Privacy Policy
This Privacy Policy explains how we collect, use, store, and share personal data when you visit our website, contact us, or use our services. We aim to comply with applicable UK data protection law, including the UK GDPR and the Data Protection Act 2018.
1) Who we are
Controller: Polydigi Solutions Ltd
Contact: Contact page
2) What data we collect
- Contact details you provide (e.g., name, email, phone number, organisation).
- Message content you send to us (including descriptions of your matter and any materials you attach).
- Basic technical data (e.g., IP address, browser type, device data, approximate location derived from IP, and website usage data) if logging/analytics are enabled.
Important: If you choose to share documents or evidence materials with us, they may contain sensitive personal data. Please only share what is necessary for an initial assessment. If you are unsure, ask us first.
3) How we use your data
- To respond to enquiries and arrange consultations.
- To assess whether our Evidence Architecture services are suitable for your matter.
- To provide and administer our services, including preparing evidence structure, chronologies, and submission-ready bundles.
- To improve website security and performance (e.g., preventing abuse).
- To comply with legal obligations and to establish, exercise, or defend legal claims where necessary.
4) Lawful bases (UK GDPR)
- Contract (Article 6(1)(b)): to take steps at your request before entering a contract, and to deliver services.
- Legitimate interests (Article 6(1)(f)): to respond to enquiries, run and secure our website, and manage our business.
- Legal obligation (Article 6(1)(c)): where record-keeping or compliance requires it.
- Consent (Article 6(1)(a)): only where we explicitly ask and you freely give it (e.g., certain cookies/marketing, if used).
5) Sharing your data
We do not sell personal data. We may share data only when necessary, for example:
- Service providers (e.g., hosting, email, document storage) acting as processors under our instructions.
- Professional advisers (e.g., accountants, legal advisers) under confidentiality where needed.
- Authorities if required by law, court order, or to prevent fraud or unlawful activity.
6) International transfers
If we (or our providers) transfer personal data outside the UK, we will use appropriate safeguards (such as adequacy regulations or contractual protections) where required.
7) Data retention
- Enquiry data: kept as long as necessary to respond and manage follow-up.
- Client/project data: kept for the duration of the engagement and a reasonable period thereafter for record-keeping and legal protection.
- We may retain data longer where required by law or for legal claims.
8) Security
We apply reasonable technical and organisational measures to protect data. No method of transmission or storage is 100% secure, but we work to prevent unauthorised access, disclosure, alteration, or loss.
9) Your rights
Subject to conditions and exemptions under UK law, you may have rights to:
- Access your personal data
- Correct inaccurate data
- Delete data (“right to be forgotten”)
- Restrict or object to processing
- Data portability
- Withdraw consent (where processing relies on consent)
To exercise your rights, contact us via the Contact page. We may need to verify your identity.
10) Complaints
If you have concerns, please contact us first. You may also lodge a complaint with the UK Information Commissioner’s Office (ICO).
11) Cookies
We may use essential cookies for site functionality. If we use analytics or non-essential cookies, we will provide a suitable notice/choice mechanism.
12) Updates to this policy
We may update this Privacy Policy from time to time. The effective date above will be updated accordingly.