Privacy & Cookies Policy

1. Introduction

In this Privacy Policy, the terms "Company," "we," "us" or "our" refer to Case Legends, a trading name of Data Legends Ltd, registered in England and Wales (Company No. 13207979). This Privacy Policy applies to the collection, use, and sharing of personal data by Case Legends in the United Kingdom. Data Legends Ltd is registered with the Information Commissioner's Office (ICO) under registration ID ZB835155. You may contact our privacy team at office@caselegends.co.uk.

2. Our regulatory status

Our founder is a qualified Polish lawyer (Master of Laws, Poland). We provide legal support, documentation and mediation services. We are not a firm of solicitors regulated by the Solicitors Regulation Authority - where court representation is required, we work with regulated legal professionals.

3. What is the purpose of this Privacy Policy?

We have created this Privacy Policy to demonstrate our commitment to protecting the privacy of our clients, partners, advisors, and visitors to our website. It outlines how we collect, use, store, and share personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

4. How do we define personal data?

"Personal Data" means any information relating to an identified or identifiable individual, such as names, contact details, IP addresses, and usage data. Because of the nature of our services - legal documentation, benefit claims, mediation, family and divorce matters - the information you share with us may also include special category data (for example, information about your health, family circumstances or financial situation) and information contained in official correspondence and case documents. We treat all case-related information as strictly confidential.

5. What is the scope of this Privacy Policy?

This Privacy Policy applies only to Personal Data collected by Case Legends / Data Legends Ltd. Our website may contain links to third-party websites or services with separate privacy practices. We are not responsible for the privacy policies of such third parties and recommend you review their policies before providing any personal data.

6. Our guidelines regarding children

Our services are not directed to individuals under the age of 18, and we do not knowingly collect Personal Data from children, except where documents you provide as part of your case necessarily contain information about family members, including children (for example in family or benefit matters). Such information is processed solely for the purpose of your case. If you believe we have otherwise collected Personal Data from someone under 18, please contact us immediately at office@caselegends.co.uk.

7. What kind of information do we collect?

We collect various types of Personal Data, including but not limited to:

• Contact information (e.g. name, email address, phone number, postal address)
• Case information (e.g. documents, letters, decisions from public bodies, court papers, and details of your situation that you share with us)
• Special category data where relevant to your case (e.g. health information in a benefits claim, family details in divorce matters)
• Payment and billing information
• Communications data (e.g. enquiries, emails, WhatsApp messages, consultation notes)
• Cookies and website usage information (e.g. browser type, device, IP address)

8. How do we collect your personal data?

We may collect Personal Data:

• When you contact us through our website form, email, phone or WhatsApp
• When you engage our services and provide documents or information relating to your case
• From third parties acting on your behalf or at your direction (e.g. public bodies, landlords, employers, other advisors)
• Through cookies and similar technologies used on our website

9. Why and how do we use, store and retain your information?

We process Personal Data for the following purposes:

• To provide legal support, documentation, mediation and liaison services you have engaged us for
• To communicate with organisations (e.g. DWP, HMRC, local councils, landlords, employers) on your behalf and at your instruction
• To communicate with you regarding your case, our services or support
• To comply with legal obligations, including record-keeping duties
• To detect and prevent fraud, abuse or technical issues
• For analytics and service improvements

We retain Personal Data only for as long as necessary to support your case and to meet legal, accounting or reporting requirements. Case files are typically retained for up to 6 years after the matter concludes, in line with limitation periods and record-keeping duties, and then securely deleted.

10. How do we share your information?

We do not sell your Personal Data. We may disclose it to:

• Public bodies and organisations (e.g. DWP, HMRC, councils, courts, landlords, employers) only on your instruction and for the purpose of your case
• Regulated legal professionals (e.g. solicitors or barristers) where your matter requires court representation or regulated legal advice, with your agreement
• Service providers working on our behalf (e.g. hosting, email, billing)
• Authorities or regulators if legally required
• Successors in business restructuring or acquisition
• Third parties with your consent or direction

All third parties are required to respect the confidentiality and security of your data and to process it only for specified purposes.

11. Is your personal data secure?

We implement appropriate technical and organisational measures to safeguard your data, including encryption, access controls and secure storage. Case documents are treated as confidential at all times. While we strive to protect your data, no transmission over the internet is fully secure.

12. Your rights and choices

Under UK data protection law, you have the following rights regarding your Personal Data:

• The right to access the Personal Data we hold about you
• The right to rectification of inaccurate or incomplete data
• The right to erasure ("right to be forgotten")
• The right to restrict processing
• The right to data portability
• The right to object to processing
• The right to withdraw consent where processing is based on consent
• The right to lodge a complaint with the Information Commissioner's Office (ICO)

You may exercise these rights by contacting us at office@caselegends.co.uk. These rights are not absolute and may be subject to limitations under applicable law - for example, we may need to retain certain case records to meet legal obligations even after an erasure request.

13. UK GDPR compliance and legal bases

We process Personal Data in accordance with the UK GDPR and the Data Protection Act 2018. Our legal bases include:

• The performance of a contract with you (delivering the services you engage us for)
• Your consent, including explicit consent for special category data where required (which can be withdrawn at any time)
• Compliance with a legal obligation
• Our legitimate interests (e.g. improving our services, ensuring security)

14. International data transfers

If we transfer Personal Data outside the United Kingdom (for example, where a matter involves Polish institutions or documents), we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or reliance on UK adequacy regulations (which cover the European Union, including Poland).

15. Cookies and tracking technologies

We use cookies and similar technologies to provide functionality and analyse site usage. You may manage your cookie preferences via your browser settings or our cookie banner. See the Cookies Policy below.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website. We encourage you to review this Policy periodically.

17. Questions or complaints

If you have any questions or complaints regarding this Privacy Policy or the way we handle your Personal Data, please contact us at office@caselegends.co.uk. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.