Privacy Policy

At Clarefield, we take your privacy seriously. This Privacy Policy explains how we collect, use, protect, and handle your personal information when you interact with our website and services.

Address: 67 Regent Terrace, Cardiff, CF10 3NB, United Kingdom

Last Updated: 8 January 2026

Information We Collect

Personal Information You Provide

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

Contact Details: Your name, email address, telephone number, and postal address
Communication Content: Information you share through contact forms, emails, or telephone conversations
Service Information: Details about the legal services you enquire about or engage us for
Professional Details: Information relevant to providing legal services, such as business details or case-specific information

Information Collected Automatically

When you visit our website, we automatically collect certain technical information:

Usage Data: Pages visited, time spent on pages, links clicked, and navigation patterns
Device Information: Browser type, operating system, IP address, and device identifiers
Cookies: Small files stored on your device to enhance functionality and analytics (see our Cookie Policy for details)

How We Use Your Information

We process your personal data for the following purposes:

Providing Legal Services

To respond to your enquiries, assess your legal needs, provide advice, and deliver the services you engage us for. This is necessary for the performance of a contract or to take steps at your request before entering into a contract.

Communication

To correspond with you about your matter, send appointment confirmations, provide updates, and respond to your questions. This is based on our legitimate interest in maintaining client relationships and fulfilling contractual obligations.

Website Improvement

To analyse how visitors use our website, identify areas for improvement, and enhance user experience. This is based on our legitimate interest in maintaining and improving our services.

Legal Compliance

To comply with professional regulations, anti-money laundering requirements, and other legal obligations applicable to solicitors. This is necessary for compliance with legal obligations.

Record Keeping

To maintain accurate records of client matters as required by professional standards and regulations. This is necessary for legal compliance and our legitimate interests.

Legal Basis for Processing

We process your personal data under the following legal bases:

Consent: When you have given clear consent for us to process your personal data for specific purposes
Contract: When processing is necessary for a contract we have with you or to take steps before entering into a contract
Legal Obligation: When we must process your data to comply with the law
Legitimate Interests: When processing is necessary for our legitimate interests or those of a third party, provided your rights do not override those interests

Data Sharing and Disclosure

We do not sell your personal data to third parties. We may share your information in the following circumstances:

Service Providers: We may engage trusted third parties to provide services on our behalf, such as IT support, document storage, or professional indemnity insurance. These providers are contractually obligated to protect your data.
Legal Requirements: We may disclose information when required by law, court order, or regulatory authority, or to protect our rights and the rights of others.
Professional Advisers: We may share information with barristers, expert witnesses, or other professionals necessary to provide legal services to you.
With Your Consent: We may share information with third parties when you have given explicit consent for us to do so.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction:

Secure data storage systems with encryption
Access controls limiting who can view your information
Regular security assessments and updates
Staff training on data protection and confidentiality
Secure communication channels for sensitive information

While we strive to protect your information, no method of transmission over the internet is completely secure. We cannot guarantee absolute security but will notify you of any breach that may affect your rights.

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

Client Files: We retain matter files for a minimum period as required by professional regulations, typically seven years from the conclusion of your matter, or longer if required by law or if the matter involves minors.
Enquiry Records: If you contact us but do not proceed with our services, we typically retain your enquiry details for two years.
Marketing Preferences: We retain records of your marketing preferences until you change them or ask us to delete them.
Website Analytics: Technical data is typically retained for 26 months.

After the retention period expires, we securely delete or anonymise your data unless there is a legal requirement to retain it longer.

Your Rights

Under data protection law, you have several rights regarding your personal information:

Right to Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct inaccurate or incomplete information.

Right to Erasure

In certain circumstances, you can request deletion of your personal data. This right may be limited by legal or regulatory requirements.

Right to Restrict Processing

You can request that we limit how we use your data in specific situations.

Right to Data Portability

You can request your data in a structured, commonly used format to transfer to another service provider.

Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us using the details on our contact page. We will respond to your request within one month.

Your Rights and Opt-Out Instructions

You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:

Avoid filling out contact forms, account registrations, or any data-submitting features
Disable cookies through your browser settings (see our Cookie Policy for more details)
Contact us directly to request the deletion of any previously shared personal data

We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.

Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information promptly.

International Data Transfers

Your personal data is primarily processed within the United Kingdom. If we need to transfer data outside the UK or European Economic Area, we will ensure appropriate safeguards are in place to protect your information in accordance with data protection law.

Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any external sites you visit.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will update the "Last Updated" date and may notify you through prominent notice on our website or by email if you are a client.

We encourage you to review this policy periodically to stay informed about how we protect your information.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

You can contact the ICO through their website at ico.org.uk or by telephone on 0303 123 1113.