Privacy Policy

Last Updated: July 2025

This Privacy Policy explains how Eviction Co ("we", "our", or "us") collects, uses, and protects your personal data when you visit our website or contact us. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR).

Who We Are

Eviction Co is a legal support service provider based in the United Kingdom. For data protection purposes, we are the "Controller" of the personal data you provide to us.

Phone: 0333 050 5381
Email: info@evictionco.uk
Office Address: 85 Great Portland Street, First Floor, London, W1W 7LT,12 Chapel Street, Cheshire SK14 1LF

How You Can Contact Us

If you have any questions about this Privacy Policy or how we use your data, please contact:

Data Protection Officer
📞 0333 050 5381
📧 info@evictionco.uk

Using our contact form

If you submit your personal details to us by completing and submitting our contact form, we will use your information to:

Contact you to respond to your request for contact.
Send information to you about the firm and its services, where you have given us express authority to do so.

We will add your contact details to our electronic database and keep them for as long as you provide your consent for us to use your contact details in this way.

Our lawful basis for using your information in this way will be two-fold:

For our legitimate interests in marketing our services; and
Upon your express consent (where required by law).

Will not share information received through our contact form with any third party unless you expressly authorise us to do so or we are required by law.

TELEPHONING OUR OFFICES

We record all incoming and outgoing telephone calls for the following reasons:

Quality monitoring: to help us to monitor our service levels.
Training: to help us to identify training needs and to provide training material from different scenarios we encounter when making or receiving telephone calls.
Complaints and disputes: to provide us with additional information to help us with investigations for complaints or disputes.
Staff protection: to provide us with evidence in the event of abusive behaviour towards our staff.

Our legal basis for recording calls is to protect our legitimate interests in ensuring that we have the information available for the reasons stated above.

Call recordings may be disclosed to third parties if required to settle a dispute or report any abusive behaviour. Call recordings will also be disclosed to third parties if required by law.

Call recordings are stored on the VoIP provider’s server.

All call recordings are kept for 6 months after which time they are permanently destroyed.

VISITING OUR OFFICES

Closed Circuit Television (CCTV) is in operation at our office premises. CCTV operates only in the spaces immediately outside of our office premises.

Lawful Basis for Processing

We process your data under one or more of the following legal bases:

The landlord believes that use of CCTV is necessary for our legitimate interests in:

Preventing crime and protecting our office premises and assets from damage, disruption, vandalism, and other crime.
For the personal safety of staff, visitors, and other members of the public and to act as a deterrent against crime.
To support law enforcement bodies in the prevention, detection, and prosecution of crime.
To assist in day-to-day management, including ensuring the health and safety of staff and others.
To assist in the effective resolution of disputes which arise in the course of disciplinary or grievance proceedings.
To assist in the defence of any civil litigation, including employment tribunal proceedings.
To assist in effective day-to-day supervision of staff.

This list is not exhaustive and other purposes may be or become relevant.CCTV recordings are managed by the landlord.CCTV recordings are kept for 3 months after which time they are then overwritten with new recordings.

IF YOU MAKE AN ENQUIRY TO OUR FIRM

Where you make an enquiry to our firm but do not instruct us following that enquiry, we will hold details of your enquiry on our systems for up to 12 months. This is for our legitimate interests in being able to ensure that we can recall your enquiry should you revisit the matter with us some weeks or months later, therefore improving your experience with us, and to ensure that we can call upon it if any complaint is made about the way that we handled your enquiry. After this time, the record of your enquiry to us, along with your personal data that you provided to us, will be permanently deleted from our systems.

If we seek consent from you to send details of our services that we may think may interest you in the future, then we will hold your contact details on our marketing database until you ask us to stop sending such materials. Where this is by email, you can unsubscribe from our marketing at any point using the unsubscribe facility in each and any marketing email that we send to you. Your details will be removed from our systems as soon as possible after receipt of a notification from you that you no longer wish to receive our marketing material, and no longer than one month after receipt of your notice.

IF YOU ARE A CLIENT

We keep your information confidential and will not disclose it to third parties unless disclosure is:

Authorised by you;
Necessary as part of the legal services we are providing to you (to perform our contract with you);
Required by law or our professional rules;
Necessary for the purposes of our legitimate interests or those of a third party (in other words, we have a compelling justification for the disclosure or processing); or
Necessary to protect your vital interests or those of another person i.e. to protect a life.

Our reasons for processing your personal data will also fall into at least one of the five categories listed above.

Where we process any special categories of your personal (such as health data, racial or ethnic data, religious data etc.), our processing will be based on at least one of the following conditions:

Explicit consent from you.
It is necessary to protect your vital interests or those of another natural person where you are physically or legally unable to give consent.
Processing relates to personal data which you have manifestly made public.
Processing is necessary for the establishment, exercise, or defence of legal claims.

Please contact us if you would like more information about our legal basis for processing your personal data.

Holding your personal data

During the progress of our clients’ matters, we may hold your information both electronically and in paper format. We will use all reasonable measures to ensure that your information remains confidential and will advise you immediately if we believe that any of your information has been released. We have procedures in place with our staff members to ensure that your information is only seen by members of staff who have a legitimate reason for accessing your file, such as fee earners and support staff working on your file and senior members of the firm for the purposes of supervision, checking your file for quality purposes or to deal with any complaints..

Retention and destruction of your personal data

Once our clients’ matters have concluded, we will hold your information on our clients’ files in our archive storage (paper files) or archive them on our file management systems (electronic files) for at least 6 years from the date that the matter is closed in line with our retention periods. After that period has elapsed, we will destroy our clients’ files securely and/or delete it from our electronic records. Once that has happened, your information will no longer be available.

Transferring your personal data outside of the United Kingdom (UK)

We may transfer your personal data outside of the UK where our storage and/or backup systems are hosted outside of the UK. However, we ensure that appropriate safeguards are in place obliging our system and storage providers to process your personal data to the standards expected in the UK. Our providers are bound by the same data protection laws as us, meaning that they have the same obligations to keep your data safe.

IF YOU HAVE APPLIED TO WORK FOR US

How we use your personal data

All of the information you provide when you apply to work for us, will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for. You do not have to provide what we ask for, but it might affect your application if you do not.

Sharing your personal data

We will not share any of the information you provide during the recruitment process with any third parties unless authorised by you or required by law.

Legal basis for processing your personal data

Our legal basis for processing your personal data is two-fold:

For our legitimate interests in ensuring that we have adequate recruitment procedures and undertake the right checks to ensure that we recruit the right candidate; and
To meet our legal obligations, particularly those relating to equality and diversity.

Retention of your personal data

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the vacancy.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the vacancy.

Equal opportunities information is retained for 6 months following the closure of the vacancy whether you are successful or not.

Transferring your personal data outside of the United Kingdom (UK)

IF YOU ARE CURRENT EMPLOYEE OR FORMER EMPLOYEE

How we use your personal data

We obtain your personal information for the following purposes:

Contact details
Bank details
Pension details
Tax details
Pay details
Annual leave details
Sick leave details
Performance details
Qualifications
Employment history
Ethnicity details
Health details (as relevant)
Training records
DBS checks (as required)

Legal basis for processing your personal data

We keep your information confidential and will not disclose it to third parties unless disclosure is:

Authorised by you;
Necessary for the performance of a contract;
Required by law or our professional rules;
Necessary for our legitimate interests or those of a third party;
Necessary to protect your vital interests or those of another person.

Our reasons for processing your personal data fall into at least one of the above categories.

Special categories of personal data

Where we process special categories (e.g., health, ethnic, or religious data), it will be based on:

Explicit consent from you.
Employment law requirements.
Protection of your or another's vital interests.
Data made public by you.
Legal claims processing.

Our legal basis:

Our legitimate interest in maintaining personnel records.
Compliance with legal obligations as employers.

Sharing your personal data

We may share your data with the following third parties:

HMRC
Pension provider
Payroll provider
IT support provider
Solicitors Regulation Authority (if applicable)
The Law Society (if applicable)

Retention of your personal data

Your employee file is retained for the duration of your employment and for 6 years thereafter.

Transferring your personal data outside of the UK

We may store or back up data outside the UK, but will ensure safeguards are in place to meet UK standards. All providers are bound by equivalent data protection laws.

Your rights under UK GDPR

Right to access: Request your personal data held by us.
Right to object: Ask us to stop processing your data.
Right to object to automated decisions: We don’t currently use automated decision-making.
Right to rectification: Request corrections to inaccurate data.
Right to erasure: Request deletion of your data.
Right to restrict processing: Limit how your data is used.

These rights are not absolute. We may decline requests where legal obligations prevent us from complying. We'll provide reasons where appropriate.

You can also complain to the Information Commissioner’s Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
ICO Helpline: 0303 123 1113

If you've given consent, you may withdraw it at any time by informing your file handler or contacting our Data Protection Manager.

Links to other websites

This Privacy Notice does not cover links to other websites included on our site. Please read the privacy notices of those websites separately.

To exercise your rights, contact us at info@evictionco.uk.

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website with the effective date listed at the top.