personal Data

We may share personal data with:

  • Service providers who support our business, including IT providers, telecommunications providers, and payment processors, under appropriate contractual safeguards

  • Regulators, public authorities, or law enforcement agencies where required by law

  • Professional advisers, including solicitors, accountants, and insurers where necessary

  • Successors in the event of a business transfer, acquisition, or merger

We will never sell personal data to third parties.

  1. How We Protect Your Data

We implement appropriate technical and organisational security measures, including:

  • Secure servers and encryption technologies

  • Firewalls and anti-malware protection

  • Secure Sockets Layer (SSL) encryption

  • Physical access controls

  • Role-based access restrictions

  • Confidentiality obligations for all personnel

  • Regular staff training on confidentiality and data protection

Whilst we take all reasonable precautions, no method of internet transmission can be guaranteed to be completely secure.

  1. International Transfers

We do not routinely transfer personal data outside the United Kingdom or European Economic Area (EEA).

Where an international transfer becomes necessary, we will ensure that appropriate safeguards are implemented in accordance with UK GDPR requirements.

  1. Your Rights

Under data protection law, you have the right to:

  • Access your personal data

  • Correct inaccurate or incomplete information

  • Request deletion of your personal data where lawful

  • Restrict processing in certain circumstances

  • Object to processing based on legitimate interests or direct marketing

  • Receive your data in a portable format

  • Not be subject to decisions based solely on automated processing

To exercise any of these rights, please contact our Data Protection Officer at enquiries@yourlawfirmreception.co.uk or call 01273 741400.

We will normally respond within one month.

  1. Complaints

If you are dissatisfied with how we handle your personal data, please contact us first so that we have the opportunity to resolve your concerns.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://ico.org.uk/concerns/

  1. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, regulatory requirements, or our business practices.

The latest version will always be available on our website.