Welcome to the website of Communicourt Ltd (“we”, “our”, “us”), we are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, disclose, and safeguard personal data, including special category data, in accordance with the UK Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

By using our services or interacting with us, you consent to the practices outlined in this Privacy Policy.

1. Who We Are

We are Communicourt Ltd, located at:

Floor 2, Trigate Business Centre,

210 – 222 Hagley Road,

Oldbury,

B68 0NP.

We are the data controller for the personal data we collect, including any special category data, and we are responsible for how your data is used and protected.

2. What Information We Collect

When interacting with our services, we may collect and process the following personal data:

  • Personal Identification Information: Name, professional contact details (email address, phone number), Solicitors Regulation Authority (SRA) number, job title, etc.
  • Special Category Data: This includes sensitive information such as information relating to a person’s health e.g., psychology/psychiatry reports, professional diagnoses.

The special category data is only collected when necessary, and we handle it with extra care to ensure your rights and freedoms are protected.

If you provide Personal Data to the Services, you acknowledge and agree that such Personal Data may be transferred from your current location to the offices and servers of Communicourt Ltd.

3. How We Collect Your Data

We collect data in the following ways:

  • Directly from you: When you fill out forms on our website (for recruitment purposes), make a referral, complete feedback surveys, contact us via phone or e-mail, or use our intermediary services fact to face (or remotely).
  • From a person acting on your behalf: When a solicitor or court makes a referral on behalf of a potential service user.
  • Automatically: Through our website or applications (e.g., through cookies and tracking technologies).

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: We may process your personal data if we have obtained your explicit consent to do so.

For example, when making a referral, you will be asked if you give your consent for this data to be shared with us.

  • Contractual necessity: If you have entered into a contract with us, we may process your personal data to fulfil the terms of that contract.

For example, providing us with a future service users name, date of birth, medical background, charges and hearing dates, will enable us to fulfil the requirements of completing an assessment and provide a full and detailed report for yourself and/or the court.

  • Legal obligation: We may need to process your data to comply with our legal obligations.

For example, processing personal data to comply with tax reporting requirements or employee recordkeeping.

  • Public interest: We may process certain special category data for reasons related to public interest, provided we have appropriate safeguards in place.
  • Vital interests: We may process data to protect an individual’s life.

For example, if there is an immediate risk of harm to a vulnerable person.

5. How We Use Your Data

We use your personal data for the following purposes:

  • To provide and manage our services
  • To assess and process any applications or requests you make
  • To communicate with you regarding your account or services
  • To comply with legal and regulatory obligations
  • To carry out statistical analysis that is only used for internal purposes to improve the services we provide
  • To protect our rights, property, and security, and those of our users
  • Communicourt may use this information to contact you in the future to tell you about services we believe will be of interest to you. If we do so, each communication we send you will contain instructions permitting you to “opt-out” of receiving future communications. In addition, if at any time you wish not to receive any future communications or you wish to have your name deleted from our mailing lists, please contact us as indicated below.

If Communicourt intends on using any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time at which the Personal Data is collected.

We will only use your special category data when necessary and with appropriate safeguards in place, and we will never use it for marketing or profiling purposes without your explicit consent.

6. Sharing Your Data

We may share your personal data with third parties in the following circumstances:

  • With service providers and partners who help us deliver our services (e.g., IT providers, payment processors, etc.).
  • When required by law, for example, to comply with legal obligations, regulatory requests, or to protect the rights, property, or safety of Communicourt Ltd, our customers, or others.
  • With third-party professionals, such as legal or financial advisors, when necessary for business operations or compliance with legal obligations.

We will never sell or rent your personal data to third parties. Data is only shared indirectly to ensure the successful delivery of our contractual obligations to our commissioners. For example, with our ICT providers who have access to our servers in order to protect the storage of any personal data.

7. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Data will be stored for 5 years from the last date on which a service was provided. Upon completion of 5 years from this date, your personal data will be erased.

Please note: You can contact us (section 11) should you require us to erase your personal data earlier than this date. However, this may mean that our service cannot be provided in full.

8. Your Rights

As a data subject, you have the following rights under the UK GDPR:

  • Right to Access: You have the right to request a copy of the personal data we hold about you.
  • Right to Rectification: If the data we hold about you is inaccurate or incomplete, you have the right to request that it be corrected.
  • Right to Erasure: You have the right to request that we erase your personal data, subject to certain conditions.
  • Right to Restrict Processing: You have the right to request that we limit the processing of your data in certain circumstances.
  • Right to Object: You have the right to object to the processing of your data for certain purposes, including direct marketing.
  • Right to Data Portability: You have the right to request that we transfer your personal data to another organisation, where technically feasible.
  • Right to Withdraw Consent: Where we rely on your consent to process your data, you can withdraw your consent at any time. This will not affect the legality of the processing before the withdrawal.
  • Right to be Informed: You have the right to be informed about the collection and use of your personal data including, the purposes for which personal data is collected and processed.
  • Rights to Automated Decision Making, Including Profiling: You have the right to not be subject to automated decisions which produce legal or significant effects.

Please note: There is not currently any automated decision making or logic involved when accepting or rejecting referrals. All decision making is currently done by human intervention.

More details on these rights can be found on the ICO (Information Commissioners Office) website or by calling 0303 123 1113 (Local rate).

If you wish to exercise any of these rights, please contact us using the details provided below (section 11).

9. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. While we strive to protect your data, no data transmission or storage system can be 100% secure.

Communicourt Ltd. does not transfer data to any countries outside of the European Union in line with best practice set out by UK GDPR.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data.

11. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at:

Communicourt Ltd.

Floor 2, Trigate Business Centre,

210 – 222 Hagley Road,

Oldbury,

B68 0NP.

admin@communicourt.co.uk
0121 663 0931

12. Data Protection Officer

If you have any questions that we are unable to answer please contact our Data Protection Officer:

laura.palmariello@rcigroup.co.uk

12. Information Commissioners Office

If you are not satisfied with how we handle your personal data or if you believe that we have not complied with your data protection rights under the UK GDPR, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

The ICO is the UK’s independent authority set up to uphold information rights and ensure that personal data is handled properly.

You can contact the ICO in the following ways:

  • Online: Visit the ICO’s website at https://ico.org.uk to make a complaint.
  • By Phone: Call the ICO on 0303 123 1113.
  • By Post: Send your complaint to:
    Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire SK9 5AF

Communicourt Ltd’s registration number with the ICO is: Z3265724

While we encourage you to contact us first to resolve any concerns you may have, you are entitled to approach the ICO directly at any time.