Privacy Policy

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are, how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event that you have a complaint.

This privacy policy does not apply to any third party websites that may have links to our own website.

Clients of KaurMaxwell Limited should read this policy alongside our general terms and conditions, which also provides further information that you should be aware of.

KaurMaxwell Limited occasionally employs third party suppliers to provide services. We use a platform called Legl which allows clients to make online payments for our services. Click here to access the privacy notice of Legl.

We collect, use and are responsible for certain personal data about you. When we do so, we are subject to the UK General Data Protection Regulation (UK GDPR), other relevant UK legislation and our professional duty of confidentiality.

Our services and website are not aimed specifically at children who are usually represented by their parents or guardians. If you are a child and you want further information about how we might use your data, please contact us (see ‘How to contact us’ below).

Key Terms

It would be helpful to start by explaining some key terms used in this policy:

‘We’, ‘us’, or ‘our’ refers to KaurMaxwell Limited and/or KaurMaxwell;

Our data protection officer refers to Hiten Patel - Hiten.Patel@kaurmaxwell.com or via telephone at +44 (0) 207 052 3454;

Personal data refers to any information relating to an identified or identifiable individual;

Special category personal data refers to personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership:

Genetic and biometric data or data concerning health, sex life or sexual orientation;

Data Subject refers to the individual who the personal data relates to

Personal data we collect about you refers to the information below which sets out the personal data we will or may collect in the course of advising and/or acting for you.

Personal data we will collect refers to personal data we may collect depending on why you have instructed us. Personal data may include any of the following:

Your name, address and telephone number refers to information to enable us to check and verify your identity, e.g. your date of birth or passport details;
Gender and pronoun preferences;
Occupation;
Marital status;
Electronic contact details, e.g. your email address and mobile phone number;
Information relating to the matter in which you are seeking our advice or representation;
Information to enable us to undertake a credit or other financial checks on you;
Your financial details so far as relevant to your instructions, e.g. the source of your funds if you are instructing on a purchase transaction;
Payment details (including card or bank information for transfers and direct debits)
Information about your use of our IT, communication and other systems, and other monitoring information, e.g. if using our secure online client portal;
Audio recordings e.g. calls
Video recordings e.g. of virtual meetings

Depending on your instructions we may also collect:

Your National Insurance and tax details;
Your bank and/or building society details;
Details of your professional online presence, e.g. LinkedIn profile (where relevant, and if you choose to provide this information);
Details of your spouse/partner and dependants or other family members, e.g. if you instruct us on a family matter or a will;
Your employment status and details including salary and benefits, e.g. if you instruct us on matter related to your employment or in which your employment status or income is relevant;
Criminal records data, including driving or other convictions;
Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, e.g. if you instruct us on an immigration matter;
Details of your pension arrangements, e.g. if you instruct us on a pension matter or in relation to financial arrangements following breakdown of a relationship;
Your employment records including, where relevant, records relating to sickness and attendance, performance, disciplinary, conduct and grievances (including relevant special category personal data), e.g. if you instruct us on matter related to your employment or in which your employment records are relevant;
Your racial or ethnic origin, gender and sexual orientation, religious or similar beliefs, e.g. if you instruct us on discrimination claim;
Information relating to sex life or sexual orientation, eg if you instruct us on a discrimination claim;
Your trade union membership, e.g. if you instruct us on discrimination claim or your matter is funded by a trade union;
Health information such as your medical records, eg if we are acting for you in a employment dispute with your employer
Personal identifying information, such as your eye colour or your parents’ names, e.g. if you instruct us to incorporate a company for you;
Genetic information and/or biometric information used to identify someone, eg where this is relevant to matter;

This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you;

How your personal data is collected

We collect most of this information from you, direct. However, we may also collect information:

from publicly accessible sources, e.g. Companies House or HM Land Registry;
directly from a third party, e.g.:
sanctions screening providers;
credit reference agencies;
client due diligence providers;
from a third party with your consent, e.g.:
your bank or building society, another financial institution or advisor;
consultants and other professionals we may engage in relation to your matter;
your legal advisor, employer and/or trade union, professional body or pension administrators;
your doctors, medical and occupational health professionals;
via our website—we use cookies and similar technologies on our website. We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. via our information technology (IT) systems, e.g.:
case management, document management and time recording systems;
automated monitoring of our websites and other technical systems, such as our computer networks and connections, CCTV and access control systems, communications systems, email and instant messaging systems;

How and why we use your personal data

Under data protection law, we can only use your personal data if we have a proper reason for doing so, e.g.:

you have given consent – where we need your consent, we will ask for it separately to this privacy policy and you can withdraw that consent at any time;
to comply with our legal and regulatory obligations;
for the performance of our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests or those of a third party (A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests).

You have the right to object to processing based on legitimate interests. We must then stop the processing unless we can demonstrate compelling legitimate grounds which override your interests, rights and freedoms or the processing is required to establish, exercise or defend legal claims against us.

The points below below explains what we use (process) your personal data for and our reasons for doing so.

What we use your personal data for:

Ou reasons are as follow:

To provide legal services to you;
To fulfil our contract with you or to take steps at your request before entering into a contract;
Preventing and detecting fraud against you or us ;
For our and/or your legitimate interests, i.e. to minimise fraud that could be damaging for you and/or us;
Conducting checks to identify our clients and verify their identity;
Screening for financial and other sanctions or embargoes;
Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety law or rules issued by our professional regulator ;
To comply with our legal and regulatory obligations;
For your legitimate interests;
To check whether there is any conflict of interest between us and you and/or between you and another client;
To enforce legal rights or defend or take legal proceedings ;
For our legitimate interests, i.e. to protect our business, interests and rights;
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies ;
For our legitimate interests; 
Ensuring internal business policies are complied with, eg policies covering security and internet use;
For our legitimate interests, i.e. to make sure we are following our own internal procedures so we can deliver the best service to you;
Operational reasons, such as improving efficiency, training and quality control ;
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price
Ensuring the confidentiality of commercially sensitive information;
For our legitimate interests, i.e. to protect trade secrets and other commercially valuable information
Statistical analysis to help us manage our business, eg in relation to our financial performance, client base, services range or other efficiency measures ;
For our legitimate interests, i.e. to be as efficient as we can so we can deliver the best service to you at the best price ;
Protecting the security of systems and data used to provide services, preventing unauthorised access and changes to our systems ;
For our legitimate interests, i.e. to prevent and detect criminal activity that could be damaging for you and/or us
Updating [and enhancing] client records;
to fulfil our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests, e.g. making sure we can keep in touch with our clients about existing and new services
Statutory returns ;
Ensuring safe working practices, staff administration and assessments;
For our legitimate interests, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you;
Marketing our services [and those of selected third parties] to existing and former clients and third parties ;
For our legitimate interests, i.e. to promote our business
Credit reference checks via external credit reference agencies ;
For our legitimate interests, i.e. to ensure our clients are likely to be able to pay for our services ;
To deal with complaints or claims;
For our or your legitimate interests, e.g. to make sure any potential claim is reported to our insurer ;
External audits and quality checks, e.g. for Lexcel, B-Corpor Investors in People accreditation and the audit of our accounts to the extent not covered by ‘activities necessary to comply with legal and regulatory obligations’ above .
For our legitimate interests, i.e. to maintain our accreditations so we can demonstrate we operate at the highest standards;
To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale or in the event of our insolvency . In such cases information will be anonymised where possible and only shared where necessary;
In other cases, for our legitimate interests, i.e. to protect, realise or grow the value in our business and assets;

Please note the above does not apply to special category personal data, which we will only process with your explicit consent.

The processing is necessary to protect your (or someone else’s) vital interests where you are physically or legally incapable of giving consent;
The processing is necessary to establish, exercise or defend legal claims; or
The processing is necessary for reasons of substantial public interest
Marketing

We may use your personal data to send you updates (by email, text message, telephone, post or social media channels) about legal developments that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services.

We have a legitimate interest in processing your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never sell OR share it with other organisations outside KaurMaxwell for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

Contacting us by telephone at +44 (0) 207 052 3545; or
Using the ‘unsubscribe’ link in emails.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Who we share your personal data with

We routinely share personal data with:

professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors or other experts;
third parties where necessary to carry out your instructions, e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
third parties we use to help deliver our services to you, eg providers of our case management and finance system, IT service providers including cloud service providers such as data storage platforms, shared service centres and financial institutions in connection with invoicing and payments or document review platforms;
companies providing services for money laundering checks and other crime prevention purposes and companies providing similar services, including financial institutions and credit reference agencies;
our insurers and brokers;
external auditors, e.g. in relation to Lexcel accreditation and the audit of our accounts;
our bank;
external service suppliers, representatives and agents that we use to make our business more efficient, e.g. typing services or marketing agencies

We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. personal data if we are satisfied they take appropriate measures to protect your personal data. We ensure all outsourcing providers operate under service agreements that are consistent with our legal and professional obligations, including in relation to confidentiality.

We will not share your personal data with any other third party.

Where your personal data is held

Your personal data will be kept secure at all times. Information may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).

Some of these third parties may be based outside the UK. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data abroad’.

How long your personal data will be kept

We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:

to respond to any questions, complaints or claims made by you or on your behalf;
to show that we treated you fairly;
to keep records required by law.

We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data. Further details on this are available in our Terms of Business.

When it is no longer necessary to retain your personal data, we will delete or anonymise it.

Transferring your personal data abroad

It is sometimes necessary for us to transfer your personal data to countries outside the UK and EEA. This may include countries which do not provide the same level of protection of personal data as the UK or EEA.

We will transfer your personal data outside the UK and EEA only where:

The UK government or European Commission has decided the recipient country ensures an adequate level of protection of personal data (known as an adequacy decision); or

there are appropriate safeguards in place (eg standard contractual data protection clauses published or approved by the relevant data protection regulator), together with enforceable rights and effective legal remedies for you; or a specific exception applies under data protection law.

You can contact us (see ‘How to contact us’ below) if you would like a list of countries benefiting from a UK or European adequacy decision or for any other information about protection of personal data when it is transferred abroad.

Your rights

You have the following rights, which you can exercise free of charge:

Access - the right to ask us for copies of your personal data. You can request other information such as where we get personal data from and who we share personal data with. There are some exemptions which means you may not receive all the information you ask for
Rectification – the right to require us to correct or delete any mistakes in your personal data;
To be forgotten also known as ‘Erasure’ – the right to require us to delete your personal data—in certain situations;
Restriction of processing - the right to require us to restrict processing of your personal data—in certain circumstances, e.g. if you contest the accuracy of the data;
Data portability - You have the right to ask that we transfer the personal data you gave us to another organisation or to you—in certain situations;;
To object:
at any time to your personal data being processed for direct marketing (including profiling);
in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless we demonstrate compelling legitimate grounds for the processing which override your interests or for establishing, exercising or defending legal claims.
Not to be subject to automated individual decision-making - the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
To withdraw consent - When we use your consent as our lawful basis, you have the right to withdraw that consent at any time. You may withdraw consents by contacting us – see ‘How to contact us’ section below. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK GDPR.

If you would like to exercise any of those rights, please:

Email, call or write to us or Hiten Patel , our Data Protection Officer—see below: ‘How to contact us’; and:

Let us have enough information to identify you (e.g. your full name, address and client or matter reference number);
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
Let us know what right you want to exercise and the information to which your request relates.

Keeping your personal data secure

We have appropriate security and organisational measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We require our business partners, suppliers and other third parties to implement appropriate security measures to protect personal data from unauthorised access, use and disclosure.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to complain

Please contact us if you have any queries or concerns about our use of your personal data (see below ‘How to contact us’). We hope that we can resolve any query or concern you may raise about our use of your information.

You may also have the right to lodge a complaint with the Information Commissioner (the UK data protection regulator) and/or the relevant supervisory authority in your jurisdiction. Please contact us if you would like further information. The Information Commissioner who may be contacted at https://www.ico.org.uk/make-a-complaint or telephone: 0303 123 1113.

Changes to this privacy policy

This privacy policy was published on 30th August 2018 and last updated on 27 January 2026.

We may change this privacy policy from time to time. When we do we will publish the updated version on our website and ask for your consent to the changes if legally required. If we do so during the time when we are providing you with services then we will inform you of those changes.

Updating your personal data

We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, eg your surname, address or contact details—see below ‘How to contact us’.

How to contact us

Please contact us or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection or to make a complaint

Our contact details are shown below:

Our Data Protection Officer’s contact details

Templar House, 81-87 High Holborn, London WC1V 6DF

info@kaurmaxwell.com

+44 (0) 207 052 3545

Templar House, 81-87 High Holborn, London WC1V 6DF

Hiten.Patel@kaurmaxwell.com