Privacy Policy

hpjv Solicitors Ltd – Privacy Notice

1. Introduction

hpjv Solicitors Ltd (“we”, “us”, “our”) is committed to protecting the privacy and security of personal data.

This Privacy Notice explains how we collect, use, store and protect personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)
• Data Protection Act 2018
• Data (Use and Access) Act 2025 (DUAA)

We act as a data controller in relation to personal data we process.

We are committed to handling personal data lawfully, fairly and transparently in accordance with data protection principles.

2. Contact Details

If you have any questions about this Privacy Notice or how we handle your data, please contact:

HPJV Solicitors Ltd
14 Baneswell Road
Newport
NP20 4BP

Email: enquiries@hpjv.co.uk
Marked for the attention of: Practice Manager

3. The Personal Data We Collect

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

• Identity Data – name, date of birth, identification documents
• Contact Data – address, telephone number, email address
• Matter Data – information relevant to your legal matter
• Financial Data – billing, payment and transaction information
• Communication Data – correspondence, emails and call records
• Compliance Data – anti-money laundering and identity verification records
• Special Category Data – where necessary (e.g. health information or other sensitive data)

We only collect personal data that is adequate, relevant and limited to what is necessary.

4. How We Use Your Data

We process personal data for the following purposes:

• Providing legal advice and representation
• Managing our client relationship
• Complying with legal and regulatory obligations
• Risk management, fraud prevention and compliance
• Improving our services and internal administration

4.1 Lawful Basis for Processing

We process your personal data under the following lawful bases:

• Contract – to provide legal services to you
• Legal obligation – to comply with laws and regulations (including anti‑money laundering)
• Legitimate interests – to manage our business effectively and securely
• Consent – where required (for example, marketing communications)

4.2 Legitimate Interests

Where appropriate, we may rely on recognised legitimate interests under the Data (Use and Access) Act 2025.

We ensure that:

• our interests are lawful and proportionate
• your rights and freedoms are protected
• appropriate safeguards are in place

5. Sharing Your Data

We may share your personal data where necessary with:

• Barristers, experts and professional advisers
• Service providers (e.g. IT systems, case management, storage providers)
• Courts, regulators and law enforcement bodies

All third parties are required to process your data securely and in accordance with the law.

6. International Transfers

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

• Adequacy regulations; or
• Approved contractual safeguards

to ensure your data is protected.

7. Data Retention

We retain personal data in accordance with legal and regulatory requirements.

In most cases, legal files are retained for a minimum of 6 years after the conclusion of a matter, although this may vary depending on the nature of the case or regulatory requirements.

When personal data is no longer required, it is securely deleted or anonymised.

8. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

• Access controls
• Encryption where appropriate
• Secure systems and storage
• Staff training and confidentiality obligations

These measures are regularly reviewed.

9 Your Rights

Under data protection law, you have the right to:

• Be informed about how your data is used
• Access your personal data (Subject Access Request)
• Request correction of inaccurate data
• Request erasure (where applicable)
• Restrict processing
• Object to processing
• Receive your data in a portable format

You also have rights relating to automated decision-making where applicable.

We will respond to requests within statutory timeframes. In certain cases, requests may be limited where legally permitted.

10. Data Protection Complaints

10.1 Raising a Complaint

If you are dissatisfied with how we handle your personal data, you may contact us:

Email: enquiries@hpjv.co.uk
Post: HPJV Solicitors Ltd, 14 Baneswell Road, Newport, NP20 4BP

Please mark for the attention of the Practice Manager.

10.2 How We Handle Complaints

We will:

• Acknowledge your complaint promptly
• Investigate it fairly and impartially
• Respond within a reasonable timeframe
• Maintain a record of the outcome

10.3 Escalation to the ICO

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Website: https://www.ico.org.uk

11. Automated Decision-Making

We do not routinely make decisions based solely on automated processing.

If this changes, we will ensure appropriate safeguards are in place, including the right to request human review.

12. Updates to This Privacy Notice

We may update this Privacy Notice from time to time to reflect:

• Changes in legislation
• Regulatory guidance
• Operational practices

The latest version will always be available on our website. Where appropriate, we will notify you of significant changes.