Privacy Policy

Effective Date: 24 November 2025

Last Updated: 24 November 2025

Welshdale Portal ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our legal case management platform.

1. Data Controller

Welshdale Portal is the data controller for the personal information we collect. We are registered with the Information Commissioner's Office (ICO) in the United Kingdom.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, law firm details
• Case Information: Client names, case references, case notes, status updates
• Documents: Files uploaded to the platform related to legal cases
• Communications: Messages, updates, and correspondence within the platform
• Payment Information: Billing details (processed securely by Stripe)

2.2 Information Automatically Collected

• Usage Data: Pages visited, features used, time spent on platform
• Device Information: IP address, browser type, operating system
• Cookies: Essential cookies for authentication and functionality
• Log Data: Access times, error logs, security events

3. Legal Basis for Processing (UK GDPR)

We process your personal data under the following lawful bases:

• Contract Performance: To provide our case management services
• Legitimate Interests: To improve our platform and prevent fraud
• Legal Obligation: To comply with UK laws and regulations
• Consent: For marketing communications (you can opt out anytime)

4. How We Use Your Information

• Provide and maintain the Welshdale Portal platform
• Enable communication between legal practitioners and their clients
• Process case updates and document uploads
• Send email notifications about case progress
• Process payments and manage subscriptions
• Provide customer support and respond to enquiries
• Improve platform security and prevent fraud
• Comply with legal obligations and regulatory requirements
• Analyse usage to improve our services

5. How We Share Your Information

We do not sell your personal data. We may share information with:

• Service Providers: Stripe (payments), email service providers, hosting services
• Legal Obligations: When required by UK law, court orders, or regulatory authorities
• Business Transfers: In the event of a merger, acquisition, or asset sale
• With Your Consent: When you explicitly authorize data sharing

6. Data Retention

We retain your personal data for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (e.g., tax records: 6 years)
• Resolve disputes and enforce our agreements
• Maintain security and prevent fraud

When you close your account, we will delete or anonymise your data within 90 days, unless we are required by law to retain it longer.

7. Data Security

We implement appropriate technical and organisational measures to protect your data:

• SSL/TLS encryption for data in transit
• Encrypted storage for sensitive data at rest
• Regular security audits and penetration testing
• Access controls and authentication mechanisms
• Regular backups and disaster recovery procedures
• Employee training on data protection

8. Your Rights (UK GDPR)

Under UK data protection law, you have the following rights:

• Right of Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing at any time

To exercise any of these rights, please contact us at info@welshdale.co.uk. We will respond within one month.

9. Cookies and Tracking

We use essential cookies to:

• Authenticate users and maintain sessions
• Remember user preferences
• Ensure platform security

We do not use advertising or tracking cookies. You can disable cookies in your browser settings, but this may affect platform functionality.

10. International Data Transfers

Your data is primarily stored and processed in the United Kingdom. If we transfer data outside the UK, we ensure adequate safeguards are in place, such as Standard Contractual Clauses approved by the UK authorities.

11. Children's Privacy

Our platform is not intended for individuals under 18 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through a notice on the platform. The "Last Updated" date at the top of this page indicates when the policy was last revised.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the UK supervisory authority:

14. Contact Us

If you have any questions about this Privacy Policy, please contact us: