Privacy Policy | Nara Solicitors

1. Introduction

Nara Solicitors Ltd ("we", "us", "our", or "Nara Solicitors") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, instruct us in a legal matter, or otherwise engage with our services.

Nara Solicitors Ltd is authorised and regulated by the Solicitors Regulation Authority (SRA Number: 8006464). Our ICO registration reference is ZB670355. We are registered in England and Wales with our office at Spaces Canary Wharf, 25 Cabot Square, London E14 4QZ, United Kingdom.

This policy is provided in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations (PECR). As a regulated law firm, we are also bound by professional duties of confidentiality under the SRA Standards and Regulations.

2. Data Controller and Data Protection Officer

Nara Solicitors Ltd is the data controller responsible for your personal data. We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this Privacy Policy and our data practices.

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have any concerns about how we handle your personal data, please contact our DPO:

Data Protection Officer Email: dpo@narasolicitors.com
General Email: info@narasolicitors.com
Telephone: +44 2045764977
Post: Data Protection Officer, Nara Solicitors Ltd, Spaces Canary Wharf, 25 Cabot Square, London E14 4QZ

3. Information We Collect

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

3.1 Information You Provide Directly

Identity Data: Full name, date of birth, gender, nationality, passport or identity document details, photographs
Contact Data: Email address, telephone number, postal address
Legal Matter Data: Details relating to your legal matter, case history, court documents, correspondence, evidence, and witness statements
Financial Data: Bank details, payment information, legal aid references
Communication Data: Content of emails, letters, contact form submissions, and other correspondence
Marketing Preferences: Your preferences for receiving communications from us

3.2 Special Category Data

As a law firm practising in immigration, family, and employment law, we routinely process special categories of personal data as defined under Article 9 of UK GDPR, including:

Immigration matters: Racial or ethnic origin, nationality, immigration status, asylum claims, religious or philosophical beliefs
Family law matters: Health data (physical and mental), data concerning children, data relating to sex life or sexual orientation
Employment law matters: Trade union membership, health conditions (including disability), data relating to criminal convictions or allegations

We process this data on the basis that it is necessary for the establishment, exercise, or defence of legal claims (Article 9(2)(f) UK GDPR), or where you have given explicit consent.

3.3 Information Collected Automatically

Technical Data: IP address, browser type and version, operating system, device type, screen resolution
Usage Data: Pages visited, time spent on pages, navigation paths, referral source
Location Data: General geographic location based on IP address
Cookie Data: Information collected through cookies and similar technologies (see our Cookie Policy)

3.4 Information from Third Parties

Referral Sources: Other solicitors, OISC advisers, or organisations referring your matter to us
Courts and Tribunals: HM Courts & Tribunals Service (HMCTS), First-tier Tribunal, Upper Tribunal
Government Bodies: Home Office (UKVI), Legal Aid Agency, local authorities
Barristers and Experts: Counsel, medical experts, country experts, interpreters instructed on your behalf
Public Sources: Companies House, Land Registry, publicly available information

4. How We Use Your Information

We process your personal data for the following purposes:

4.1 To Provide Legal Services

Advising you on your legal rights and options
Preparing and submitting applications, court documents, and correspondence on your behalf
Representing you in courts, tribunals, and before government bodies
Managing your matter and communicating with you about its progress
Processing payments and managing billing

Legal Basis: Performance of a contract, or steps taken at your request prior to entering into a contract (Article 6(1)(b) UK GDPR)

4.2 To Comply with Legal and Regulatory Obligations

Anti-money laundering (AML) checks and identity verification under the Money Laundering Regulations 2017
Complying with court orders and regulatory requirements
Reporting obligations to the SRA, HMRC, and other regulatory bodies
Maintaining professional records as required by the SRA Standards and Regulations

Legal Basis: Legal obligation (Article 6(1)(c) UK GDPR)

4.3 To Improve Our Website and Services

Analysing website usage and performance
Identifying technical issues and improving user experience

Legal Basis: Legitimate interests in improving our services (Article 6(1)(f) UK GDPR)

4.4 To Communicate With You

Responding to enquiries and support requests
Sending service-related notifications
Providing updates about changes to our services or policies

Legal Basis: Performance of a contract or legitimate interests (Article 6(1)(b) or 6(1)(f) UK GDPR)

4.5 For Marketing Purposes

Sending newsletters, legal updates, and promotional content (only with your consent)

Legal Basis: Consent (Article 6(1)(a) UK GDPR)

5. Legal Professional Privilege and Confidentiality

As a regulated law firm, we owe a duty of confidentiality to our clients under paragraph 6.3 of the SRA Code of Conduct. This duty:

Extends to all current, former, and prospective clients
Continues indefinitely after our professional relationship ends
Applies to all information communicated to us in confidence, regardless of source

Communications between you and Nara Solicitors for the purpose of giving or receiving legal advice, and documents created for the dominant purpose of litigation, are protected by legal professional privilege (LPP). Under paragraph 19, Schedule 2 of the Data Protection Act 2018, personal data subject to LPP or professional confidentiality may be exempt from certain data subject rights, including the right of access (subject access requests).

Where we apply this exemption, we will inform you that an exemption has been applied and the reasons for it, while assessing each item of data individually rather than applying blanket exemptions.

6. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and analyse website traffic. For full details on the cookies we use, their purposes, and how to manage them, please see our Cookie Policy.

We do not load analytics or marketing cookies without your prior consent.

7. Data Sharing and Disclosure

We may share your personal data with the following categories of recipients, as necessary for the purposes set out in this policy:

7.1 Legal and Regulatory

HM Courts & Tribunals Service (HMCTS)
Home Office / UK Visas and Immigration (UKVI)
Legal Aid Agency
Solicitors Regulation Authority (SRA)
HM Revenue & Customs (HMRC)
Barristers, counsel, and expert witnesses instructed on your behalf

7.2 Service Providers

Cloud hosting and IT infrastructure providers
Case management and document management systems
Email and communication service providers
Payment processors
Interpreters and translation services

7.3 Professional Advisers

Accountants, auditors, and insurers who provide professional services to us.

7.4 Legal Requirements

We may disclose your data where required by law, regulation, legal process, or governmental request. We may also disclose data to comply with anti-money laundering obligations, or to protect the rights and safety of our firm and others.

7.5 Business Transfers

In connection with any merger, acquisition, or sale of company assets, your data may be transferred to the acquiring entity.

8. International Data Transfers

In some cases, particularly for immigration matters, your personal data may need to be transferred to or shared with parties outside the United Kingdom, including overseas authorities, embassies, or legal representatives abroad.

When we transfer data internationally, we ensure appropriate safeguards are in place, including:

Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner's Office
Transfers to countries with adequacy decisions
Where transfer is necessary for the establishment, exercise, or defence of legal claims

9. Data Retention

We retain your personal data in accordance with our professional obligations and the following retention periods:

Client files (immigration): 15 years from matter closure (reflecting the potential for future applications or appeals)
Client files (family law): 15 years from matter closure, or until the youngest child reaches 21, whichever is later
Client files (employment): 6 years from matter closure (in line with the Limitation Act 1980)
Anti-money laundering records: 5 years after the end of the business relationship
Accounting records: 6 years from the end of the relevant accounting period
Website analytics: Aggregated data retained indefinitely; individual data typically retained for 26 months
Enquiry data: 2 years from last contact if no business relationship is established
Marketing data: Until you unsubscribe or withdraw consent, plus a suppression list to honour your preferences

At the end of the applicable retention period, data will be securely deleted or anonymised.

10. Your Rights

Under UK data protection law, you have the following rights:

Right of Access: Request a copy of your personal data (subject to LPP and confidentiality exemptions)
Right to Rectification: Request correction of inaccurate data
Right to Erasure: Request deletion of your data in certain circumstances (note: this right does not override our regulatory obligations to retain certain records, nor does it apply to data subject to LPP)
Right to Restrict Processing: Request limitation of how we use your data
Right to Data Portability: Receive your data in a portable format
Right to Object: Object to processing based on legitimate interests or for direct marketing
Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal (Article 7(3) UK GDPR)
Rights Related to Automated Decision-Making: We do not make solely automated decisions with legal or significant effects

To exercise any of these rights, please contact our Data Protection Officer at dpo@narasolicitors.com or visit our Data Subject Rights page for more information.

We will respond to your request within one month. In complex cases or where we receive a high volume of requests, we may extend this period by a further two months and will inform you if this is necessary.

11. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, in compliance with our obligations under the SRA Code of Conduct (paragraph 2.5). These measures include:

Encryption of data in transit (TLS/SSL) and at rest
Access controls and authentication mechanisms
Regular security assessments and monitoring
Staff training on data protection and cybersecurity
Secure data centres with physical security controls
Incident response and data breach notification procedures

12. Children's Privacy

In the course of family and immigration matters, we may process personal data relating to children. This data is handled with additional care and in accordance with the best interests of the child. We will only collect and process children's data where it is necessary for the provision of our legal services and with appropriate consent from a parent or guardian.

13. Third-Party Links

Our website may contain links to third-party websites, including government bodies, courts, and legal resources. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any personal data.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. For significant changes, we may notify you by email or through a notice on our website.

15. Data Protection Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve your concern. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Website: ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

16. Regulatory Information

Nara Solicitors Ltd is authorised and regulated by the Solicitors Regulation Authority (SRA). Our SRA number is 8006464. You can verify our regulatory status on the SRA website.

Our ICO data protection registration reference is ZB670355.

For details of our complaints procedure, please visit our Standard Complaints Procedure page.

17. Contact Us

For any questions about this Privacy Policy or our data practices, please contact us:

Email: info@narasolicitors.com
Telephone: +44 2045764977
Address: Nara Solicitors Ltd, Spaces Canary Wharf, 25 Cabot Square, London E14 4QZ, United Kingdom