PURPOSE

This Privacy Notice explains the standards you can expect from Beps Solicitors when we request, collect, use, store, or share your personal information. It also outlines how you can access the information we hold about you and what actions you can take if you feel these standards are not being met.

We recognise the importance of protecting your privacy and complying with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We safeguard your personal data carefully and will only disclose your information when we are legally permitted to do so or with your explicit consent.

INFORMATION WE COLLECT

Beps Solicitors processes personal information in order to meet our legal, contractual, and regulatory obligations and to provide you with a high‑quality legal service. We only collect information that is necessary and do not process your data for purposes beyond those stated in this notice.

Personal data we may collect:

• Full Name
• Date of Birth
• Home / Correspondence Address
• Email Address
• Telephone and Mobile Numbers
• National Insurance Number

Special Category Data (where relevant and lawful):

• Health information (e.g., disability, medical conditions)
• Gender and other demographic information
• Criminal conviction data

How we collect your information:

• Verbally (in person or by phone)
• Written correspondence (email, letters, forms)
• Internal records and documents generated as part of your case

PURPOSE AND LEGAL BASIS FOR PROCESSING

We only retain personal data for as long as necessary and for the reasons outlined in this Privacy Notice.

Your information allows us to:

• Apply for funding or legal aid to support your legal costs
• Gather facts, evidence, and supporting materials to assess, prepare, and manage your case
• Provide legal advice and representation
• Fulfil our statutory and regulatory duties as a legal practice

Without this information, we may be unable to provide you with the required legal service.

Our legal bases for processing your data include:

• Performance of a contract
• Compliance with legal obligations
• Legitimate interest
• Explicit consent (where required for special category data)

YOUR RIGHTS

You have the right to access and understand the personal information that Beps Solicitors holds about you. You may request details regarding:

• What personal data we hold
• The purpose of processing
• Categories of personal data involved
• Recipients to whom the data has been disclosed or may be disclosed
• The length of time your data will be stored
• The source of the data, if not provided directly by you

You also have the right to:

• Request correction of inaccurate or incomplete data
• Request deletion of your personal data (where legally permissible)
• Object to processing or request restrictions on processing
• Withdraw consent (where consent is the legal basis for processing)

Before acting on any rights request, we may need to verify your identity to ensure the security of your data.

SHARING AND DISCLOSING YOUR PERSONAL INFORMATION

We do not share your personal data with third parties unless:

• It is necessary for the management and progression of your case
• There is a legal obligation
• We have your explicit consent

Beps Solicitors works with trusted third‑party organisations to ensure your case is handled effectively. These may include (but are not limited to):

• Case management system providers
• Crown Prosecution Service
• HM Courts & Tribunals Service
• Police Forces
• Probation Services
• Legal Aid Agency
• Translators, expert witnesses, and professional advisers

Any third‑party processors acting on our behalf operate under strict instructions and in compliance with our privacy standards and relevant data protection laws.

We will never share your information with family members or other parties without your explicit permission unless legally required.

SAFEGUARDING MEASURES

Beps Solicitors takes data protection seriously. We implement appropriate technical and organisational measures to protect your personal data from:

• Unauthorised access
• Accidental loss
• Alteration
• Disclosure or destruction

These measures may include secure servers, encryption, restricted access, and regular security reviews.

HOW LONG WE KEEP YOUR DATA

We only retain personal data for as long as necessary, in line with statutory requirements and our internal retention policies. Typically, we retain case files and basic personal data for a minimum of six years after your case concludes, unless a longer period is required by law or regulatory guidance. After this period, data is securely destroyed.

REQUESTS, CHANGES, OR COMPLAINTS

If you wish to request access to your information, request changes, or ask for your data to be removed (where permitted), please contact:

Data Protection Officer / Practice Manager
Beps Solicitors
[227 Deptford High Street, UK,
SE8 3NT]
[beps@bepssolicitors.co.uk]
[020 8692 8181]

If you wish to raise a complaint about the way your data has been handled, please contact us in the first instance. If you remain dissatisfied, you may contact:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Website: www.ico.org.uk
Phone: 0303 123 1113

SPECIAL CATEGORY DATA

Due to the nature of the legal services we provide, we may need to process sensitive personal data, including health information or criminal conviction history. We will only request such information when necessary for your case and will always obtain your explicit consent where required. You may withdraw this consent at any time, unless we are legally obligated to retain the information.

CONSENT

Beps Solicitors will only process your personal data with your consent where this is the lawful basis for processing. You may withdraw your consent at any time by contacting us.

CONSENT TO ACCESS RECORDS

In some cases, we may require access to your medical, social care, probation, or educational records to support your legal matter. We will always request your explicit permission before obtaining such records. You may withdraw this permission at any time.