Ridgway Fahey Legal Services Limited – Privacy Notice

This privacy notice explains how we collect, use, store and protect your personal information.

We are committed to handling your data lawfully, fairly and transparently in accordance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

Ridgway Fahey Legal Services Limited
52 Sports Road, Glenfield, Leicester, LE3 8AH
Telephone: 07907 058776
Email: vickki@rfls.co.uk

We are the “data controller”, which means we are responsible for deciding how your personal information is used.

2. What Information We Collect and Why

Information we collect to provide legal services

Names and contact details
Addresses

Date of birth

Case‑related information

Records of meetings, instructions and decisions

Correspondence

Information relating to compliments or complaints

We use this information to:

Provide legal advice and representation

Manage your matter

Communicate with you

Maintain accurate records

Comply with regulatory and professional obligations

Information we collect for marketing (only if you opt in)

Names and contact details

Addresses

Marketing preferences

Website user journey information

We use this information to send updates, newsletters or service information.

Information we collect to comply with legal obligations

Identity documents (AML checks)

Contact information

Any information required by law, regulation or court order

Information we collect to handle enquiries, complaints or claims

Names and contact details

Address

Service history

Correspondence

3. Special Category Data (Health Information)

As part of personal injury or clinical negligence work, we may collect and use medical records, health information and other special category data.

We process this information under:

Article 9(2)(f) UK GDPR – processing necessary for the establishment, exercise or defence of legal claims

Article 6(1)(b) – contract, and

Article 6(1)(c) – legal obligation

We apply additional safeguards to protect this information, including restricted access, secure storage and enhanced confidentiality controls.

4. Lawful Bases for Using Your Information

We rely on one or more of the following lawful bases:

Contract

We need to process your information to enter into or carry out a contract with you.

Legal Obligation

We must process certain information to comply with the law (e.g., AML checks, tax rules, regulatory duties).

Legitimate Interests

We may process information where it is necessary for our legitimate business interests and does not override your rights (e.g., managing our practice, conflict checks).

Consent

We rely on consent only for optional activities such as marketing.
You can withdraw your consent at any time.

Special Category Data

Processed under Article 9(2)(f) for legal claims.

5. Where We Get Your Information From

Directly from you

Your authorised representatives

Healthcare providers

Insurance companies

Other legal professionals

Courts and tribunals

Public bodies

Opposing parties and their representatives

6. Who We Share Your Information With

We only share your information where necessary and lawful. This may include:

Insurance companies

Healthcare providers and medical experts

Barristers and legal advisors

Professional consultants

Opposing parties and their representatives

Courts, tribunals and regulatory authorities

Other legal firms where required for your matter (e.g., Summerfield Browne Solicitors, Parity Legal, Knightsbridge Solicitors, Patricia White Litigators & Advocates)

We only share the minimum information required and always ensure appropriate safeguards are in place.

7. International Transfers

We do not routinely transfer your personal information outside the UK.

If this becomes necessary, we will ensure appropriate safeguards are in place (such as adequacy regulations or standard contractual clauses).

8. How Long We Keep Your Information

Client Files and Case Information

Kept for 6 years after your matter is closed.

For minors or long‑running medical issues, files may be kept until the client turns 21 or 25, depending on the type of claim.

Medical and Sensitive Information

Kept for the same period as your case file.

Financial and Accounting Records

Kept for 6 years to comply with tax and accounting rules.

Identity Checks (AML)

Kept for 5 years after our work with you ends, then securely deleted.

Enquiries and Prospective Clients

Kept for 12 months for conflict checking and follow‑up.

Marketing Information

Kept until you withdraw consent or until we notice no engagement for 2 years.

Website and Online Forms

Form submissions kept for 12 months.
Cookie data is kept in line with our Cookie Policy.

Complaints and Regulatory Records

Kept for 6 years after closure.

9. How We Protect Your Information

We use a combination of technical and organisational measures, including:

Secure case management systems

Access controls and password protection

Encryption and secure storage

Confidential waste disposal

Staff training on data protection

10. Your Data Protection Rights

You have the following rights:

Access – to request copies of your information

Rectification – to correct inaccurate information

Erasure – in certain circumstances

Restriction – to limit how we use your data

Objection – to certain types of processing

Data portability – to request transfer of your data

Withdraw consent – where consent is the lawful basis

We will respond within one month.

To exercise your rights, contact us using the details above.

11. How to Complain

If you have concerns about how we use your information, please contact us first:

Email: vickki@rfls.co.uk
Telephone: 07907 058776

If you remain unhappy, you can contact the Information Commissioner’s Office (ICO):

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

Helpline: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint (ico.org.uk in Bing)

Ridgway Fahey Legal Services