Privacy Policy

Introduction

At Arka Solicitors (“we,” “us,” or “our”), we are committed to safeguarding your personal data and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy outlines how we collect, use, share, and protect your personal information, and explains your rights regarding the data we hold about you.

By using our services or providing your personal data to us, you agree to the practices described in this Privacy Policy. By providing your information to us, you acknowledge and accept the terms of this Privacy Policy. Please do not send us any information about you which you do not want to be used in the ways described in this Privacy Policy. This policy may be updated from time to time. If you have any questions or concerns about this policy, please contact info@arkasolicitors.co.uk.

Who we are

Arka Solicitors is a law firm regulated by the Solicitors Regulation Authority. We act as a data controller when processing your personal data in connection it with our legal services. If you have any questions about this Privacy Policy, please contact us:

Contact Details:
Arka Solicitors
Address: Regus Digital Word Centre, Third Floor, Office 320, 1 Lowry Plaza, The Quays, Salford, M50 3UB
Email: info@arkasolicitors.co.uk
Phone: 0161 820 0789

How we collect information

We collect your personal data in the following ways:

  • Directly from you when you contact us, engage our services, or provide documentation;
  • From third parties, such as other legal representatives, government bodies, or public records.

Automatically when you visit our website or interact with our online services.

The Information We Collect

We may collect and process the following types of personal data:

  • Contact Information: Name, address, phone number, and email address;
  • Identification Data: Date of birth, passport details, or other forms of ID;
  • Financial Information: Bank account details, payment information, or financial history;
  • Case Information: Details about your legal matter, including sensitive data related to your case (e.g., medical or criminal records). Due to the nature of our services, your case information may include ethnic origin, marital status, employment/business, income/turnover, finances, academic history;
  • Technical Data: Information from your use of our website, such as IP address and cookies.

How We Use Your Information

We process your personal data for the following purposes:

  • To provide legal services and fulfil our contractual obligations, including handling enquiries and managing client relationships;
  • To communicate with you regarding your case or query, and keep you informed of our services and updates;
  • To send you promotional materials, newsletters, or invitations to events that may be of interest to you, based on your preferences. You may opt out of receiving such communications at any time;
  • To comply with legal and regulatory requirements, and to manage our business operations, including billing and record-keeping;
  • To enhance our website’s functionality and user experience, including through the use of cookies and similar technologies;
  • To improve our services and ensure the security of our systems.

Legal Basis For Processing

We process your personal data based on the following legal grounds:

  • Contractual Necessity: To provide you with the legal services you have requested;
  • Legal Obligation: To comply with our legal and regulatory duties;
  • Legitimate Interests: To manage and improve our business operations, provided these interests are not overridden by your rights;
  • Consent: Where required, we will obtain your explicit consent before processing your data (e.g., for marketing purposes).

How Long We Retain Information

We understand the importance of retaining your personal information only for as long as required by law or reasonably necessary to fulfil the purpose for which it was collected. It is Arka Solicitors policy is to retain all information for a minimum period of seven years from the date the matter was concluded. After this period, the information will be securely destroyed. However, different periods for keeping your personal date will apply depending upon the type of data being retained and the purpose of its retention.

After we have delivered our services to you or the contract has ended for any other reason, your personal data will generally be retained – To respond to any questions, complaints, or claims made by you or on your behalf; To demonstrate that your matter was handled appropriately and that you were treated fairly; To comply with legal and regulatory obligations.

Sharing Your Information

We may share your information with third parties where:

  • You have consented for us to do so;
  • Third-party service providers assisting us with IT, suppliers of cloud based case management system, email service providers, accountants, payment processing, or other support services. These third parties are contractually obligated to ensure the confidentiality and security of your personal data and to use it only for the purposes specified by us;
  • Other legal professionals, courts, or regulatory bodies where necessary for your case;
  • Law enforcement agencies or government authorities, as required by law; or
  • If, in the future, we reorganise or transfer all or part of our business, we may need to transfer your information to the new entities responsible for operating our business.

We do not sell, rent or trade your personal date with third parties.

Transfering Data Outside The Uk

To provide you with the services we have instructed to deliver, it may be necessary to share your personal data with those who are outside the UK. This could occur if, for instance, those persons have offices outside the UK, or where your instructions involve an international aspect. In such cases, special rules govern the protection of your data. we will take all reasonable steps to ensure the transfer complies with data protection laws and that your personal data remains secure.

Security And Storage Of The Information

We take proactive measures to secure your information, both in electronic and physical form, and to prevent unauthorised access, modification, or disclosure. Our information security practices are supported by a range of safeguards, processes, and procedures. We store information in secure, access-controlled premises or in password-protected electronic formats. We require third-party IT providers to comply with strict information security standards. All staff and third-party providers with access to confidential information are bound by confidentiality agreements. However, please note that the transmission of information over the internet carries some risk, as it is not completely secure. While we cannot guarantee the security of data transmitted to us, we offer a secure portal for exchanging electronic information. We continuously review and update our security measures as technology evolves. To ensure the protection of your personal data and prevent breaches of confidentiality, we have implemented security protocols designed to prevent accidental loss, unauthorised access, or unlawful use. Our premises are access-controlled, and electronic data requires login and password authentication.

Access to your personal data is restricted to those who need it, with confidentiality being a priority when processing this data. In the event of a suspected data security breach, we will notify you and, when required, report the incident to the relevant regulatory authorities, including the Information Commissioner’s Office. While we strive to protect your personal data, please be aware that internet transmission is not fully secure, and any data sent through our website or email is at your own risk. Once we receive your information, we implement additional security measures, such as encrypted emails, to safeguard against unauthorised access.

Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Access: Request a copy of the data we hold about you.
  • Rectification: Request corrections to inaccurate or incomplete data.
  • Erasure: Request the deletion of your data where it is no longer needed.
  • Restriction: Request limited processing of your data under certain circumstances.
  • Objection: Object to the processing of your data for certain purposes, such as marketing.
  • Data Portability: Request your data in a structured, commonly used format
  • The right not to be subject to a decision that has a legal effect on you that has been based on an automated decision.

If you would like to discuss or exercise your rights, please reach out to us. In the UK, you also have the right to file a complaint with the Information Commissioner’s Office (ICO). However, we would appreciate the opportunity to address and resolve any concerns directly with you first, and we aim to do so promptly and to your satisfaction.

Cookies And Website Usage

We may use cookies and similar technologies on our website to enhance your user experience. For more information, please see our Cookie Policy.

Updates To This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and we encourage you to review the policy periodically.

Complaints

If you have concerns about our handling of your personal data, please contact us directly. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Phone: 0303 123 1113

By engaging our services or providing your personal data, you confirm your understanding and acceptance of this Privacy Policy.