1. Introduction
These Terms of Service ("Terms") govern your use of the Quiet Pond Immigration Services website and our legal services. By accessing our website or engaging our services, you agree to be bound by these Terms.
Quiet Pond Immigration Services is a law firm regulated by the Solicitors Regulation Authority (SRA) and registered with the Office of the Immigration Services Commissioner (OISC).
2. Services Provided
We provide immigration legal services including but not limited to:
- UK visa applications and renewals
- British citizenship and naturalization applications
- Immigration appeals and administrative reviews
- Legal advice and consultation on immigration matters
- Document preparation and review
- Representation before immigration tribunals
All services are provided in accordance with UK immigration law and professional conduct rules.
3. Client Relationship and Retainer
3.1 Formation of Client Relationship
A client relationship is formed when:
- You sign our client care letter and retainer agreement
- We confirm acceptance of your case in writing
- Payment of our initial fees is received
3.2 Scope of Retainer
Our retainer will clearly define:
- The specific services we will provide
- Fee structure and payment terms
- Your responsibilities as a client
- Expected timescales and outcomes
4. Fees and Payment
4.1 Fee Structure
Our fees are based on:
- Fixed fees for standard applications
- Hourly rates for complex matters
- Success fees where appropriate and permitted
4.2 Payment Terms
- Initial consultation fees are payable in advance
- Retainer fees are required before work commences
- Government fees and disbursements are payable separately
- Invoices are payable within 14 days of issue
- Interest may be charged on overdue payments
4.3 Refund Policy
Refunds may be available for:
- Unused portions of retainer fees
- Cancelled services before work commences
- Government fees for withdrawn applications
5. Client Responsibilities
As our client, you agree to:
- Provide accurate and complete information
- Disclose all relevant facts and circumstances
- Provide required documents promptly
- Respond to our communications in a timely manner
- Pay fees and expenses as agreed
- Follow our advice and instructions
- Inform us of any changes in circumstances
- Maintain confidentiality of legal advice received
6. Our Obligations
We will:
- Act in your best interests at all times
- Maintain strict confidentiality
- Provide competent and diligent representation
- Keep you informed of progress and developments
- Provide clear fee estimates and regular updates
- Comply with all professional conduct rules
- Maintain professional indemnity insurance
7. Limitation of Liability
Our liability is limited as follows:
- We are not liable for outcomes beyond our control
- Government decisions are not guaranteed
- Changes in immigration law may affect your case
- Our liability is covered by professional indemnity insurance
- We exclude liability for consequential losses
- Any claim must be brought within 6 years of the incident
8. Confidentiality and Data Protection
We maintain strict confidentiality and:
- Comply with solicitor-client privilege
- Follow GDPR and data protection laws
- Secure storage of client information
- Limited disclosure only when legally required
- Retain files according to professional requirements
See our Privacy Policy for detailed information.
9. Termination of Services
9.1 Client Termination
You may terminate our services by giving written notice. You remain liable for:
- Fees for work completed
- Reasonable expenses incurred
- Costs of transferring your file
9.2 Our Termination
We may terminate our services if:
- Fees remain unpaid after reasonable notice
- You fail to provide necessary information or documents
- A conflict of interest arises
- Professional conduct rules require termination
- The matter becomes outside our expertise
10. Website Terms
10.1 Use of Website
You may use our website for lawful purposes only. You agree not to:
- Violate any applicable laws or regulations
- Transmit harmful or offensive content
- Attempt unauthorized access to our systems
- Interfere with website functionality
- Copy or reproduce content without permission
10.2 Content and Intellectual Property
All website content is owned by us and protected by copyright. You may view and print content for personal use only.
10.3 No Legal Advice
Website content is for informational purposes only and does not constitute legal advice. Individual consultation is required for specific legal guidance.
11. Complaints Procedure
If you have a complaint about our services:
- Contact us directly to discuss the matter
- Submit a formal written complaint if unresolved
- We will investigate and respond within 8 weeks
- You may escalate to the Legal Ombudsman if unsatisfied
- Contact the SRA for regulatory issues
Contact details: [email protected]
12. Force Majeure
We are not liable for delays or failures due to circumstances beyond our reasonable control, including:
- Government actions or policy changes
- Natural disasters or emergencies
- Technology failures or cyber attacks
- Strike action or labor disputes
- Pandemic or health emergencies
13. Governing Law
These Terms are governed by English law and subject to the jurisdiction of English courts. Any disputes will be resolved through:
- Direct negotiation where possible
- Alternative dispute resolution if appropriate
- English court proceedings as a last resort
14. Changes to Terms
We may update these Terms periodically. Changes will be posted on our website with an updated "Last updated" date. Continued use of our services constitutes acceptance of revised Terms.
15. Contact Information
For questions about these Terms of Service: