Privacy Policy
Last updated 30 September 2026
This privacy policy explains how Fairhill Solicitors Ltd ("Fairhill Solicitors", "we", "us") collects and uses personal data when you visit this website, contact us, or instruct us. We are committed to protecting your privacy and to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003.
1. Who we are
Fairhill Solicitors Ltd is a company registered in England and Wales (company number 12934662) with its registered office at Level 30, The Leadenhall Building, 122 Leadenhall Street, London EC3V 4AB. We are authorised and regulated by the Solicitors Regulation Authority (SRA number 8014377). We are the data controller for the personal data described in this policy and are registered with the Information Commissioner's Office under registration number ZB341752.
Our Data Protection Officer is Sergii Kupriienko. You can contact him at info@fairhillsolicitors.com, by telephone on +44 (0)20 3878 3181, or by post at the address above.
2. The data we collect
When you use this website
- Technical data: IP address, browser type, device, pages visited and the time of your visit. This is processed by our hosting and security provider, Cloudflare, to deliver the site and protect it from attack.
- Analytics data: if we have enabled analytics and you have consented to it, aggregated information about how visitors use the site. See our cookie policy.
- Interaction data: we record when a visitor clicks our WhatsApp, telephone or email buttons and which page they were on. This does not identify you and is used to understand which pages are useful.
When you contact us or make an enquiry
- Identity and contact data: name, email address, telephone number and preferred method of contact.
- Enquiry data: the answers you give in our enquiry and pre-assessment forms, your message, the service you are interested in, and the page from which you enquired. Some answers may include information about your immigration status, nationality, family circumstances, employment, finances or, occasionally, criminal history.
- Booking data: the date and time of any free assessment call you book.
- Communications: emails, WhatsApp messages, letters and notes of telephone calls.
When you instruct us
If you become a client we collect the personal data needed to provide legal services, verify your identity and comply with our professional and anti-money-laundering obligations. This will include identity documents, immigration documents, financial information and information about family members or employees, and may include special category data (such as health, ethnicity or religion) and criminal records data where relevant to your matter. Our client care letter and terms of business explain this in more detail.
3. How we use your data and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry, assessing whether we can help and arranging a free assessment call | Steps at your request before entering into a contract (Article 6(1)(b)); our legitimate interests in running our practice (Article 6(1)(f)) |
| Providing legal services to clients | Performance of a contract (Article 6(1)(b)); legal obligations (Article 6(1)(c)) |
| Processing special category data or criminal records data included in an enquiry or matter | Establishment, exercise or defence of legal claims and legal advice (Article 9(2)(f) and Schedule 1 Part 3 paragraph 33 of the Data Protection Act 2018); your explicit consent where you volunteer such information in an enquiry (Article 9(2)(a)) |
| Identity verification and anti-money-laundering checks | Legal obligation (Article 6(1)(c)) |
| Keeping records for regulatory, insurance and complaints purposes | Legal obligation and legitimate interests |
| Website security, fraud and abuse prevention | Legitimate interests (Article 6(1)(f)) |
| Website analytics | Consent (Article 6(1)(a)), given through our cookie banner where analytics is enabled |
| Sending you legal updates and news, where you have opted in | Consent; you can withdraw it at any time |
We do not use your data for automated decision-making that produces legal effects. Our online pre-assessment gives an indication of whether we are likely to be able to help; every enquiry is reviewed by a member of our team.
4. Who we share your data with
- Service providers who process data on our instructions under written contracts: Cloudflare, Inc. (website hosting, security and the systems that receive form submissions), Resend, Inc. (transactional email delivery for enquiry and booking confirmations), our email and document-management providers, our practice management and, in future, customer relationship management (CRM) software, and IT support.
- Third parties involved in your matter where you instruct us: the Home Office and other government bodies, courts and tribunals, barristers, experts, translators, notaries, foreign lawyers and other parties to a transaction.
- Regulators, insurers and auditors: the Solicitors Regulation Authority, the Legal Ombudsman, our professional indemnity insurers and our accountants, where required.
- WhatsApp: if you choose to contact us on WhatsApp, your messages are processed by WhatsApp LLC (Meta) under its own privacy policy.
- YouTube: videos on this site are embedded in privacy-enhanced mode and load only when you press play. Google may then process data under its own privacy policy.
We do not sell personal data.
5. International transfers
Some of our service providers process data outside the UK, principally in the United States and the European Economic Area. Where this happens we rely on the UK's adequacy regulations (including the UK-US data bridge for certified organisations), the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with additional safeguards where appropriate.
6. How long we keep your data
| Data | Retention period |
|---|---|
| Enquiries that do not lead to an instruction | 12 months from the last contact, then deleted |
| Client files and matter records | 6 years from the end of the matter (longer where a limitation period, regulatory requirement or the nature of the matter requires), then securely destroyed |
| Identity verification and anti-money-laundering records | 5 years from the end of the business relationship, as required by the Money Laundering Regulations 2017 |
| Accounting records | 6 years |
| Website security logs | Up to 30 days |
| Marketing consents | Until you withdraw consent |
7. Security
This website is served over HTTPS only, protected by a web application firewall and bot protection, and configured with strict browser security headers. Enquiries are transmitted encrypted, stored in access-controlled systems and are only accessible to authorised staff. Our staff are trained in data protection and confidentiality, and we have policies for handling data breaches, including notification to the ICO and to you where required.
8. Your rights
Under UK GDPR you have the right to: access the personal data we hold about you; have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing; receive your data in a portable format; and withdraw consent at any time where consent is our lawful basis. Some rights are limited where we must keep data to comply with legal or regulatory obligations or where legal professional privilege applies.
To exercise any right, contact our Data Protection Officer using the details in section 1. We will respond within one month. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113, although we would welcome the chance to address your concern first.
9. Children
This website is not directed at children. Where we process a child's data as part of a matter, we do so on the instructions of a parent or guardian.
10. Changes to this policy
We review this policy at least annually and whenever our processing changes. The date at the top shows when it was last updated.