Privacy Policy
P.1 This Privacy Policy outlines how we collect, use, and manage your personal information when you engage with our services or visit our website, tmcsolicitors.co.uk.
P.2 Lexify Solicitors Ltd (referred to as “Lexify Solicitors,” “we,” or “us”) is committed to protecting the personal data you share with us. This policy governs how we collect, process, and safeguard your information when you use our website, communicate with us, or seek legal assistance as a client or prospective client.
P.3 The policy applies to all personal data we obtain, regardless of the method- whether through our website, direct contact, or any other means.
P.4 Lexify Solicitors Ltd is the designated “data controller” responsible for handling your personal information in accordance with this Privacy Policy. We are registered with the Information Commissioner’s Office (ICO) under Registration Reference: ZB944044. Our appointed Data Protection Officer is Asrar Bashir.
P.5 We may update this policy from time to time by revising the content on our website. We encourage you to check this page periodically to stay informed of any changes.
What Does “Personal Information” Mean?
P.6 Personal information refers to any data that can be used to identify you directly or indirectly. This includes, but is not limited to, your name, contact details, immigration status, and any other identifiers. It may also encompass information about how you interact with our website, such as usage patterns, preferences.
When and How Do We Collect Your Personal Data?
P.7 We may collect personal data from you during the course of our professional activities. This includes:
- Information you provide when contacting us to enquire about our services or seek legal assistance. You may reach us via phone, SMS, email, or through the contact form on our website.
- Data automatically gathered when you visit our website or interact with our mobile applications, such as usage patterns and technical identifiers.
- Information obtained during our client onboarding process, including details from third parties where necessary to deliver legal services.
- Personal data shared during interactions with our staff or other clients.
What Personal Data We Collect and Process
P.8 We may collect and process the following types of personally identifiable information, including but not limited to:
- Basic identifiers: your name, occupation, job title, and contact details (e.g., phone number, email address).
- Demographic data: such as your postcode or general location.
- Professional relationships: including affiliations or connections relevant to your legal matter.
- Legal enquiry details: information about your immigration status or the nature of your legal issue, along with any supporting documents you choose to submit.
- Client onboarding data: identity verification documents and background check information.
- Meeting logistics: travel preferences and dietary requirements for attending consultations.
- Financial data: payment details related to our fees and services.
- Service-generated data: information created in the course of providing legal services, which may include sensitive or special category data.
- Additional voluntary disclosures: any other personal information you choose to share with us.
P.9 In some cases, we may receive personal data about individuals other than our direct clients, for example, when a client provides information about a third party. Such data will be handled in accordance with this policy and retained only when necessary and lawful to fulfil our legal obligations or deliver the agreed services.
Legal Basis for Processing Your Data
P.10 We process your personal data under the following lawful grounds:
- Contractual necessity: to fulfil our obligations when you engage us for legal services, or when acting on behalf of a client.
- Legal and regulatory compliance: to meet statutory duties and professional requirements.
- Legitimate interests: to manage our business operations, and to establish, exercise, or defend legal claims.
How We Process Your Personal Information
P.11 Lexify Solicitors Ltd collects and processes personal data through various channels and for a range of purposes.
P.12 We may gather general analytical data from visits to our website to help us improve its performance, relevance, and overall user experience.
P.13 When you submit an enquiry and share personal details, we use that information to understand your needs and respond appropriately. This enables us to support you as a potential client and tailor our services accordingly.
P.14 If you formally engage us for legal representation, we will collect, generate, process, store, and use your personal data throughout the duration of our professional relationship. This includes processing background and identification details to meet our obligations under anti-money laundering regulations and other compliance checks. We also process personal data as necessary to carry out legal work on your behalf.
Summary of How Your Data May Be Used
P.15 We may use your personal information for the following purposes, including but not limited to:
- Enhancing and maintaining our services, including our website.
- Responding to your enquiries and providing requested information.
- Managing and administering our relationship with you and other clients.
- Delivering legal services tailored to your needs.
- Maintaining internal records and fulfilling regulatory, legal, and risk management duties, including the establishment, exercise, or defence of legal claims.
- Supporting recruitment processes.
- Sending newsletters or updates about immigration law and our services, using the contact details you’ve provided (you may opt out at any time).
- Conducting market research or requesting references, which may involve contacting you via email, phone, or post.
- Customising website content based on your preferences and interests.
Use of IP addresses
P.16 At present, we do not use location tracking on our websites.
Cookies
P.17 Cookies are small text files stored on your device that allow web applications to respond to you in a personalised manner. They enable websites to tailor their functionality based on your preferences, interests, and interactions.
P.18 Lexify Solicitors Ltd uses traffic log cookies to monitor which pages of our website receive the most engagement. Specifically, parts of our website utilise Google Analytics, a web analytics service provided by Google Inc. (“Google”). Google Analytics uses cookies to help us understand how visitors interact with our site.
P.19 The data collected through these cookies, such as usage patterns and traffic sources, is typically transmitted to and stored by Google on servers located in the United States. Google uses this information to analyse website usage, compile reports for website operators, and deliver related services. These insights help us improve our website and tailor it to better meet the needs of our clients.
P.20 We use this data solely for statistical analysis purposes. The information is anonymised and does not personally identify you. Google may share this data with third parties where required by law or when third parties process the data on Google’s behalf. Your IP address will not be linked to any other data held by Google.
P.21 You can choose to disable cookies at any time by adjusting your browser settings. However, please be aware that doing so may limit your ability to fully experience all features of our website. By continuing to use this website, you consent to the processing of your data by Google as described above.
P.22 Cookies enhance your browsing experience by helping us identify which pages are most useful to you. They do not grant us access to your device or any personal information beyond what you voluntarily share.
P.23 Most web browsers accept cookies by default, but you have the right to modify your settings to decline them. Please note that disabling cookies may affect the functionality and performance of the website.
Links to External Websites
P.24 Our website may include links to third-party websites that we believe may be of interest to you. However, once you navigate away from our site by clicking on these external links, please be aware that we do not have any control over the content, functionality, or privacy practices of those websites.
P.25 As such, Lexify Solicitors Ltd cannot accept responsibility for the protection of any personal data you choose to share while visiting external sites. This Privacy Policy applies solely to our own website and services. We strongly recommend that you review the privacy policies of any third-party websites you visit to ensure you are comfortable with how your information will be handled.
Disclosure of Your Personal Information
P.26 In the course of providing legal services, it may be necessary for Lexify Solicitors Ltd to disclose your personal information to third parties. This may include, for example, the Court, the Home Office, or external experts instructed on your behalf. Such disclosures will only occur where we have your explicit consent or where we are legally obligated to do so.
P.27 We may also share personal data with regulatory bodies, courts, tribunals, government departments, and law enforcement agencies when required by law or where necessary to comply with our professional obligations. Where possible, we will make reasonable efforts to inform you of such disclosures unless prohibited by law.
P.28 In certain circumstances, we may share your personal information with trusted third-party service providers who support the delivery of our legal services. These may include professional advisers (such as solicitors, barristers, accountants, and auditors), IT support providers, and suppliers of secure cloud-based infrastructure. All such third parties operate under contractual agreements that require them to handle your data in accordance with applicable data protection laws.
P.29 Lexify Solicitors Ltd will never sell, rent, or otherwise make your personal information available to third parties for marketing or commercial purposes.
Keeping your personal information safe
P.30 We are constantly working to ensure that your information is secure, and we use a variety of IT and physical measures to achieve this.
P.31 We use a selection of carefully picked cloud-based service providers to provide an efficient and modern service. These include Google Drive, CLIO, XERO and Microsoft 365, a cloud-based case management system.
P.32 We take great care to ensure that all providers we share information with and that the platforms we use comply with the highest internet and online security levels.
P.33 Some of these service providers are hosted overseas, so using some platforms may involve transferring your personal data to locations from within to outside of the European Economic Area (“EEA”) and back again. The level of protection offered in some countries outside of the EEA may be less than that within the EEA. For this reason, we subject overseas service providers’ security and data policies to the highest levels of scrutiny. Where our service providers process your personal data outside of the EEA while providing services to us, our written agreement with them contains appropriate measures that provide proper data security.
P.34 Further, we have taken reasonable steps to protect your information against unauthorised access and unlawful processing, accidental loss, damage and destruction.
P.35 However, any personal data you submit via our website, or email is at your own risk.
Access to Your Information and Your Rights
P.36 Under the UK General Data Protection Regulation (GDPR), individuals have specific rights regarding their personal data.
P.37 You have the right to request access to the personal information we hold about you. However, please be aware that if the information you request was provided to us by one of our clients in connection with their legal matter, we may be unable to disclose it due to legal professional privilege.
P.38 You also have the right to request that we correct any inaccurate or incomplete personal data we hold about you. If you believe any of your information requires updating, please contact us promptly so we can rectify it.
P.39 You may request the deletion of your personal data, commonly referred to as the “right to be forgotten.” This right is subject to any legal or regulatory obligations that require us to retain certain information for a specified period.
P.40 You have the right to:
- Restrict the processing of your personal data.
- Prevent unauthorised sharing of your data with third parties.
- Request the transfer of your personal data to another organisation, where applicable.
P.41 If you wish to object to the processing of your personal data, or if you previously gave consent and now wish to withdraw it, we will honour your request in accordance with our legal obligations. Please note that withdrawing consent or objecting to processing may affect our ability to continue providing services to you. In some cases, we may still be legally permitted or required to process your data to meet regulatory obligations or to exercise or defend legal claims.
P.42 To exercise any of the rights outlined above, please contact us by email at contact@lexify.lawyer. We aim to respond to all requests within 14 days of receipt. If we are unable to meet this timeframe, we will inform you of the reason and provide an estimated response date.
P.43 You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) regarding our handling of your personal data. Further details are available on the UK Government website: https://www.gov.uk/data-protection/make-a-complaint.
P.44 To help us maintain accurate records, please notify us of any changes to your personal information by emailing contact@lexifysolicitors.co.uk.
Data Protection Policy
D.1 Lexify Solicitors Ltd processes your personal data primarily to deliver legal services, but also for related administrative purposes such as billing, record-keeping, and informing you about services, updates, or events that may be of interest.
D.2 Our handling of your personal data is governed by your instructions, the UK General Data Protection Regulation (UK GDPR), other applicable UK legislation, and our professional duty of confidentiality.
D.3 We take your privacy seriously. Our Privacy Policy outlines how and why we collect, process, and store your personal data, and explains your rights under data protection law. If you would prefer a copy by email or wish to have the policy explained verbally, please contact us.
D.4 To support the efficient and secure delivery of our services, we may engage trusted third-party providers, including cloud-based platforms, for hosting, sharing, analysing, processing, or storing documents and information. All such providers operate under contractual agreements that reflect our legal and professional obligations, including confidentiality and data protection.
D.5 If you instruct us to use an alternative provider for storing or exchanging documents or information, Lexify Solicitors Ltd cannot be held responsible for the security standards or data protection practices of that provider.
D.6 Please note that telephone calls may be recorded and emails monitored for training, compliance, and regulatory purposes. By contacting us, whether via email, phone, contact form, or other means, you consent to us reaching out to you for marketing purposes.
D.7 We may use the information you provide to send you updates about legal developments, our services, exclusive offers, promotions, or new products, via email, text, phone, or post. You may opt out of receiving promotional communications at any time by:
- Emailing contact@lexify.lawyer
- Clicking the ‘unsubscribe’ link in any marketing email, in applicable