ASA Solicitors
12 New John Street
Bradford
BD1 2QY
Tel: 01274 900 400
Email: mail@asa.co.uk
1. Who we are and how to contact us
ASA Solicitors (“we”, “us”, “our”) is the data controller for personal data we collect and use in the course of providing legal services (including legal aid family and children matters) and operating our website.
Contact for privacy matters:
Data Protection Lead
ASA Solicitors
12 New John Street
Bradford
BD1 2QY
Tel: 01274 900 400
Email: mail@asa.co.uk
We are regulated by the Solicitors Regulation Authority (SRA) and registered with the Information Commissioner’s Office (ICO). Details are available on the ICO public register.
2. Scope of this notice
This notice explains how we collect, use, disclose and safeguard personal data relating to:
- clients, prospective clients and their family members;
- opponents and other parties in legal matters;
- witnesses, experts and professional contacts;
- job applicants and our people; and
- visitors to our website and those who contact us via online forms, email or phone.
3. What data we collect
Depending on your relationship with us, we may collect:
- Identity and contact data: name, address, email, phone, DOB, identifiers.
- Matter data: case background, instructions, correspondence, evidence, financial details relevant to a matter, Legal Aid information.
- Special category data (e.g., health, ethnicity, religion) and criminal offence data where relevant to your legal matter.
- Technical/usage data: IP address, device/browser data, pages visited, and cookie preferences (see Section 10).
- Communications data: enquiries, emails, call notes/recordings (where used), feedback.
We typically collect data from you, but also from third parties (e.g., the court, the Legal Aid Agency, CAFCASS, local authorities, medical or other experts, counsel, opponents, law enforcement, publicly available sources).
4. Purposes and lawful bases for processing
We process personal data only where a lawful basis applies. Common purposes and bases include:
Providing legal services (including advice, representation, file/matter management, billing, conflicts checks)
- Bases: Contract (Art. 6(1)(b)); Legal obligation (Art. 6(1)(c)); Legitimate interests in running our practice and protecting legal rights (Art. 6(1)(f)).
- Special category data: Legal claims (Art. 9(2)(f)); Substantial public interest, e.g., safeguarding of children/vulnerable persons (DPA 2018 Sch 1).
- Criminal offence data: processed where necessary for legal claims or preventing/detecting unlawful acts (DPA 2018 Sch 1).
Legal Aid administration and compliance
- Bases: Legal obligation; Legitimate interests in securing/maintaining funding and demonstrating eligibility/compliance.
Regulatory, anti-fraud and anti-money laundering checks (AML/KYC)
- Bases: Legal obligation; Public interest where applicable; Legitimate interests in preventing fraud and complying with professional duties.
Business operations (quality assurance, training, complaints handling, insurance, audits)
- Bases: Legitimate interests in effective management and defence of claims; Legal obligation (e.g., SRA/ICO duties).
Marketing (very limited, respectful)
- Bases: Consent (where required) or Legitimate interests (existing client contacts, proportionate updates). You can opt out at any time (see Section 11).
We do not use your data for automated decision-making that produces legal or similarly significant effects.
5. Sharing your data
We may share personal data, only as necessary and subject to confidentiality, with:
- Courts/tribunals, the Legal Aid Agency, CAFCASS, local authorities, law enforcement;
- Counsel, experts, interpreters/translators, process servers, and other professional advisers;
- Opponents/their representatives, disclosure recipients ordered by a court;
- Regulators (e.g., SRA, ICO), our auditors and professional indemnity insurers;
- IT and document service providers (secure case management, email, cloud hosting, secure e-signature, archiving, telephony), bound by contract to appropriate confidentiality and security;
- Where required by law, to protect your or someone else’s vital interests, or to establish/exercise/defend legal claims.
We do not sell personal data.
6. International transfers
If we transfer data outside the UK (for example, via cloud providers), we will ensure appropriate safeguards are in place (e.g., UK adequacy regulations or International Data Transfer Agreements/standard contractual clauses).
7. Retention
We keep personal data only for as long as necessary for the purposes set out above and to meet legal, accounting and regulatory requirements. Indicative periods (subject to matter type and our retention schedule):
- Client matter files: normally at least 7 years from file closure;
- Children/public law matters: may be retained longer (e.g., until the child’s 21st birthday or later, depending on case specifics and limitation periods);
- AML/KYC records: typically 5 years from end of the client relationship;
- Recruitment records: generally 6–12 months unless hired.
We may retain data longer where needed to establish, exercise or defend legal claims. When data is no longer required, we securely delete or anonymise it.
8. Security
We apply administrative, technical and physical measures designed to safeguard personal data against unauthorised access, alteration, disclosure or loss. These include access controls on a need-to-know basis, secure storage and transmission, staff confidentiality and training, and vendor due diligence. No system is perfectly secure; we maintain and test controls proportionately and investigate/notify where legally required.
9. Your rights
You have rights under UK data protection law, including to:
- Be informed about how your data is used;
- Access your personal data;
- Rectify inaccurate data;
- Erase data (where applicable);
- Restrict processing;
- Data portability (where applicable);
- Object to processing (including direct marketing);
- Rights in relation to automated decision-making/profiling (we do not undertake decisions with legal/similar significant effects).
To exercise your rights, contact mail@asa.co.uk. We will respond within the statutory timeframe. We may need to verify your identity and, where lawful, we may refuse or charge a fee for manifestly unfounded or excessive requests.
10. Cookies and website data
Our website uses cookies and similar technologies to operate the site, measure performance, and (where you consent) to enhance your experience.
- You can control cookies via our on-site cookie banner/settings and your browser.
- Disabling non-essential cookies may affect site functionality.
- For details, please see our Cookie Policy (linked from the banner/footer).
11. Marketing preferences
We may send legal updates or service information only where lawful (e.g., with your consent or our legitimate interests to contact existing clients about similar services). You can opt out at any time by following unsubscribe links or contacting mail@asa.co.uk.
12. Children and vulnerable persons
Given our practice areas, we may process data about children or vulnerable adults when necessary for the provision of legal services, with heightened confidentiality and on the bases set out in Section 4 (including legal claims and substantial public interest grounds for safeguarding).
13. Changes to this notice
We may update this notice from time to time. The latest version will always be available on our website and on request at our offices. Material changes will be highlighted on the site.
14. Concerns and complaints
If you have concerns about how we handle your data, please contact our Data Protection Lead at mail@asa.co.uk. You also have the right to complain to the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF • ico.org.uk • Tel: 0303 123 1113.
ASA Solicitors
12 New John Street
Bradford
BD1 2QY
Tel: 01274 900 400
Email: mail@asa.co.uk