Privacy notice

TLT LLP is a law firm and limited liability partnership registered in England under number OC308658 and regulated by the Solicitors Regulation Authority under number 406297. Our registered office is 1 Redcliff Street, Bristol, BS1 6TP. We are registered with the Information Commission (IC) under the registration number Z5378293.

TLT (NI) LLP is a law firm and limited liability partnership registered in Northern Ireland under number NC000856 and regulated by the Law Society of Northern Ireland. Its registered office is River House, 48-60 High Street, Belfast, BT1 2BE. We are registered with the Information Commission Office (IC) under the registration number Z3336501.

TLT Resourcing Limited incorporated and registered in England and Wales with company number 15944179 whose registered office is at One Redcliff Street, Bristol, BS1 6TP and Office Building 4 Riverlands, 51 Gogosoa Street, Observatory, Western Cape, 7935. We are registered with the Information Commission (IC) under the registration number ZB914072.

TLT collects and uses your personal data belonging to you or your personnel in the context of providing legal services to you or your business, through your use of our website and through any of the other ways we interact, as set out in more detail below.

Our website is not intended for children and we do not knowingly collect data relating to children.

We reserve the right to change and update this Notice or our TOB from time to time in order to reflect any changes to the way in which we process personal data or changes to business, regulatory or legal requirements by amending this page. Review this page regularly to ensure that you are abreast of any updates to our Notice.

Controller

TLT are data a controller pursuant to the UK General Data Protection Regulation and Data Protection Act 2018 and are responsible for your personal data. In the process of carrying out work for you (or your business) where we will in almost all instances act as a data controller. In very limited circumstances we may act as a data processor in which case, we will let you know and ensure that an appropriate contract is put in place.

Data Protection Officer

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this Notice. If you have any questions about this Notice, including any requests to exercise your legal rights, contact the DPO using the information set out in the contact details section.

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth, gender, Photographic identification and proof of address documents.
• Contact Data includes billing address, home address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you interact with and use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our selected third parties and your communication preferences.
• Call Recordings and Audio Data includes call recordings of certain interactions with clients and customers when they relate to discussions around customer or client billing arrears or where required for monitoring and compliance purposes. It also includes telephone notes summarising our discussions with you. Please note it is not always possible to provide transcripts of calls.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

In certain circumstances, our collection of the different categories of data set out above may include the collection of Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). We also may collect Criminal Convictions and Offences Data. In the majority of cases personal data will be restricted to basic information and information needed to complete certain checks. However, some of the work we do may require us to ask or obtain more sensitive data.

Please note that even where your matter is not subject to specific regulatory requirements (such as anti-money laundering regulations), we may collect and process personal data that appears extensive relative to the nature of the legal services being provided. This is because our professional obligations as solicitors, our need to manage conflicts of interest, our duty to provide competent legal advice, and our legitimate interests (including risk management and quality assurance) may require us to gather comprehensive information to ensure we can provide you with appropriate legal services and meet our professional standards.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of our engagement with you (as set out in our engagement letter and terms of business), and you fail to provide that data when requested, we may not be able to perform the services set out in the engagement letter.

In the course of providing our legal services we may collect information about you from third parties, such as other parties involved in the legal proceedings or professional services firms (such as accountants and tax specialists). When we receive personal data about you, we will make sure that third parties have complied with the relevant privacy laws and regulations, for example that you have been informed of the processing and that any necessary permission for us to process that information as described in this Notice has been obtained.

Where you provide any information to us that relates to a third party (such as a spouse, financial dependent, or joint account holder), you confirm that you have obtained any necessary permission to use it or are otherwise permitted to give it to us. You should ensure that those individuals understand how their personal data will be used by us. You must have the authority to disclose personal data if it relates to someone else and all data disclosed should be complete, accurate and up to date.

Our services are not aimed at children as children are generally represented by their parent(s), or guardian(s) or litigation friend. Where we act for you in private matters involving children, we shall explain to you why we need the information and how it will be used, both when we initially collect the data and as your matter progresses.

If you are a child and need further legal advice or explanation about your personal data, subject to safeguards, limits or exemptions, your parents or guardian(s) or litigation friend can contact us using details in ‘contact us’ section below.

We use different methods to collect personal data from and about you. Which of the sources apply to you will depend on why we are collecting your personal information. This may include:

• When we communicate with you by email or other electronic correspondence, by telephone or using video conferencing software. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

a) make a request for our services;

b) create an account on our website;

c) subscribe to our publications;

d) request marketing to be sent to you;

e) complete a survey; or

f) provide us with feedback.

• Through Networking (for example, at in-person or virtual events).
• Through your use of our guest Wi-Fi service.
• Through third parties or publicly available source such as Companies House and the Electoral Register based inside the UK.
• By virtue of our access to CCTV footage across all TLT offices.
• Otherwise through providing our legal services and operating our business.

We may also collect data from and about you via our website:

• Through your actions for example, when submitting a subscription form, when submitting a job application, or submitting a request or complaint via one of our forms.
• Through automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. See our Cookies Policy for further details.
• Technical Data is collected from analytics providers (such as Google) based outside the UK and search information providers based inside or outside the UK.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

‍Audio/voice recordings

We do not routinely record all telephone calls with clients, customers or witnesses.  We may record certain interactions with clients and customers when they relate to discussions around customer or client billing arrears or where required for regulatory, monitoring and compliance purposes.

Any audio/voice recordings of telephone conversations will be retained in accordance with our regulatory requirements. For example, for FCA related activities, this is for a minimum period of 12 months after the call has taken place.  Recordings relating to non FCA activities are retained in accordance with business need.

We may issue you with a telephone note summarising our discussion with you when you ask us for recordings of telephone calls. Please note it is not always possible to provide transcripts of calls.

Profiling and automated decision making

We do not use profiling (where an electronic system uses personal information to try and predict something about you) or automated decision making.  This means that no decisions will be made about the processing of your information solely by automatic means, where no humans are involved in the decision-making process.

Direct marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you.  This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.

We do not share your personal data with third parties for marketing purposes.  We will always get your express opt-in consent before we share your personal data with any third party for marketing purposes.

You can ask us or third parties to stop sending you marketing messages at any time by emailing our Marketing and Business Development team at marketingandbusinessdevelopment@TLT.com.  If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to our relationship with you, appointment reminders, checking that your contact details are correct.

Cookies

Our website uses cookies.  You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.  If you disable or refuse cookies, some parts of our website may become inaccessible or not function properly.  For more information about the cookies we use, see our Cookies Policy.

If you are not our client

If you are not our client your personal data may be processed to enable us to provide legal advice to our client and may also be used in legal proceedings on behalf of our client.  We are allowed to use your information because it is in the legitimate interests of our client (for example under the terms and conditions of a loan agreement) to do so.  We may also have to use your personal data to comply with our own legal and regulatory obligations.

We do not generally disclose your personal data to others, however, there may be some circumstances where we are required to do so in order to provide our services to you, where we are required by law to do so, or where we are providing other events or services.

This may include, but is not limited to disclosing your personal data to:

• TLT offices based across our network. All of our offices and entities manage your personal information in the manner and to the standards set out in this notice, subject to any local jurisdictional compliance requirements.
• A court or tribunal where we are acting for you in a dispute or litigation.
• Government bodies (such as HM Land Registry or HM Revenue and Customs for property related work).
• The solicitors acting on the other side of your matter.
• Legal counsel, counsel's chambers or other experts to obtain advice or assistance on your matter.
• Other professionals and service providers (such as insurance brokers, where you wish to take out an insurance policy as part of a transaction).
• Non legal experts to obtain advice or assistance (such as translation agencies, insurance companies).
• Organisations involved in any merger or business reorganisation we are dealing with.
• Panel providers who allocate legal work to us as a law firm.
• Law enforcement agencies where required by law (in particular the prevention of financial crime and terrorism).
• Our regulators including, but not limited to, the Information Commissioner's Office (ICO), Financial Conduct Authority (FCA), Solicitors Regulation Authority (SRA), (Law Society of Scotland, Law Society of Northern Ireland in connection with any ongoing regulatory investigation.
• Our professional indemnity insurer in the event a claim is made against us in order to defend ourselves.
• The bank or building society or other lender providing finance in the transaction.
• Medical institutions who may provide your personal records or information.
• External auditors who may carry out independent checks of your file as part of our accreditations.
• Emergency services or support agencies if there is an emergency and we think you or others are at risk.
• A marketing service provider to enable us to send you legal insights and event information by email.
• External companies to help us run our business efficiently, particularly in relation to our IT systems.
• External companies to organise or host events for us.
• New owner in the event we sell our business, to enable the continuation of the business.

At the outset of your matter, we may not be aware of all the other parties involved as this will depend on the specific nature of the work. We may provide you with categories of recipients where it is not possible to provide specific parties.

We will not disclose (or sell) your personal information to any other third parties for marketing purposes.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Our third parties can be classified as independent or joint controllers when they have a legitimate right to your information; whilst processors in relation to the provision of legal services will only have access to any personal data that is necessary for them to provide their services. We undertake the appropriate due diligence and have an agreement in place that requires them to keep your data strictly secure, confidential and not to use it other than in accordance with our specific instructions or agreements concerning the processing they are undertaking on our behalf.

In order to provide our services, we will sometimes need to transfer your personal data to recipients in jurisdictions outside the European Union or the United Kingdom. Depending on the nature of the services we provide to our clients, we may also share your personal data with other TLT entities based outside the United Kingdom. This may involve transferring personal data outside the United Kingdom to our overseas offices located in South Africa. If we transfer your personal data outside the European Union or the United Kingdom, we will only make that transfer if:

• that country provides a standard of protection not materially lower than the UK's for your personal data;
• the recipient or recipient country is subject to an approved certification mechanism or code of conduct with binding and enforceable commitments which amount to appropriate safeguards for your personal data;
• we have put in place appropriate safeguards to protect your personal data, such as a contract with the person or entity receiving your personal data which incorporates Standard Contractual Clauses (SCCs) as directed by the European Commission or the International Data Transfer Agreement (IDTA);
• the transfer is permitted by applicable laws; or
• you explicitly consent to the transfer.

If you would like to see a copy of any relevant safeguards used by us to protect the transfer of your personal data, please contact GDPR@tlt.com

Where you provide any information to us that relates to a third party (such as a spouse, financial dependent, or joint account holder), you confirm that you have obtained any necessary permission to use it or are otherwise permitted to give it to us. You should ensure that those individuals understand how their personal data will be used by us. You must have the authority to disclose personal data if it relates to someone else and all data disclosed should be complete, accurate and up to date.

We will retain your personal data for no longer than is necessary for the purposes for which we are processing it for. The retention periods are based on the requirements of relevant data protection laws, the purpose for which the information is collected and used, legal and regulatory requirements to which we are required to retain personal data, limitation periods for taking legal action, good practice and our business purposes.

We will retain your data in accordance with our retention schedule. In most cases, your matter file will be retained for 10 years from the date it is closed by us. In some circumstances, we may be required to retain your personal data for longer periods of time. For example, we may retain personal data identifying you obtained when conducting due diligence for the same length of time as we retain your matter file. Where we are required to retain your personal data for longer periods we will let you know.

In some circumstances you can ask us to delete your data: see paragraph 17 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

If you contact us to exercise any of these rights, we will check your entitlement. We try to respond to all legitimate requests within one calendar month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you have any questions about this Notice or about the use of your personal data or you want to exercise your privacy rights, please contact our DPO in the following ways:

• Email address: GDPR@tlt.com
• Postal address: FAO Data Protection Officer, TLT LLP, One Redcliff Street, Bristol, BS1 6TP, United Kingdom

You have the right to make a complaint at any time to the Information Commission (IC), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the IC, so please contact us in the first instance. We will acknowledge all complaints with 30 days. Please note that the IC may refuse to deal with your concerns until you have competed our internal complaints process.

We will acknowledge all complaints with 30 days. You can read our Complaints Policy online. You may make a complaint by using the details above or via our Complaints e-Form.

We keep our privacy notice under regular review. This version was last updated in November 2025. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address, email address or contact information. Please also advise us of any other requirements or assistance you may need.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or other notices or any content on these sites. When you leave our website, we encourage you to read the privacy notice of every website you visit and ensure you have appropriate security, such as a virus scanner installed.