Privacy Notice

Data controller

Phrasing Ltd, company number 15852323, registered office 26 Waldegrave Road, Dagenham, England, RM8 2QD, is the data controller for personal information processed for the purposes described in this notice. Privacy enquiries may be sent to privacy@phrasinglegal.co.uk.

Information we may collect

Depending on the enquiry or matter, we may process names and contact details, identification information, correspondence, legal documents, financial or transaction information, information about employment, family or housing circumstances, criminal-offence information, special-category information where relevant, and technical information generated by the website or communications systems.

Why we use personal information

We may use information to assess enquiries, carry out conflict and suitability checks, decide whether instructions can be accepted, provide agreed services, communicate with clients and prospective clients, administer payments and records, comply with legal or regulatory obligations, establish or defend legal rights, maintain security and improve the operation of the business.

Website analytics and advertising measurement

If optional Google Analytics or Google Ads measurement is configured, those non-essential technologies are intended to load only after the visitor gives the relevant Analytics or Advertising consent through the website preference controls. Depending on the provider and settings, measurement data may include device/browser information, page interactions, advertising referral information and conversion events such as a successful Initial Case Review. We do not intentionally send the content of your enquiry or uploaded documents to advertising platforms through the supplied theme.

Lawful bases

The lawful basis depends on the processing. It may include taking steps at your request before entering into a contract, performance of a contract, compliance with legal obligations, legitimate interests, consent where appropriate, and the legal-claims or other applicable conditions for special-category or criminal-offence data.

Website forms, document uploads and email

Please send only information reasonably required for an initial assessment. The enquiry form permits a limited number of PDF, DOCX or image files. The supplied theme validates permitted file types and sizes and attaches accepted files directly to the enquiry email rather than intentionally adding them to the public WordPress Media Library. Copies may nevertheless be processed by the website server, hosting provider and email systems involved in delivery and may later be retained in an enquiry record or matter file.

Please upload copies only. Do not send passwords, security codes, full payment-card details or irrelevant highly sensitive material. No internet, upload or email system can be guaranteed to be completely secure.

Online fee payments

When an online payment request is created or used, we may process the client name and email address, service and payment type, payment reference, agreed fee, any recorded discount, currency, payment status, transaction timestamps and payment-provider identifiers. The payment facility is for agreed professional fees only and must not be used for client money, settlement funds, disbursements or other third-party funds.

The Local test provider creates synthetic records only and does not process real payments or payment-card information. If Stripe Checkout is enabled in future, payment-card details will be entered on Stripe’s systems and handled under Stripe’s own privacy arrangements. Phrasing Legal does not intentionally collect or store full card numbers or card security codes through the website. We may receive and retain payment status, transaction references and limited payment-method information needed for reconciliation, refunds, fraud prevention, legal and accounting records. Payment and status notifications may be sent to the business email address and relevant service providers may process the information needed to deliver those messages.

Sharing information

Information may be shared where reasonably necessary with hosting and IT providers, professional advisers, insurers, accountants, secure communications providers, barristers or experts instructed with authority, regulators, courts or public authorities where legally required, and an authorised provider where a referral or divided service is agreed. Where you consent to a referral, this may include a separate SRA-authorised firm through which the lead solicitor also practises; the receiving firm will process information under its own privacy arrangements once it receives the referral. We do not sell personal information.

International transfers

If a service provider processes personal information outside the UK, we will consider whether an appropriate lawful transfer mechanism and safeguards apply. The actual providers used by the business should be reviewed whenever systems change.

Retention

Retention depends on why the information is held. As a working policy, unsuccessful or non-engaged enquiries should normally be reviewed for deletion after a short operational period unless there is a conflict, complaint, fraud-prevention or legal reason to retain them. Client files and financial records may need to be retained for longer periods to meet professional, legal, tax, insurance or limitation requirements. The business should maintain a documented retention schedule and securely delete information when it is no longer required.

Your rights

Depending on the circumstances, you may have rights of access, rectification, erasure, restriction, objection and data portability, and a right to withdraw consent where consent is relied upon. You may also complain to the Information Commissioner’s Office.

ICO data-protection fee

Phrasing Ltd should maintain any required ICO data-protection fee registration or document the basis of any exemption. ICO registration number, if entered in the website settings: Please check the ICO register or the business’s exemption position..

Security

We use proportionate technical and organisational measures designed to protect personal information. Security arrangements, access controls, backups, malware protection and staff practices should be reviewed periodically.