PRIVACY NOTICE
Reeds Solicitors LLP is committed to protecting the privacy and security of your personal information (collectively referred to as “Reeds”, “we”, “us” or “our”).
This Privacy Notice (“Notice”) sets out how we collect and use personal information about you during and after your relationship with us, in accordance with the Data Protection Act 2018 (‘the Act’), UK General Data Protection Act (GDPR) and Data (Use and Access) Act 2025. This includes whether you become one of our clients or contact us in another way and gives details of what to expect when you interact with Reeds online and how and what happens if we collect personal information through these interactions.
It is important that you read this Notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. Please note this Notice does not form part of any contract to provide services you may have with us from time to time.
We reserve the right to amend this Notice at any time without notice to you so, if required, please check to ensure that you are referring to the latest version of this Notice. We may also notify you in other ways from time to time about the processing of your personal data.
Data Controller
Reeds Solicitors LLP of Office 11, Station Field Industrial Estate, Kidlington, Oxford, OX5 1JD (Registered Office) is a “data controller” (ICO Registration No. ZA258818) for the purposes of the UK GDPR. This means that we are responsible for deciding how we hold and use personal information about you.
If you have any questions or concerns about this Notice or how we handle your personal information, please contact the “Data Protection Officer” at the above address, or alternatively, by email at [email protected] You have the right to make a complaint at any time to the ICO at https://ico.org.uk/. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. You do also have the right to make a complaint directly to us as your data controller. Please contact the “Data Protection Officer” at the above address, or alternatively, by email at [email protected]. If you remain dissatisfied after raising a complaint with us, you have the right to complain to the ICO. This can be done by using their complaints tool at https://ico.org.uk/ or by contacting them on 0303 123 1113
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
· Where we need to carry out the contract we have entered into with you.
· Where we need to comply with a legal obligation.
· Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
· Where we need to protect your interests (or someone else’s interests).
· Where it is needed for official purposes.
Generally, we do not rely on consent as a legal basis for processing your personal data and we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law, subject to the processing of records where there is a “recognised legitimate interest” to which the balancing test under Article 6(1)(f) does not apply. If it becomes necessary to obtain your consent, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of any contract with us that you agree to any request for consent from us and you will be able to withdraw your consent at any time.
People who make a complaint to us
When we receive a complaint from a person we create a file which will contain the details of the person complaining and other relevant details (including details of other people) that are relevant to the complaint. We only use this information for the purposes of investigating and responding to the complaint.
We will keep personal information contained in complaint files in line with our retention policy for client files. This means that information relating to a complaint will be retained for six years from closure within our case management system, unless advised otherwise.
Disclosure of personal information
We will only disclose personal data to third parties where permitted to do so by law and in the normal course of our business. For example, when acting for you in defending a criminal allegation against you, we might share your personal information with the Crown Prosecution Service if it is in the best interests of you in order to advance your defence, or if you are an employee, we might share your personal information with HMRC in the context of ensuring that your payroll records are correct.
There are times where it will not be realistic to get your express permission in connection with each and every disclosure of this nature. If you have any concerns that any of your data has been incorrectly shared, then this should be raised with us through our standard procedures (i.e.; the Complaints Procedure in respect of clients and the Grievance Procedure in respect of employees etc).
The data we collect from you may be transferred to, and stored at, a destination outside the United Kingdom (UK) or to a destination outside the UK. It may also be processed by staff operating outside the UK who work for us or for one of our suppliers. Data Protection Act 2018 (‘the Act’), UK General Data Protection Act (GDPR) and Data (Use and Access) Act 2025 restrict international data transfers in order to ensure that the level of data protection afforded to individuals is not undermined.
We will only transfer data outside the UK or to a destination outside the UK where permitted to do so by law, and only where appropriate safeguards are in place. As a UK-regulated firm, our international data transfers are governed by Data Protection Act 2018 (‘the Act’), UK General Data Protection Act (GDPR) and Data (Use and Access) Act 2025. The safeguards we may rely upon include: an adequacy regulation made by the UK Secretary of State confirming that the destination country ensures an adequate level of protection; a UK International Data Transfer Agreement (IDTA) or UK Addendum to EU Standard Contractual Clauses, as approved by the UK Information Commissioner’s Office (ICO); or another transfer mechanism permitted under UK data protection law. If you have any questions about the transfer of data outside the UK, please contact us for further information.
Use of Artificial Intelligence
Reeds Solicitors LLP may use Artificial Intelligence (AI) tools to support the delivery of legal services. Any use of AI is governed by our firm’s Artificial Intelligence (AI) Policy and is subject to manager authorisation and oversight. AI is used as a support tool ONLY and does not replace the professional judgement, expertise or responsibility of the fee earner handling your matter.
We are committed to ensuring that all work produced with the assistance of AI is reviewed, verified and approved by a qualified member of staff before being relied upon or shared with you. No client data, personal data or privileged information is uploaded to any AI tool that has not been assessed and approved by our IT department and risk assessed by senior management in accordance with our data protection compliance processes and UK GDPR requirements.
Where AI has made a substantial contribution to work produced for you, we will consider whether disclosure to you is appropriate, in accordance with our obligations under the SRA Standards and Regulations and our duty to act in your best interests at all times.
If you have any questions about our use of AI, or wish to discuss this further, please speak to the fee earner handling your matter or contact our Data Protection Officer, Mr Jan Matthews.
Your rights
You have a right to access the personal data we hold about you. You may ask us to rectify or erase the personal data we hold about you or to restrict the processing we carry out. You can also object to the way we are processing your personal data or request that we transfer it to a third party. For a full list of your rights and how these can be exercised, please visit www.ico.org.uk/your-data-matters for further details. You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing at Data Protection Officer, Reeds
Solicitors LLP, 18 Kings Meadow, Osney Mead, Ferry Hinksey Road, Oxford, OX2 0DP or alternatively, by email at [email protected]
Our Website
Any data that you submit using a form on our website or by email (i.e.; your name, email address) will only be held by us for the purpose for which it is needed and for the shortest amount of time required.
For example, if you make an enquiry that we are unable to assist you with, your contact form will be deleted. If your enquiry results in you becoming a client of the firm, then your data will be stored as part of your client record and kept in accordance with the requirements relating to client records (in respect of which you will be advised separately on entering a retainer).
We do not currently have a mailing list for you to subscribe to. In any event, your data will not be disclosed to any third parties without your consent or as otherwise allowed by the relevant data protection legislation and will only be used for responding to your query (or purposes associated with that purpose).
For more details about Privacy Policy and Cookies policy, please go to: https://www.reeds.co.uk/privacy-cookies/
Complaints handling policy
Complaints Handling Officers
Jan Matthews is the firm’s Complaints Handling Officer. The firm operates a Complaints Handling Procedure which is set out at section 3.13 of the Office Manual. The Complaints Handling Procedure is published on the firm’s website and should be provided to any client on request. You should refer to the Complaints Handling Procedure if you need to know:-
· What amounts to a complaint?
· What does not amount to a complaint?
· What is the position if a client is making an allegation of professional negligence?
· What are the procedures for dealing with a complaint?
· What happens if we are not able to resolve a client’s complaint?
Whilst Jan Matthews has overall responsibility for complaints’ handling, it may be appropriate for other supervisors and senior managers to respond to clients’ complaints in certain circumstances. The best person to respond to a client’s complaint will be decided on a case by case basis, but as a rule of thumb, the following people will usually be allocated to deal with certain complaints that are not being dealt with by Jan Matthews. The below individuals are authorised to further authorise a senior individual within a management position to undertake complaints investigations on a case by case basis, but will remain with overall oversight of the complaint. Should the complaint be received in relation to Jan Matthews, it will be handled by Julian Richards.
Neil Jarvis – Partner – Solicitor – General Crime Department
Nicola Hutchinson – Partner – Solicitor – Private Crime Department
Stuart Matthews – Partner – Solicitor – Private Crime Department
Scott Primmer – Partner – Solicitor – Private Crime Department
Julian Richards – Partner – Solicitor – Complex Crime Department
Mark Abbott – Partner – Solicitor – Complex Crime Department
Nathan Seymour-Hyde – Partner – Solicitor – Fare Evasion work
Zoe Heron – Senior Associate – Solicitor – Military Law work
James Ferry – Partner – Solicitor – Family Law Department (Public Law)
Sobiah Hussain – Partner – Family Law Department (Private Clients)
Sarah Giffiths-Jones – Partner – Solicitor – All COP, MH and Inquest Departments
Nicola Maynard – Partner – Solicitor – Prison Law and Immigration Departments
Informing Clients of Right to Complain
We inform clients in writing at the outset of their matter of their right to complain and how complaints can be made. We advise them of their right to complain to the Legal Ombudsman and/or the Information Commissioner, the time frames for doing so and full details of how to contact them. Where appropriate, where a complaint has not been resolved to the client’s satisfaction within eight weeks of being made, we confirm to the client in writing their right to complain to the Legal Ombudsman, the time frame for doing so and full details of How to contact the Legal Ombudsman. Likewise, if the complaint relates to a data protection complaint if an SAR is not complied with within 30 days, then we confirm in writing the complaints right to make a complaint to us and to escalate to the ICO as necessary.
If a complaint cannot be resolved and our complaints procedure has been exhausted and we can not settle the complaint, we will provide the client with the name and address of an alternative dispute resolution (ADR) approved body which would be competent to deal with the complaint, and indicate whether we would agree to use the scheme operated by that body.
Negligence Claims
Where Complaints Handling Officer identifies a potential negligence claim or where a client claims financial loss, compensation or threatens legal action, he will decide, in conjunction with our insurers, whether the matter should continue to be dealt with under the Complaints Procedure or adopt some other course of action.
We inform clients if we discover any act or omission which could give rise to a claim by them against us but before doing so fee earners must refer any such cases to their supervisor for advice. If the supervisor agrees that the circumstances of the case could give rise to a claim then the case must be referred immediately to the Complaints Handling Officer and for the COLP to also be notified, who will decide, in conjunction with our insurers, what information should be provided to the client.
Resolving Complaints
The Complaints Handling Officer will offer the client appropriate redress and recommend amendments to unsatisfactory procedures to the management board where appropriate. Jan Matthews will ensure that any unsatisfactory procedures are corrected.
Record Keeping & Review
All email communications relating to complaints are copied to [email protected]. All emails received at this email are attached to the relevant case file and noted on central complaints records
The Complaints Handling Officer keeps details of all complaints received in a central record. Copies of any documents/correspondence showing how each complaint is resolved are also retained on the central record.
In addition to responding to complaints under the terms of the Complaints’ Handling Procedure, our procedures include an annual review of all complaints to seek to identify any patterns of conduct which are giving rise to complaints, to be able to implement any necessary changes in our processes.
This Complaints Policy and the Complaints Handling Procedure will be reviewed annually by Jan Matthews.
Equality, Diversity and Inclusion Policy (V2)
We are committed to eliminating unlawful discrimination and to promoting equality, diversity and inclusion within our policies, practices and procedures. This applies to our professional dealings with clients and others.
The COLP is responsible for implementing and monitoring our Equality, Diversity and Inclusion policy. The COLP undertakes a review of this policy annually to verify it is in effective operation and ensures that appropriate action is taken in relation to any non-compliance identified under this policy or barriers to equal opportunities.
We treat everyone equally and with the same attention, courtesy and respect regardless of:
-
- sex (including marital status, gender reassignment, pregnancy, maternity and paternity);
- sexual orientation (including civil partnership status);
- race or racial group (including colour, nationality and ethnic or national origins);
- religion or belief;
- age;
- caring responsibilities; or
- disability
We take all reasonable steps to ensure that the firm and its staff do not unlawfully discriminate under:
-
- the Equality Act 2010;
- the Employment Rights Act 1996;
- the Human Rights Act 1998;
- the Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000;
- the Fixed-Term Employees (Prevention of Less Favourable Treatment) Regulations 2000;
- the Work and Families Act 2006;
- the Civil Partnership Act 2004;and
- any other relevant legislation in force from time to time relating to discrimination in employment and the provision of goods, facilities or services
We are committed to meeting the diverse needs of clients. We take all steps to promote equal opportunities in relation to access to the legal services that we provide, taking account of the diversity of the communities that we serve, in order to ensure that, subject to funding constraints, our services are accessible to all clients.
We will take steps to identify the needs of clients in the community and develop plans and procedures setting out how we will meet clients’ needs and for ensuring the services which we provide are accessible to all. In particular, we will take into account the needs of clients with disabilities and clients who are unable to communicate effectively in English. We will consider whether particular groups are predominant within our client base and, where possible, will ensure that their needs are met.
We do not unlawfully discriminate in dealings with experts and third parties. All experts and third parties are instructed from a register of experts and have been assessed by the firm as being capable of meeting both our and our clients’ requirements. Experts and third parties are instructed because they satisfy our selection criteria.
We treat all job applicants equally and fairly and do not unlawfully discriminate against them. We do this by ensuring that we operate an open and fair recruitment process, using selection criteria which does not discriminate, and make decisions based on individual qualities and personal merit. Promotion within the firm including into the partnership/directorship is made solely on merit. We will provide training in equal opportunities to managers and others likely to be involved in recruitment or other decision making where equal opportunities issues are likely to arise.
Candidates for employment or promotion will be assessed objectively against the requirements for the job, taking into account any reasonable adjustments that may be required for candidates with a disability. Disability and personal or home commitments will not form the basis of employment decisions, unless we are unable to accommodate the applicant’s needs for business reasons.
We consider all employees to be equal and create a working environment which is free from unlawful discrimination. This applies equally to voluntary positions and anyone undertaking work experience with us. This will, for example, include arrangements for employment & partnership/directorship, recruitment and selection, terms and conditions of employment, access to training opportunities, conditions of service, access to promotion and transfers, grievance and disciplinary processes, dress code, work allocation and any other employment related activities.
All staff are informed of this policy as part of their induction and during annual equality, diversity and inclusion update training. All staff are expected to pay due regard to the provisions of this policy and the specific outcomes within Chapter 2 of the SRA Code of Conduct and are responsible for ensuring compliance with them when undertaking their jobs or representing our firm.
We treat all complaints of unlawful discrimination made by any of our staff, clients, barristers, experts or other third parties seriously and will take action where appropriate. All complaints are investigated in accordance with our grievance or complaints procedure and the complainant will be informed of the outcome. We also monitor the number and outcome of complaints of discrimination.
Where acts of unlawful discrimination, harassment or victimisation and/or failure to comply with this policy by any member of staff are identified, we will ensure that our Disciplinary Procedure is followed and this may result in disciplinary proceedings being instigated.
We collate, monitor and record, at least annually, equality & diversity data existing staff including partners/directors on the basis of gender, age, disability, ethnic groups, religion/beliefs, sexual orientation, educational background and carer responsibilities. This information is collated in the form of a confidential survey, which is optional, however all employees are encouraged to complete the survey. We process this data securely and in line with the requirements for processing special category personal data in the GDPR. Employees are also asked to comment on how they consider the policy to work in practice within the firm.
We provide equality, diversity and inclusion information to the Legal Aid Agency (LAA) and the Solicitors Regulation Authority (SRA) as required in relation to staff and clients under the terms of the LAA Contracts.
We identify equality, diversity and inclusion training needs as and when appropriate, and address them as part of our overall learning and development plan. This includes the provision of annual update equality, diversity and inclusion training. Our equality, diversity and inclusion training and communication objectives are reviewed at least annually.
It is unlawful to fail to make reasonable adjustments to overcome barriers caused by disability. It is our duty to make reasonable adjustments including the removal, adaptation or alteration of physical features, if the physical features make it impossible or unreasonably difficult for disabled people, this includes making adjustments to standard working practices.
if you have any queries, please contact us by email at [email protected]