Data Protection and Privacy Policy

DATA PROTECTION & PRIVACY POLICY

This is the privacy policy of Trevor Gilbert & Associates, which describes how we deal with your personal data.

This privacy statement is in compliance with the UK General Data Protection Regulation (UK GDPR) and applicable data protection laws in the United Kingdom, including the Privacy and Electronic Communications Regulations (PECR). It sets out your rights as a client of Trevor Gilbert & Associates Ltd.

Glossary of terms

‘Client personal data’ – means any personal data provided to us by you, or on your behalf, for the purpose of providing our services to you, pursuant to our Terms & Conditions. This can include:

  • Client names and contact information
  • Legal documents detailing the particulars of a claim
  • Medical reports
  • Training & Employment history
  • Payroll and accounting data

‘Sensitive personal data’ – refers to the above but includes special category data such as:

  • Medical conditions
  • Religious or philosophical beliefs and political opinions
  • Racial or ethnic origin
  • Convictions
  • Biometric data

‘Data protection legislation’ – means all applicable privacy and data protection legislation in force in the UK, including UK GDPR and the Data Protection Act 2018.

‘Data controller’ – the organisation which determines how and why personal data is processed. TGA and relevant members of our team act as data controllers.

‘Data processor’ – any party that processes personal data on behalf of a data controller.

‘Processing’ – any operation performed on personal data including collection, storage, use, disclosure or deletion.

How we use your data

We will only process personal data where we have a lawful basis to do so under applicable data protection legislation.

We use personal data for the following purposes:

  • Providing our professional services
  • Case management and administration
  • Preparing expert reports and related work
  • Legal and regulatory compliance
  • Managing business enquiries and professional relationships

We may also use your contact details to provide relevant information about our services in accordance with the Marketing section below.

Where you provide us with client or sensitive personal data, you confirm that:

  • You have a lawful basis to share that data with us; and
  • You have provided any necessary information to the relevant data subjects.

Data Security

All personal data that we obtain from you is held securely within our systems.

Client personal data typically includes names, contact details, and professional information. Sensitive data (such as medical information) is processed only where necessary for the preparation of expert reports.

Data is stored for:

  • Case management
  • Delivery of services
  • Operation of our case management systems (including Casetracker)
  • Management of professional enquiries and relationships

Marketing

We may use your contact details to provide you with information about our services, including updates, insights, and newsletters which we believe may be relevant to you.

This applies where:

  • You have previously enquired about our services; or
  • You have instructed us or have an ongoing or previous professional relationship with us; or
  • You are a professional contact within an organisation that may reasonably be interested in our services.

We rely on our legitimate interests to communicate with existing and prospective professional contacts in a business context, and where permitted under the Privacy and Electronic Communications Regulations (PECR), including the “soft opt-in” where applicable.

All marketing communications will relate to services similar to those you have previously enquired about or engaged us for.

You have the right to opt out of receiving marketing communications at any time. You can do this by:

  • Clicking the unsubscribe link in any email you receive from us; or
  • Contacting us at: cgilbert@employmentexperts.co.uk

We will ensure that your preferences are respected and that you are not contacted for marketing purposes once you have opted out.

International Transfers

Where necessary, personal data may be transferred outside the UK. In such cases, we will ensure appropriate safeguards are in place to protect your data in accordance with UK data protection law.

How long we retain your data

Marketing data: retained for up to 6 years, with periodic review.

Client and case data: retained for 7 years in line with regulatory and professional requirements.

Your rights

You have the right to:

  • Request access to your personal data
  • Request correction of inaccurate data
  • Request erasure of your data
  • Object to processing
  • Request restriction of processing
  • Request data portability (where applicable)

To exercise these rights, please contact us using the details below.

Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/concerns/

Changes to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website.

Contact

If you have any questions about this policy or how we handle your data, please contact:

Compliance Officer
Trevor Gilbert & Associates
Westerfield Business Centre
Ipswich IP6 9AB
Email: cgilbert@employmentexperts.co.uk