Privacy Policy
At Online Legal Services Limited, we are committed to safeguarding your privacy and ensuring that your personal data is processed fairly, transparently, and in compliance with the General Data Protection Regulation (GDPR).
We only use your data to process your service, provide you with relevant information regarding our services, respond to surveys, media requests, and share services that may be of interest to you from related companies. Below is an overview of how we handle your personal data.
What Personal Data Do We Collect?
As a legal services provider, we may collect the following personal data:
– Your name
– Your date of birth
– Your address
– Your phone number(s)
– Your email address
– Details of your spouse/partner and any children
– Legally required information to process your service
– Anonymised information from third-party analytics tools and cookies
How Do We Collect Your Data?
We collect your data through various methods, including:
– Our website
– Phone calls
– Messaging services you agree to use
– Email communications
– Social media platforms
Legal Basis for Processing
We process your personal data under the following legal bases:
– Contractual Necessity: To fulfil the service(s) you have requested from us.
– Legitimate Interest: To communicate with you regarding services similar to those you’ve used and to improve our services.
– Consent: For marketing communications or surveys, where you have explicitly opted in.
– Legal Obligation: To retain certain records as required by law.
Where Do We Store and Process Your Data?
Your data is stored and processed in secure UK or EEA data centres. Where data is processed outside of the EEA, we ensure appropriate safeguards, such as Standard Contractual Clauses, are in place to protect your personal data.
Do We Store Credit or Debit Card Details?
No. We use third-party payment providers (Stripe, Global Payments, and PayPal) to handle your payment details. Your payment information is not stored on our servers. For more details, please refer to their privacy policies on their respective websites.
Use of Third Parties for Communication
We use third-party tools to ensure seamless communication with you. These tools have been audited for GDPR compliance. Your use of these services is subject to their respective privacy policies and terms and conditions.
We primarily use the following tools:
– Livechat (Text)
– Facebook Messenger
– Twilio SMS
– Microsoft Teams
– Zoom
– Google Hangout
You may opt-out of communications at any time by contacting our customer support team.
Email and SMS Marketing
By providing your contact details, you consent to receiving occasional marketing communications from us regarding our services and those of our solicitor partner, OLS Solicitors. We may collect your contact information through:
– Live Chat
– Alex Chatbot
– Call Back Requests
– Divorce Track
You may opt-out at any time by following the unsubscribe instructions in emails or replying “STOP” to SMS messages.
Our AI Chatbot – Alex
Our AI chatbot, Alex, is hosted on the CustomGPT platform, and we use their API to integrate it with our live chat application. All data exchanged during interactions with Alex is anonymised and not used to train CustomGPT’s models. For more details on how CustomGPT handles data, please refer to their privacy policy.
Personal Details and Documents Shared with Third Parties
To fulfil your service, we may need to share your personal data with third-party service providers. We only share the minimum information required to fulfil your order or provide the requested service.
We primarily use the services of Online Legal Solicitors Limited (OLS Solicitors), a fully owned subsidiary of Online Legal Services Limited, to provide legal services. If we recommend using another service provider, we will seek your explicit consent before proceeding.
Data Retention
We retain personal data only as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. Retention periods are as follows:
– Personal data related to your service: Retained for [insert time period].
– Communication data: Retained for [insert time period].
After the retention period, we securely delete personal data.
Your Rights Under GDPR
Under GDPR, you have the following rights regarding your personal data:
– Access: Request details of the personal data we hold about you.
– Rectification: Correct any inaccuracies in your data.
– Erasure: Request the deletion of your data.
– Restriction: Request the limitation of processing under certain circumstances.
– Data Portability: Receive a copy of your personal data in a structured format.
– Object: Object to the processing of your data based on legitimate interests.
You also have the right to withdraw consent for any processing based on consent. To exercise your rights, contact us at [email protected].
International Data Transfers
If your data is transferred outside the EEA, we ensure that appropriate safeguards, such as Standard Contractual Clauses, are in place to protect your data.
Use of Cookies and Tracking Software
We use cookies and similar tracking technologies on our website to enhance your user experience. Users must opt in to allow cookies in compliance with the EU Cookie Law.
We use two types of cookies:
– Session Cookies: These cookies are temporary and are deleted when you close your browser.
– Persistent Cookies: These remain on your device for a specified time or until you delete them.
We also use cookies for essential site functions, performance tracking (e.g., Google Analytics), and functionality enhancements (e.g., YouTube video playback).
You can control or delete cookies in your browser settings. For more information, visit www.allaboutcookies.org.
Feedback Service
We use Trustpilot.co.uk to gather feedback on our services. Your email and case ID may be used to send automated feedback requests. Trustpilot’s privacy policy governs the handling of your data.
Third-Party Service Providers
We work with various third-party service providers, such as Microsoft (for email hosting) and Elevate Cloud (for telephony services), to deliver our services. All third parties are GDPR compliant and will only use your data to fulfil the required service. Calls may be recorded for training and case handling purposes and are kept for no longer than 90 days.
Automated Decision-Making and Profiling
We do not use any form of automated decision-making or profiling that has a significant impact on you.
Your Rights to Your Data
You have the right to:
– Access the data we hold about you.
– Correct or modify any data held by us.
– Request deletion of your data at any time.
If you wish to contact us regarding your data, please email our Data Protection Officer at [email protected].
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This updated version now meets GDPR compliance standards, with clear information about the legal basis for processing, data retention, your rights under GDPR, and the handling of third-party services and international data transfers. Let me know if you need any further changes!