Privacy Policy

Type of personal information we collect

Last updated: 24 August 2026.

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details)
• Physical home addresses
• Date of birth
• Information pertaining to your case, including lender, product and account or agreement details
• Documents you choose to upload as evidence, such as bank statements
• Your electronic signature, the documents to which it is applied, your consent record, document hashes and signing timestamps
• Limited technical evidence recorded when a signed submission reaches us, such as the submission reference, IP address and browser user-agent

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• To assess your eligibility for making a legal claim
• To prepare, review and execute the documents needed for your matter
• To verify the integrity of signed documents and maintain an evidence trail of the electronic-signature process
• To provide our Services.

If you use the address-search feature, the search text and address identifier are sent through our secure server to our address-lookup provider, Postcoder. You can always enter your address manually instead.

Service providers and transfers

We use service providers to host the website, process secure form submissions, look up addresses and route completed documents into our internal case systems. These include Netlify for website hosting and server functions, Postcoder for address lookup and n8n for controlled workflow processing. Providers may process information only for the relevant service and under appropriate data-protection terms. Where processing involves an international transfer, we require an applicable legal transfer safeguard.

How long we keep it

Enquiry, client and matter records are retained only for as long as required for the purpose collected and to meet our legal, professional, regulatory and insurance obligations. Retention depends on whether an enquiry becomes a client matter and on the type and outcome of the matter. You may contact us for the retention period that applies to your information.

Automated processing

The website may organise the lenders you select and prepare draft documents from the information you enter. This initial screen is not legal advice and does not make a solely automated decision that has a legal or similarly significant effect. A member of the Prowse Phillips team reviews the submission before the matter is progressed.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

1. Your consent. You can remove your consent at any time. You can do this by contacting info@prowsephillips.co.uk.
2. We have a contractual obligation.
3. We have a legitimate interest.

Your data protection rights

Under data protection law, you have rights including:

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@prowsephillips.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@prowsephillips.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.