Privacy Notice

Who we are

RWS is an independent legal consultancy operated by Ryan Williams. For the purposes of data protection law, Ryan Williams is the data controller in respect of personal information processed in connection with RWS's activities.

RWS can be contacted at rws@lawrws.com or by telephone on 020 7243 5475.

Information RWS may receive

• names and contact details;
• information provided in an enquiry;
• correspondence and communications;
• contracts, agreements and other documents;
• information concerning a dispute or potential dispute;
• financial information relevant to a matter;
• information about other individuals contained within case papers; and
• where relevant to a matter, sensitive personal information (see below).

Why information is used and the lawful basis

• Responding to an enquiry and taking steps before entering a contract — lawful basis: pre-contractual steps (UK GDPR Article 6(1)(b));
• Providing agreed consultancy services — lawful basis: performance of a contract (UK GDPR Article 6(1)(b));
• Identifying and managing conflicts of interest — lawful basis: legitimate interests (UK GDPR Article 6(1)(f));
• Issuing invoices and maintaining business records — lawful basis: legal obligation and legitimate interests (UK GDPR Articles 6(1)(c) and (f));
• Complying with legal obligations — lawful basis: legal obligation (UK GDPR Article 6(1)(c));
• Establishing, exercising or defending legal claims — lawful basis: legitimate interests or legal claims (UK GDPR Articles 6(1)(f) and 9(2)(f) where applicable); and
• Analytics and website usage data — lawful basis: consent (UK GDPR Article 6(1)(a)), where applicable.

Sensitive and criminal-offence information

Disputes can involve special-category personal data, such as health information, and separately may involve information about criminal allegations, offences or convictions. These are distinct categories under UK GDPR Articles 9 and 10 and the Data Protection Act 2018.

For special-category information (such as health data), processing requires both a lawful basis under Article 6 and an applicable condition under Article 9. Where the processing is necessary for the establishment, exercise or defence of legal claims, the applicable Article 9 condition is Article 9(2)(f). That condition does not itself require an additional Schedule 1 condition under the Data Protection Act 2018. Where a different Article 9 condition applies, the relevant Schedule 1 requirements will be considered.

Information about criminal allegations, offences or convictions is subject to separate requirements under Article 10 and the Data Protection Act 2018. RWS will only process such information where it is relevant to the enquiry or work being undertaken and where an appropriate condition applies.

RWS will not process sensitive or criminal-offence information beyond what is necessary for the purpose for which it is received.

Sharing your information

RWS does not sell or share personal information with third parties for marketing purposes.

Information may be shared with third parties where necessary to provide services — for example, counsel or other professionals instructed in connection with a matter — or where required by law.

RWS uses third-party service providers for website hosting, email delivery and analytics. These providers process personal data on RWS's behalf and are subject to appropriate data processing terms. The main providers are: website hosting and infrastructure (GoDaddy); email delivery (Airo platform email gateway); and analytics (Google Analytics, where consent has been given).

Where personal data is transferred outside the UK, RWS will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

How long information is kept

Personal information is retained only for as long as reasonably necessary for the purpose for which it was obtained, taking account of legal, regulatory, accounting, professional and dispute-related requirements.

Enquiry and pre-instruction information is generally retained for up to 12 months from the date of the enquiry unless an instruction follows. Client matter information is generally retained for up to 6 years from the conclusion of the matter, in line with standard limitation periods. Financial and accounting records are retained for at least 6 years in accordance with legal requirements.

These are indicative periods. The actual retention period may be longer where required by law, regulation or ongoing proceedings, or shorter where the information is no longer needed.

Your rights

Individuals have rights under UK data protection law, including: the right to access personal information held about them; the right to have inaccurate information corrected; the right to erasure in certain circumstances; the right to restrict processing in certain circumstances; the right to object to processing based on legitimate interests; the right to data portability where processing is based on consent or contract and carried out by automated means; and the right to withdraw consent at any time where processing is based on consent.

Questions about personal information held by RWS can be sent to: rws@lawrws.com

Individuals also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by post to: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Changes to this notice

This notice may be updated from time to time. The current version will always be available on this website.