PRIVACY POLICY
Chipatiso Associates LLP
Last updated: 10 March 2026
Chipatiso Associates LLP (“Chipatiso Associates”, “we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and safeguard your information when you visit our website, contact us, or engage our legal services. We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable UK laws and regulatory obligations governing legal services.
By using our website or contacting us, you acknowledge the terms of this Privacy Policy.
1. Who We Are
Chipatiso Associates LLP
Suite 4, Office 1
Excelsior House
3–5 Balfour Road
Ilford
Essex
IG1 4HP
Email: info@chipatiso.co.uk
Tel: 0800 689 5103
Fax: 0208 043 0011
We are the data controller for the personal data we process.
2. What Personal Data We Collect
We collect personal information when you use our website, communicate with us, or instruct us to act on your behalf. This may include:
Contact and identity details
• Name, email address, phone number, postal address
• Date of birth, nationality, and identification documents
• Passport copies, visas, immigration history, and supporting documents
Case‑related information
• Information you provide regarding your immigration matter
• Details of family members included in applications
• Documents, evidence, correspondence, and forms relevant to your case
Special category and sensitive data (processed only when necessary and lawful)
• Health information
• Ethnicity and nationality details
• Criminal convictions and police records (where relevant to immigration matters)
• Biometric or official identification information
Technical and website usage data
• IP address, browser type, device details
• Pages visited and interactions on our website
• Cookies and analytics information
Communication data
• Emails, enquiry forms, letters, telephone records, meeting notes
Financial information
• Payment details, invoices, and transaction history
3. How We Collect Your Data
We collect personal data from several sources:
• Directly from you when you contact us, complete forms, or instruct us
• Through our website and online enquiry forms
• Through telephone calls, email correspondence, or video consultations
• From third parties related to your case (e.g., family members, employers, sponsors)
• From official sources (e.g., Home Office, courts, HM Passport Office, or international authorities)
• From publicly available sources where legally permitted
• From service providers (e.g., ID verification systems)
4. How We Use Your Personal Data
We use your data for purposes such as:
• Responding to your enquiries
• Providing immigration and nationality legal services
• Conducting conflict‑of‑interest and identity checks
• Preparing and submitting immigration applications
• Managing correspondence with the Home Office, courts, and government bodies
• Maintaining accurate records and client files
• Processing payments and issuing invoices
• Ensuring our website operates securely and efficiently
• Improving our services and user experience
• Meeting legal, regulatory, and professional obligations
• Defending legal claims or handling complaints
We do not use your data for automated decision‑making that produces legal or significant effects.
5. Lawful Bases for Processing Your Data
We rely on one or more of the following lawful bases under the UK GDPR:
• Contract – to provide legal services or take steps at your request
• Legal obligation – compliance with law, including anti‑money‑laundering requirements
• Legitimate interests – operating and improving our business and website
• Consent – where explicitly required (e.g., marketing or optional cookies)
• Public interest – certain immigration work may require this basis
• Vital interests – in rare circumstances where necessary to protect someone’s life
Special category data is processed where permissible under UK GDPR, including where necessary for establishing legal claims, exercising legal rights, or where information is manifestly made public by you.
6. Sharing Your Personal Data
We only share information when necessary and lawful. Recipients may include:
• Barristers, experts, interpreters, or other professionals involved in your matter
• Government bodies such as the Home Office, HM Courts & Tribunals Service
• Regulators including the Solicitors Regulation Authority (SRA)
• Law enforcement agencies if required by law
• Our IT, hosting, email, and case‑management service providers
• Payment processors and banks
• Professional advisers, auditors, and insurers
All third‑party service providers are bound by confidentiality and strict data‑protection obligations. We never sell or trade your personal data.
7. International Transfers
Some data may be transferred outside the UK, for example:
• Where your immigration matter involves overseas authorities
• Where we use secure cloud‑based systems hosted abroad
• Where you reside outside the UK and require international communication
Where this occurs, we ensure suitable safeguards are in place, such as:
• Adequacy regulations
• Standard Contractual Clauses
• International Data Transfer Agreements (IDTAs)
8. How Long We Keep Your Data
We retain personal data only as long as necessary for:
• Providing legal services
• Complying with regulatory and statutory duties
• Maintaining accurate business and audit records
• Defending legal claims
Typical retention periods include:
• Client and case files – minimum of 6 years after file closure
• AML and verification records – minimum statutory period
• Enquiries – retained only as long as necessary to respond
• Marketing data – until you unsubscribe
• Website analytics – as set out in our Cookie Policy
After retention periods, data is securely deleted or anonymised.
9. Your Data Protection Rights
You may have the following rights regarding your personal information:
• Access – request a copy of your data
• Rectification – correct inaccurate or incomplete data
• Erasure – request deletion in certain circumstances
• Restriction – limit how we use your data
• Portability – obtain your data in a structured format
• Object – including to marketing or certain legitimate‑interest processing
• Withdraw consent – when consent is the lawful basis
To exercise your rights, contact us at: info@chipatiso.co.uk
Right to complain to the ICO
If you are unhappy with how we handle your data, you can contact:
Information Commissioner’s Office (ICO)
www.ico.org.uk
Tel: 0303 123 1113
We encourage you to contact us first so we can address concerns directly.
10. Cookies and Website Tracking
Our website uses cookies and similar technologies to:
• Enable core website functionality
• Improve performance and load speed
• Support analytics to understand user behaviour
• Enhance overall user experience
Non‑essential cookies (e.g., analytics cookies) are used only with your consent.
You can change cookie settings at any time through your browser or device.
A full explanation is provided in our Cookie Policy.
11. Data Security
We take appropriate technical and organisational measures to protect your data, including:
• Secure servers and encrypted systems
• Access controls and authentication
• Encrypted communications (HTTPS / SSL)
• Regular system updates and monitoring
• Confidentiality agreements with staff and contractors
• Secure document handling and disposal
While no system can guarantee absolute security, we take all reasonable steps to safeguard your information.
12. Children’s Privacy
We do not knowingly collect information from individuals under 18 through our website. If your immigration matter involves a child, data is processed only with proper authority and parental/guardian involvement.
13. External Links
Our website may contain links to third‑party websites. We are not responsible for the privacy practices of external sites and recommend reviewing their policies before providing personal information.
14. Changes to This Privacy Policy
We may update or amend this Privacy Policy periodically to reflect changes in law or our operations. Any updates will appear on this page with a revised “last updated” date.
Last updated: 10 March 2026