Privacy Policy
Any reference to “we”, “our” or “us” means Beachwood Solicitors Ltd which is authorised by the Solicitors Regulatory Authority.
We are committed to protecting your privacy. So that you are reliably informed about what personal data we collect about you, how we use it, who we share it with and what your rights are, we are providing you with this privacy notice , which describes the ways in which we collect, store and process your personal data (personal information).
We’ll tell you:
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Who we are
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What personal information we collect, store and use and the purpose we use your personal information for
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How we will use your personal information
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Whether you have to provide us with your personal information
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Whether we transfer your data outside the UK
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Whether we can change the purpose that we are collecting, storing and using your personal information for
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How long we will keep your personal information for
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Whether we intend to do automated decision-making or profiling
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How we process your personal information in relation to marketing
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What security and privacy measures we have put in place to help protect your personal information
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Your data privacy rights
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About visiting our offices
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How you can contact us.
Should you wish to make an individual rights request under UK GDPR, please email our Data Protection Team at: info@beachwoodsolicitors.co.uk.
Alternatively, you can write to us at:
378 Dewsbury Rd
Beeston
Leeds
LS11 7JX
Who we are
Beachwood Solicitors Ltd is a UK-based law firm providing a wide range of legal services to national organisations and institutions, small and medium-sized businesses, and private individuals.
We act as a “Data Controller” for the information we collect and process. A Data Controller is responsible for determining the purposes for which, and the means by which, personal data is processed.
To ensure you are fully informed about how we manage your data, we have created this privacy notice (also referred to as a Fair Processing Notice or FPN). This notice outlines how we collect, handle, process, store, and share information about you. It also explains your rights concerning your personal data.
What personal information we collect, store and use and the purpose we use your personal information for
Personal information refers to any data that identifies you as an individual, such as your name, address, telephone number, date of birth, video/CCTV footage, etc. In some instances, we may collect sensitive data, including details about your health or religious beliefs, which are afforded enhanced protection under data protection laws.
Please be assured that all personal information you provide to us is treated with the highest level of confidentiality.
We may process your personal information (whether received directly from you or via a third party) in the following circumstances:
• You are a client or prospective client
• You use our website or any services we offer through it
• You are an employee or representative of a third party we engage with (e.g. suppliers, marketing agencies)
• A client has provided your details to us
• You were referred to us by a third party or we obtained your details from another source
You are a client or prospective client
As part of our core business, we collect and manage client data in compliance with applicable data protection legislation. We are committed to protecting your privacy and respecting your rights.
The personal data we collect to manage and provide our legal services may include:
• Basic contact details (e.g. name, address, telephone number, email)
• National Insurance number, passport or driving licence information
• Financial details, including bank information, benefits, tax status, income, and expenses
• Information about dependents and your spouse
We may also collect special category (sensitive) data, such as:
• Marital, civil partnership or relationship status
• Details about your partner or spouse
• Health-related information (physical or mental)
• Religious or other beliefs
• Racial or ethnic origin
This information may be provided directly by you (via phone, email, letter, online forms, or in person) or may be received indirectly (e.g. as a legal requirement or referral through an affiliated company).
We use your personal data to:
• Set you up as a client and open a case file
• Deliver legal advice and manage our professional relationship with you
• Identify and meet your legal needs with tailored services
Specifically, we process your data to:
• Carry out identity verification, anti-fraud, and compliance checks
• Support business development through newsletters, publications, and event invitations
• Manage your website account usage
• Handle payments to and from you
• Communicate with you via phone, email, or in writing about your matter
• Record calls or meetings for regulatory, training, and quality assurance purposes
• Conduct client satisfaction surveys
• Fulfil other compliance obligations
• Investigate and respond to complaints
• Initiate or defend legal proceedings
• Train and support our staff
In limited cases, we may use personal data for testing purposes. When testing our systems, we aim to use anonymised data wherever possible. If personal data is necessary, it will be secured in a controlled environment and deleted immediately after testing is complete.
We may also share anonymised data (that does not identify you) for service improvement purposes. For example, if you contact us about a claim we cannot assist with, we may share anonymised case data with public bodies to support patient safety initiatives.
We may contact you after our formal relationship ends if:
• We are under a regulatory obligation
• You have requested follow-up contact
• We believe it is in your legitimate interest
Our lawful basis for this contact is either consent or legitimate interest.
You Use Our Website or Services Provided Through It
If you complete a form on our website or contact us via phone, email, or post, we collect the information you submit, including your name and contact details.
We use this information to:
• Send the information you requested (e.g. about our services)
• Respond to your enquiries
You Are an Individual Associated With a Third Party We Engage (e.g. Suppliers or Marketing Agencies)
As part of our operations, we engage with external service providers and their employees to procure services or products. If you are an individual connected with such a provider, we will process your personal data in line with this privacy notice.
A client has provided us with your information
We may receive your personal information from a client in connection with legal advice they are seeking. This could include:
• Contact details, NI number, passport or driving licence details
• Financial information (bank details, benefits, tax information, savings, loans, expenditure)
• Details of dependents and your spouse
We may also collect and use sensitive personal data such as:
• Relationship status
• Partner, civil partner or spouse information
• Health data
• Religious beliefs
• Racial or ethnic origin
This information is used to carry out legal compliance checks or to advise our client or trustees where you are a beneficiary.
You Have Been Referred to Us by a Third Party or We Obtained Information From Another Source
Where we have received your consent via a third party, we may contact you regarding our services or other matters to which you have agreed. We process your data in this context based on your consent.
How we use your personal information
The table below (not included here but referenced in the original policy) outlines how we use your personal data, the legal basis for each activity, and when your information may be shared with third-party organisations.
We may share your personal data with trusted third parties (our processors), who only act according to our instructions. These third parties are contractually bound to process your data in accordance with data protection laws.
We will never share your personal data with a third party for marketing purposes without your consent, and we do not sell personal data to any third party for their own marketing use.
Where data is shared, we always implement contracts that set out strict rules on how personal data may be used, ensuring your rights and privacy are protected.
Purpose for processing data
To administer our relationship with you, provide services and respond to enquiries and for internal administrative purposes
To act in your best interests and enable us to provide you with additional and relevant information and/or comply with our corporate and/or regulatory obligations
In accordance with our legal, professional and regulatory obligations
Provision of legal services in collaboration with partners
In connection with mergers and acquisitions of all or part of our business
To ensure the billing of any procured services by you and obtain payment
To communicate with you about legal updates, breaking news, newsletters
To provide enquirers with support by telephone
To process and respond to complaints
Legal basis for processing data
Our contract with you
For our legitimate interests
Our contract with you
For our legitimate interests
With your consent
With your consent
To meet a legal obligation
For our legitimate interests
With your consent
For our legitimate interests
Our contract with you
For our legitimate interests
With your consent
Our contract with you
With your consent
With your consent
To meet a legal obligation
Third party organisations with whom data is shared
Beachwood Solicitors Ltd
Beachwood Solicitors Ltd, Affiliates and Companies who supply us with support services under an outsourcing arrangement
Government, enforcement agencies, regulators, courts and other third parties
Third party organisations and their representatives, where a Data Sharing Agreement is in place
The organisation that we are selling to or merging with
Government VAT and tax inspectors, external auditors, internal auditors
Beachwood Solicitors Ltd
helpline providers and their representatives, internal auditors
Beachwood Solicitors Ltd and third parties under contract to provide relevant services
Do you have to provide us with your personal information?
When we state that your personal information is required to comply with legal obligations, to fulfil a contract with you, or to take steps at your request before entering into a contract, it is necessary for you to provide the requested details. If you choose not to supply the required personal information when requested, we may be unable to respond to your enquiries, enter into a contract, fulfil our contractual duties, or meet our legal responsibilities. If you are uncertain about whether you must provide your personal information, please contact our Data Protection Officer at info@beachwoodsolicitors.co.uk.
Do we transfer your personal information outside the UK?
In some cases, we may need to transfer your personal information outside the UK. This may happen, for example, when our third-party service providers—who we share data with as outlined above—are based, supported, or host information outside the UK. We will only transfer your information overseas where we are confident that it will receive the same level of protection as it would within the UK. For more information about the safeguards we have in place for international transfers, please contact info@beachwoodsolicitors.co.uk.
Can we change the purpose for which we collect, store, and use your personal information?
We will only use your personal data for the purposes described above unless we determine that the new purpose is compatible with the original purpose. If we intend to use your data for a different but related reason, we will inform you and explain how it aligns with the original purpose. If we wish to use your data for an unrelated reason, we will notify you and explain the legal basis that allows this change.
How long will we keep your personal information?
We usually retain personal data for seven years following the end of our relationship with you. For example, if you become a client, we will typically store your information for seven years after your case concludes. Similarly, if you contact us about a potential claim but do not become a client, we will retain your details for up to seven years from the date of your enquiry. If you would like more information about our data retention periods, please contact us.
At the end of the retention period, your personal data will be deleted, anonymised, or securely archived beyond active use.
Do we carry out automated decision-making or profiling?
We aim to enhance our services by adopting digital solutions while maintaining a personalised approach. Some tools we use employ artificial intelligence—such as spell-check or antivirus software—which may process personal data. However, where necessary, our trained staff review the outputs of such technologies. We do not use your personal information to make decisions about you solely through automated means.
Your data privacy rights
You have the following rights under data protection law:
• Right to be informed
• Right to access
• Right to rectification
• Right to be forgotten
• Right to object
• Right to restrict processing
• Right to data portability
• Right to withdraw consent
• Right to make a complaint
Right to be informed
This privacy notice, together with our cookie policy, fulfils our obligation to inform you how we use your personal data.
Right to access
You have the right to request a copy of the personal data we hold about you (known as a Subject Access Request), along with other relevant information. Please send your request to info@beachwoodsolicitors.co.uk or by post to:
378 Dewsbury Rd
Beeston
Leeds
LS11 7JX
Right to rectification
If you believe any of the data we hold is incorrect, you have the right to ask us to correct it.
Right to be forgotten
You can request that we delete your personal data if:
• We no longer need it
• You withdraw your consent and no other legal grounds exist
• You object to our legitimate interest and we do not have valid reasons to continue
• Our use is unlawful
• We are legally required to delete it
Right to object
You can object where we rely on legitimate interest, including automated profiling or direct marketing, unless we can demonstrate overriding legal grounds.
Right to restrict processing
You may ask us to limit how we use your data if:
• You believe it’s inaccurate
• Our use is unlawful and you prefer restriction over deletion
• You need the data to assert legal rights
• You’ve objected and we’re considering our legitimate grounds
Right to data portability
You can ask for your personal data in a structured, commonly used, machine-readable format and for it to be transferred elsewhere, if:
• We process it based on your consent or a contract, and
• The processing is automated.
Right to withdraw consent
If we rely on your consent to process your data, you may withdraw it at any time by contacting info@beachwoodsolicitors.co.uk.
Right to make a complaint
You can complain to the Information Commissioner’s Office (ICO) at:
Wycliffe House
Water Lane
Wilmslow
SK9 5AF
However, we would prefer the chance to resolve your concerns first—please contact us before reaching out to the ICO.
Visits to our offices
What personal data do we collect and how do we use it?
If you visit our offices, please be aware that CCTV cameras are in operation. These are managed by Beachwood Solicitors Ltd, they act as the data controller for any footage collected. CCTV is used for purposes such as ensuring site security, protecting staff, and verifying visits or health and safety incidents. Notices are displayed where CCTV is active. Access is restricted to authorised staff, and footage is only kept for a limited time.
How can you contact us?
For any queries or feedback regarding this Privacy Notice, please email our Data Protection Officer at:
info@beachwoodsolicitors.co.uk
Alternatively, write to:
Data Protection Officer
378 Dewsbury Rd
Beeston
Leeds
LS11 7JX
To exercise any of your UK GDPR rights, please contact us using the details above.