KUMAR RASHID SOLICITORS PRIVACY POLICY

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality. 

Key terms

We, us, our

Kumar Rashid Solicitors and any other name we may trade under, which we will notify to you

Our data protection contact

Sandeep Kumar

sandeep@krsolicitors.com

Personal data

Any information relating to an identified or identifiable individual

Special category personal data

• Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership

• Genetic and biometric data

• Data concerning health, sex life or sexual orientation

Personal data we may collect depending on why you have instructed us

• Your name, address and telephone number

• Information to enable us to check and verify your identity, e.g. your date of birth or passport details

• Electronic contact details, e.g. your email address and mobile phone number

• Information relating to the matter in which you are seeking our advice or representation

• Information to enable us to undertake a credit or other financial checks on you

• Your financial details so far as relevant to your instructions, e.g. the source of your funds if you are instructing on a purchase transaction

• Your National Insurance and tax details

• Your bank and/or building society details

• Details of your professional online presence, e.g. LinkedIn profile, Facebook profile etc

• Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter or a will or if it relates to your matter

• Your employment status and details including salary and benefits, e.g. if you instruct us on a matter related to your employment or in which your employment status or income is relevant to obtain legal aid

• Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, e.g. if your matter and immigration status is relevant to your matter

• Details of your pension arrangements, e.g. if you instruct us on a pension matter or in relation to financial arrangements following breakdown of a relationship or in an employment matter

• Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), e.g. if you instruct us on a matter related to your employment or in which your employment records are relevant

• Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, e.g. if you instruct us on a discrimination claim

• Your trade union membership, e.g. if you instruct us on a discrimination claim or your matter is funded by a trade union

• Personal identifying information, such as your eye colour or your parents’ names, e.g. if you instruct us to incorporate a company for you

• Your medical records, e.g. if we are acting for you in a personal injury claim or where your medical records are needed to defend you in a criminal matter or any other matter

• Your video recorded interview e.g. where the police have provided this to us and so that we can provide you with advice

• Your Genetic information e.g. this is provided to us by a medical expert or police/CPS where it relates to your matter

• Your location e.g. where police have obtained your cellular data of your whereabouts in your matter

• Your insurance details e.g. where we act for you in a divorce or separation or we require this information for a claim or defence or a claim or proceedings against you

• Your DWP information e.g. where we require this to make an application for legal aid or in dealing with legal proceedings on your behalf

• Your shareholder reference numbers e.g. where we act for you in a divorce or separation in relation to financial orders

• Your account numbers and details for utility companies, government bodies and local authorities e.g. where we act for you in a divorce or separation or in dealing with legal proceedings on your behalf

• Details of online sites you have visited including passwords for online accounts e.g. in dealing with legal proceedings on your behalf

• Special category personal data e.g. in dealing with legal proceedings on your behalf or in providing legal advice to you where it is relevant and pertinent to your legal situation 

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.

How your personal data is collected

We collect most of this information from you, direct. However, we may also collect information: 

• from publicly accessible sources, e.g. Companies House or HM Land Registry;

• directly from a third party, e.g.:

• sanctions screening providers;

• search providers;

• police;

• CPS;

• management companies

• family members;

• witnesses;

• solicitors for the other party;

• solicitors for other parties with a legitimate interest in your matter;

• other party(s) in proceedings or in your matter;

• landlords;

• counsel;

• accountants;

• public authorities and bodies;

• litigation friends;

• any party with a legitimate interest in your matter (where relevant and not excessive);

• from a third party with your consent, e.g.:

• your bank or building society, another financial institution or advisor;

• consultants and other professionals we may engage in relation to your matter;

• your employer and/or trade union, professional body or pension administrators;

• your doctors, medical and occupational health professionals;

• banks, financial institutions;

• insurance companies and brokers;

• public authorities and bodies;

• experts;

• translators;

• mortgage brokers;

• IFAs;

• via our website—we use cookies on our website (for more information on cookies, please see our cookies policy set out on the website);

• via our information technology (IT) systems, e.g.:

• case management, document management and time recording systems;

• door entry systems and reception logs;

• automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason for doing so, for example:

• to comply with our legal and regulatory obligations;

• for the performance of our contract with you or to take steps at your request before entering into a contract;

• for our legitimate interests or those of a third party; or

• where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

The information below explains what we use (process) your personal data for and our reasons for doing so:

Our reasons

To provide legal services to you

For the performance of our contract with you or to take steps at your request before entering into a contract

• Conducting checks to identify our clients and verify their identity

• Screening for financial and other sanctions or embargoes

• Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator

To comply with our legal and regulatory obligations

Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies

To comply with our legal and regulatory obligations

Ensuring business policies are adhered to, e.g. policies covering security and internet use

For our legitimate interests or those of a third party, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you

Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price

Ensuring the confidentiality of commercially sensitive information

For our legitimate interests or those of a third party, i.e. to protect our intellectual property and other commercially valuable information

To comply with our legal and regulatory obligations

Statistical analysis to help us manage our practice, e.g. in relation to our financial performance, client base, work type or other efficiency measures

For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service for you at the best price

Preventing unauthorised access and modifications to systems

For our legitimate interests or those of a third party, i.e. to prevent and detect criminal activity that could be damaging for us and for you

To comply with our legal and regulatory obligations

Updating and enhancing client records

For the performance of our contract with you or to take steps at your request before entering into a contract

To comply with our legal and regulatory obligations

For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our clients about existing and new services

Statutory returns

To comply with our legal and regulatory obligations

Ensuring safe working practices, staff administration and assessments

To comply with our legal and regulatory obligations

For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you

Marketing our services to:

—existing and former clients; 

—third parties who have previously expressed an interest in our services;

—third parties with whom we have had no previous dealings.

For our legitimate interests or those of a third party, i.e. to promote our business to existing and former clients

External audits and quality checks, e.g. for SQE, CQS, WIQS accreditation and the audit of our accounts

For our legitimate interests or a those of a third party, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards

To comply with our legal and regulatory obligations

The above information does not apply to special category personal data, which we will only process with your explicit consent.

Promotional communications

We may use your personal data to send you updates (by email, text message, telephone or post) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never sell it with other organisations outside the Firm for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

• contacting us by email (sandeep@krsolicitors.com)

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your personal data with

We routinely share personal data with:

• professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts;

• other third parties where necessary to carry out your instructions,

• our insurers and brokers;

• your insurers and brokers;

• external auditors, e.g. in relation to Legal Aid and or SQM accreditation and the audit of our accounts

• our banks;

• external service suppliers, representatives and agents that we use to make our business more efficient, e.g. typing services, marketing agencies, document collation or analysis suppliers;

• external regulators e.g. Solicitors Regulatory Authority, Bar Council;

• public bodies and local authorities e.g. Court (including their personnel), court subcontractors, HMRC, DWP, Social Services,

• other parties (as part of the legal process); 

• financial advisors and accountants;
  

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. 

We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations. 

Where your personal data is held

Information may be held at our offices and those as described above (see ‘Who we share your personal data with’).

How long your personal data will be kept

We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:

• to respond to any questions, complaints or claims made by you or on your behalf;

• to show that we treated you fairly;

• to keep records required by law.

We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. Further details on this are available on request and in any event available once your matter has completed.

When it is no longer necessary to retain your personal data, we will delete or anonymise it.

Transferring your personal data out of the EEA

To deliver services to you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), e.g.:

• with your and our service providers located outside the EEA;

• if you are based outside the EEA;

• where there is an international dimension to the matter in which we are advising you.

These transfers are subject to special rules under European and UK data protection law.

These non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all personal data will be secure. If you would like further information, please contact us (see ‘How to contact us’ below).

Your rights

You have the following rights, which you can exercise free of charge:

Access

The right to be provided with a copy of your personal data 

Rectification

The right to require us to correct any mistakes in your personal data

To be forgotten

The right to require us to delete your personal data—in certain situations

Restriction of processing

The right to require us to restrict processing of your personal data—in certain circumstances, e.g. if you contest the accuracy of the data

Data portability

The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

To object

The right to object:

—at any time to your personal data being processed for direct marketing (including profiling);

—in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision-making

The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including the circumstances in which they apply, please contact us or see:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you would like to exercise any of those rights, please:

• complete a data subject request form—available on request; or

• email, call or write to us—see below: ‘How to contact us’; and

• let us have enough information to identify you (e.g. your full name, address and client or matter reference number);

• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and

• let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

How to complain

We hope that we can resolve any query or concern you may raise about our use of your information. 

The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.

Changes to this privacy policy

This privacy policy was published on 01 October 2025.

We may change this privacy policy from time to time, when we do we will inform you via written correspondence.

How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.

Our contact details are shown below:

Sandeep Kumar

Kumar Rashid Solicitors

S5 Lasyard House

Underhill Street,

Bridgnorth,

Shropshire,

WV16 4BB