Privacy Policy

1. Introduction

Hermes Legal (“we,” “our,” or “us”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our immigration legal services or visit our website.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

2.1 Personal Information

When you engage our services or contact us, we may collect:

• Identity Data: Full name, date of birth, nationality, passport details, National Insurance number
• Contact Data: Address, email address, telephone numbers
• Immigration Data: Visa history, immigration status, sponsor details, employment information
• Family Data: Spouse/partner details, children’s information, family circumstances
• Financial Data: Income details, bank statements, financial sponsorship information
• Legal Data: Previous legal matters, criminal history (if applicable), case documents
• Documentation: Passports, birth certificates, marriage certificates, educational qualifications

2.2 Website Usage Data

When you visit our website, we automatically collect:

• IP address and browser information
• Pages visited and time spent on site
• Referral sources and exit pages
• Device and operating system information
• Cookies and similar tracking technologies

2.3 Communication Data

• Email correspondence and attachments
• Phone call recordings (with consent)
• Meeting notes and consultation records
• Online form submissions and appointment bookings

3. How We Use Your Information

3.1 Legal Basis for Processing

We process your personal data under the following legal grounds:

• Contract Performance: To provide immigration legal services you’ve requested
• Legal Obligation: To comply with regulatory and legal requirements
• Legitimate Interest: For business administration, marketing, and service improvement
• Consent: For marketing communications and non-essential services

3.2 Purposes of Processing

Your information is used to:

• Provide immigration legal advice and representation
• Prepare and submit visa applications and appeals
• Communicate with government agencies on your behalf
• Conduct case research and legal analysis
• Process payments and maintain financial records
• Send service updates and appointment reminders
• Improve our services and website functionality
• Comply with professional and regulatory obligations
• Prevent fraud and ensure service security

4. Information Sharing and Disclosure

4.1 Third-Party Sharing

We may share your information with:

Government Agencies:

• UK Visas and Immigration (UKVI)
• Home Office
• Immigration and Asylum Tribunals
• Other relevant government departments

Professional Partners:

• Barristers and specialist immigration counsel
• Translation services and document verification providers
• Medical examination providers
• Educational credential assessment bodies

Service Providers:

• IT support and cloud storage providers
• Payment processing companies
• Professional indemnity insurers
• Regulatory bodies (Solicitors Regulation Authority, if applicable)

4.2 International Transfers

Where necessary for your case, we may transfer data to:

• Your home country’s consulates or embassies
• International document verification services
• Overseas educational institutions or employers

All international transfers comply with UK GDPR adequacy requirements or appropriate safeguards.

5. Data Security and Retention

5.1 Security Measures

We implement robust security measures including:

• Encrypted data storage and transmission
• Secure client portals for document sharing
• Regular security audits and updates
• Staff training on data protection
• Physical security of office premises
• Secure disposal of confidential documents

5.2 Data Retention

We retain your information for:

• Active Cases: Duration of representation plus 7 years
• Closed Cases: 7 years from case completion
• Financial Records: 7 years as required by law
• Marketing Data: Until consent is withdrawn
• Website Analytics: 26 months maximum

6. Your Rights Under UK GDPR

You have the right to:

6.1 Access and Portability

• Request copies of your personal data
• Receive data in a portable electronic format

6.2 Correction and Updates

• Correct inaccurate or incomplete information
• Update your contact details and circumstances

6.3 Erasure and Restriction

• Request deletion of your data (subject to legal obligations)
• Restrict processing in certain circumstances

6.4 Objection and Withdrawal

• Object to processing for direct marketing
• Withdraw consent for non-essential processing
• Object to automated decision-making

6.5 Complaints

• Lodge complaints with the Information Commissioner’s Office (ICO)
• Contact us directly to resolve concerns

7. Cookies and Website Analytics

7.1 Cookie Usage

Our website uses cookies for:

• Essential Cookies: Website functionality and security
• Analytics Cookies: Understanding visitor behavior and site performance
• Marketing Cookies: Personalizing content and advertisements

7.2 Cookie Management

You can control cookies through:

• Browser settings and preferences
• Our cookie consent banner
• Third-party opt-out tools

For detailed cookie information, please see our Cookie Policy.

8. Marketing Communications

8.1 Newsletter and Updates

With your consent, we may send:

• Immigration law updates and changes
• Service announcements and new offerings
• Legal insights and case study newsletters
• Event invitations and webinar notifications

8.2 Opt-Out Options

You can unsubscribe by:

• Clicking unsubscribe links in emails
• Contacting us directly at info@hermeslegal.co.uk
• Updating preferences in your client account

9. Children’s Privacy

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

10. Changes to This Policy

We may update this Privacy Policy to reflect:

• Changes in legal requirements
• Updates to our services and practices
• Improvements in data protection measures

We will notify you of significant changes via:

• Email to registered clients
• Website notifications
• Updated policy posting with revision date

11. Contact Information

11.1 Data Protection Queries

For privacy-related questions or requests:

11.2 Regulatory Complaints

If unsatisfied with our response, contact:

12. Professional Standards

As immigration legal professionals, we adhere to:

• Solicitors Regulation Authority (SRA) standards (if applicable)
• Immigration and Asylum Chamber rules
• Professional confidentiality obligations
• Anti-money laundering regulations

This Privacy Policy demonstrates our commitment to protecting your personal information while providing expert immigration legal services. For questions about this policy or our data practices, please contact us using the details above.

© 2025 Hermes Legal. All rights reserved.