Client Privacy Policy

QualitySolicitors Jones Robertson is part of QualitySolicitors Organisation Ltd. This Privacy Notice tells you what to expect in relation to personal information about you which is collected, handled and processed by QualitySolicitors Jones Robertson.

We acknowledge and agree that any personal data of yours that we handle will be processed in accordance with all applicable data protection laws in force.  With effect from 25 May 2018, the General Data Protection Regulations (GDPR) will come into force, which will change the law.

We are committed to protecting the privacy of our clients.  We understand the importance you place on the privacy and security of information which personally identifies you, and we value our relationship with you.

What information do we collect about you and how this may be used

We collect personal information from you when we take instructions from you about your case.  We only ask you for personal data when it is needed to provide services you have enquired about, or asked us to provide, or to respond to your requests for information.  Some of this data may be sensitive, such as your gender, address, DOB, NI Number, medical information and religious beliefs.  In some cases, we also collect data concerning criminal convictions.

We may collect, store and use the following kinds of personal information:-

  • Information about your address, DOB, NI number, background
  • Information about your work, education, whether you are art of any protected group (e.g. disability, gender) and where you fit into general social or income groupings
  • Health and medical records, genetic and bio-metric data
  • What we learn about you from letters, emails and conversations between us
  • Your family, friends and other relationships
  • Details of any criminal convictions
  • Any financial information you provide to us

This information will have been provided, or will be provided, by you or a third party who we work with.  Third parties that we work with are:

  • Government and Law Enforcement agencies e.g. MOJ Portal
  • Medical practitioners
  • Agents working on our behalf
  • Estate Agents
  • Other firms of solicitors and barristers
  • Mediation companies
  • Expert Witnesses
  • Third Party Insurers

Personal information which you supply to us may be used in a number of ways, for example:

  • To make decisions regarding the direction of your case
  • To manage your case effectively
  • For confirmation of your ID
  • For audit purposes
  • Analysis to help us manage our practice
  • Statutory records
  • Legal and regulatory compliance

Disclosure of your information  

We may disclose your personal information to any of our employees, officers, insurers, professional advisors, consultants, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy and in the delivery of our services.

We will not disclose any information to any company that is not involved directly in your case unless:

  • We are required to do so by law
  • in connection with any ongoing or prospective legal proceedings
  • in order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention and reducing credit risk
  • to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling
  • to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information
  • except as provided in this policy, we will not provide your personal information to third parties.


Data Retention

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Without prejudice to other obligations set out in this policy or legal obligations, we will usually delete personal data falling within the categories set out below at the date/time set out below:

  • personal and sensitive data including marital status, religion, race, gender, sexual orientation, dependants’ names, medical history, criminal history, property related details, financial status, nationality, employment status, employer details where relevant, to which you explicitly consent:
  • where you ask us to erase your data compliant with GDPR Regulation 17.


Notwithstanding the other provisions of this policy, we will retain documents and records containing personal data:

  • to the extent that we are required to do so by law:
  • if we believe that the documents may be relevant to any ongoing or prospective legal proceedings: and
  • in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)

Our retention period is based on the Law Society’s Guidelines and the firm’s practice.  Your data is held on our computerised Case Management System and also in your unique client paper-based file.

Security of personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

We will store all the personal information you provide on our secure (password and firewall protected) servers.

What is the legal basis for processing the information?

  1. As necessary to perform our contract with you for the relevant service:
  • To take steps at your request prior to entering into it
  • To decide whether to enter into it
  • To manage and perform that contract
  • To update our records
  • To trace your whereabouts to contact you about your account with us.

   2. As necessary for our own legitimate interests e.g.

  • For good governance, accounting and managing and auditing our business operations
  • To monitor calls, emails and other activities in relation to your case
  • For market research, analysis and developing statistics

   3. As necessary to comply with a legal obligation e.g.

  • When you exercise your rights under data protection law and make requests
  • For compliance with legal and regulatory requirements and related disclosures
  • For establishment and defence of legal rights
  • To verify your identity and to make anti-money laundering checks

   4. Based on your consent, e.g:

  • When your request to disclose your personal data to other people or organisations


You are free to withdraw your consent at any time.  The consequence of this may be that we are unable to do certain things for you.

Access to your information and your rights 

You have the right to request a copy of information that we hold about you.  If you would like a copy of some or all of your personal information, please email or write to us at the following address:

4-5 Rutland House
Runcorn Shopping City

We want to make sure that your personal information is accurate and up to date.  You may ask us to correct or remove information that you think is inaccurate.

You have the right to withdraw your consent to the processing of your data at any time. 

You have the right to object at any time to the processing of your personal data.

You have the right to receive your personal data (provided by you) in a structured format and to have the data transferred to another data controller.

You have the right to have your personal data erased (the right to be ‘forgotten’)

Any requests for any of the above should be referred to or or in writing to the address above. 

You have the right to complain to the Information Commissioners Office.  It has enforcement powers and can investigate compliance with data protection law.

Changes to our privacy policy

We keep our privacy policy under regular review and we inform you of any changes to it within the duration of your case.  This privacy policy was last updated in March 2018.

How to contact us

Please contact us at the above address if you have any questions about our privacy policy or information we hold about you.

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