Privacy Policy

H. Walmsley (Legal Costings) Ltd

This policy explains how we use data received, how it is stored and destroyed.

Collection of Data:-

When requested to collect confidential papers we ensure that the documentation is collected by a courier who is employed by the company and who is subject to the Company’s confidentiality policy. The documentation when collected is delivered directly to the Company’s and the confidential papers are stored in a securely at the Company address.

Confidential papers are not transported to any other location.

Data Processing:-

The data received is processed on a secure computer which is password protected and is kept securely at the Company address. The equipment used has up to date anti-virus software; malware and has up to date Firewall and Network Protection.

The data received is only retained by the company for the purpose of processing and preparing the Bill of Costs. Electronic files are deleted when the data processing has been completed and confidential papers are returned via the company’s courier. Any notes, annotations made during the processing of the data are securely shredded at the Company’s address and/or deleted from the equipment used.

The completed Bills prepared following the processing of the data are retained on a secure password protected USB which is stored in a secure safe box at the Company address. There is no data saved to the equipment used for processing the data received, save for the Company’s own accounting records which is backed up on Sage.

The completed Bills are retained on the secure password protected USB for a period of no longer than 6 years when they are then fully removed from the storage unit. No paper copies of the Bills are kept.

The Company’s own accounting records are also destroyed securely after 6 years.

The Data received is highly confidential and only employees who are fully compliant with the firm’s confidential policy are able to process and view the data received and stored.

Emailing:-

Emails received and sent in relation to the processing of data are deleted and if printed are shredded securely when the subject matter has been dealt with. Where confidential information is to be sent the email attachment will be encrypted.