Privacy Policy

1. Introduction

Quiet Pond Immigration Services ("we," "our," or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

We are regulated by the Solicitors Regulation Authority (SRA) and are committed to maintaining the highest standards of professional conduct and confidentiality.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Contact information (name, email address, phone number, postal address)
• Immigration history and status
• Identification documents and supporting evidence
• Employment and education details
• Family and relationship information
• Financial information relevant to your case
• Communication records with our firm

2.2 Technical Information

When you visit our website, we automatically collect:

• IP address and browser information
• Device type and operating system
• Pages visited and time spent on our site
• Referring website information
• Cookies and similar tracking technologies

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing immigration legal services and advice
• Preparing and submitting immigration applications
• Communicating with you about your case
• Maintaining client records and case files
• Complying with legal and regulatory requirements
• Processing payments and billing
• Improving our services and website functionality
• Sending newsletter updates (with your consent)

4. Legal Basis for Processing

Under GDPR, we process your personal data based on:

• Contract performance: To provide legal services you have requested
• Legal obligation: To comply with regulatory and professional requirements
• Legitimate interests: To improve our services and communicate effectively
• Consent: For marketing communications and non-essential cookies

5. Information Sharing and Disclosure

We may share your information with:

• Government agencies: UK Home Office, HM Courts & Tribunals Service
• Professional advisers: Barristers, expert witnesses, interpreters
• Service providers: IT support, secure document storage, payment processors
• Regulatory bodies: SRA, OISC, ILPA (when required)
• Legal requirements: Court orders, legal proceedings

We do not sell, trade, or rent your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encrypted data transmission and storage
• Secure servers and firewalls
• Access controls and user authentication
• Regular security assessments and updates
• Staff training on data protection
• Secure disposal of confidential documents

7. Data Retention

We retain your personal information for as long as necessary to:

• Provide ongoing legal services
• Comply with professional conduct rules (typically 6-7 years after case completion)
• Meet legal and regulatory requirements
• Resolve any disputes or claims

Website data and cookies are retained according to our Cookie Policy.

8. Your Rights

Under data protection law, you have the right to:

• Access: Request copies of your personal information
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your data (subject to legal obligations)
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Limit how we process your data
• Objection: Object to processing based on legitimate interests
• Withdraw consent: For processing based on consent

To exercise these rights, contact us at [email protected]

9. Cookies and Tracking

Our website uses cookies to enhance your browsing experience. For detailed information about our use of cookies, please see our Cookie Policy.

10. International Transfers

Your personal information is primarily processed within the UK. If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, including adequacy decisions or standard contractual clauses.

11. Children's Privacy

We do not knowingly collect personal information from children under 16 without parental consent. If you believe we have collected information from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy periodically. Significant changes will be notified through our website or direct communication. The "Last updated" date indicates when the policy was last revised.

13. Contact Information

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

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data protection rights have been violated.