Privacy Notice

Last updated: 28 August 2026

Williams Law Ltd uses personal information to respond to enquiries, operate its business, recruit staff and manage business relationships. Legal services are provided through Taylor Rose Limited. Where an enquiry progresses to regulated legal services, relevant information may be passed to Taylor Rose and will then be handled within Taylor Rose's own privacy and regulatory framework.

1. WHO WE ARE AND THE SCOPE OF THIS NOTICE

Williams Law Ltd ("Williams Law", "we", "us" or "our") is a company based in Bridgend. This notice explains how Williams Law processes personal information for its own business purposes, including website and other enquiries, recruitment, business contacts, suppliers, referrers, marketing and business development, general business correspondence, telephone-call recording and CCTV at our premises. Williams Law Ltd is the controller of the personal information it processes for the activities covered by this notice.

Williams Law Ltd is not itself an SRA-authorised law firm. Regulated legal services are provided through Taylor Rose Limited, which is authorised and regulated by the Solicitors Regulation Authority (SRA No. 623604).

Where an enquiry proceeds to regulated legal services, relevant information may be provided to Taylor Rose so that a fee estimate can be prepared, onboarding can be completed or a legal matter can be progressed. Taylor Rose is responsible for its own processing of personal information in connection with those regulated services and will handle that information in accordance with its own privacy and regulatory obligations. This notice does not replace Taylor Rose's privacy information for a legal matter.

Our separate workforce data-protection documents apply to personal data processed about employees and other members of our workforce. This notice covers applicants and prospective recruits before employment begins.

2. PERSONAL INFORMATION WE MAY COLLECT

Depending on how you interact with us, we may collect and use:

identity and contact details, such as your name, telephone number, email address and postal address;

information you provide in a website form, email, telephone call, social-media message or other enquiry, including free-text messages about the assistance you require;

information needed to prepare or facilitate a conveyancing fee estimate, such as property details, transaction type, price or value, lender information and relevant deadlines;

recruitment information, such as a CV, employment history, qualifications, availability and other information provided with an application or speculative enquiry;

business-contact information relating to referrers, estate agents, brokers, developers, suppliers, contractors and other professional contacts;

records of correspondence, service feedback and review-related communications;

technical information generated through our website, including necessary cookie, security, device and usage information; and

audio recordings and related call information, including telephone numbers, dates, times and call duration, where calls are made to or from Williams Law;

CCTV images and related date, time and location information captured at and around our premises; and

other personal information provided to us where reasonably necessary for the operation, administration, security or compliance of Williams Law.

3. HOW WE OBTAIN PERSONAL INFORMATION

We usually obtain personal information directly from you. We may also receive information from another person or organisation, for example a professional referrer, estate agent, broker, developer, recruitment contact, supplier or Taylor Rose, where this is appropriate and lawful.

Where information is obtained from another source, the categories of information are generally those described above. If you do not already have the relevant privacy information, we will provide or make it available within the period required by data-protection law, subject to any applicable exception.

4. WHY WE USE PERSONAL INFORMATION AND OUR LAWFUL BASES

We only use personal information where we have a lawful basis. Our main purposes and lawful bases are:

Prospective-client enquiries and facilitating a Taylor Rose fee estimate or hand-off: legitimate interests in operating Williams Law, responding to requested enquiries and facilitating access to the regulated legal-service provider.

Recruitment and speculative CVs: taking steps at your request before a possible employment contract, and legitimate interests in recruitment and workforce planning where appropriate.

Referrers, suppliers, contractors and professional relationships: contract where applicable; otherwise legitimate interests in operating and developing our business relationships.

Website operation, security and necessary cookies: legitimate interests and legal obligations for necessary site operation and security; consent where required for non-essential cookies or similar technologies.

Record keeping, complaints, disputes, security and regulatory matters: legal obligation and/or legitimate interests in protecting our business, establishing or defending legal rights, and meeting regulatory or legal requirements.

Permitted marketing, service updates or business-development communications: consent where required; otherwise legitimate interests where permitted, subject to applicable electronic-marketing rules and your right to object.

Telephone call recording: legitimate interests in training and quality assurance, resolving concerns, protecting callers, staff and the business, maintaining appropriate records and establishing, exercising or defending legal rights.

CCTV at and around our premises: legitimate interests in premises security, protecting people and property, preventing or detecting crime and investigating incidents.

Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether your rights and interests override them. We do not rely on consent where another lawful basis is more appropriate. Where we do rely on consent, you may withdraw it at any time without affecting earlier lawful processing.

5. DO YOU HAVE TO PROVIDE PERSONAL INFORMATION?

In most cases, you choose whether to contact us or provide personal information. However, if you do not provide information that is reasonably necessary for us to respond to an enquiry, assess an application, manage a business relationship or facilitate a requested fee estimate or hand-off, we may be unable to progress that request.

If particular information is required by law or under a contract, or is necessary before entering into a contract, we will explain that where relevant and, where appropriate, the consequences of not providing it.

6. WEBSITE ENQUIRIES AND THE TAYLOR ROSE HAND-OFF

The Williams Law website is hosted and operated using Wix. When you submit the website contact form, the submission is stored within Wix and a notification containing the enquiry is sent to the Williams Law shared Microsoft 365 mailbox at info@williamslawltd.co.uk.

Authorised Williams Law personnel may access the shared mailbox as part of handling enquiries. Access to Wix administration is restricted and reviewed. Trusted website or IT contractors may be given temporary or limited access where genuinely necessary for development, maintenance or support, and their access is reviewed and removed or reduced when the work is complete.

If your enquiry proceeds and a Taylor Rose matter is opened, relevant enquiry information may be sent using Taylor Rose systems and retained on the Taylor Rose matter file. Williams Law does not maintain a separate parallel legal case file.

7. TELEPHONE CALLS AND CALL RECORDINGS

Calls made to or from the Williams Law telephone system are recorded. We use call recordings for training and quality monitoring and, where necessary, to investigate complaints or concerns, resolve disputes, maintain security, protect callers, staff and the business, and establish, exercise or defend legal rights. Our main lawful basis is our legitimate interests in carrying out those activities in a necessary and proportionate way.

Recordings may include the information discussed during the call and related call information such as telephone numbers, date, time and duration. Where a call relates to a matter progressing through Taylor Rose, relevant information may be transferred to the Taylor Rose matter record. The Williams Law recording is not used as a parallel legal case file.

Access is restricted to authorised personnel and service providers who require it for an authorised purpose. Recordings are retained only for as long as reasonably necessary for the purposes above, taking account of the telephone system's configured retention period and any complaint, dispute, incident or legal requirement that justifies retaining a particular recording for longer.

8. CCTV AT OUR PREMISES

CCTV operates at and around the Williams Law premises and records images in external and internal areas. Signs are displayed to make visitors and staff aware that CCTV is in use.

We use CCTV for premises security, the prevention or detection of crime, the safety of staff and visitors, the protection of people and property, and the investigation of incidents. Our lawful basis is our legitimate interests in carrying out those activities in a necessary and proportionate way.

Access is restricted to authorised personnel and relevant service providers. Images may be disclosed where necessary to law-enforcement bodies, insurers, professional advisers or other appropriate parties. CCTV images are retained only for as long as reasonably necessary, including allowing an incident to come to light and any resulting investigation to be completed.

9. WHO WE MAY SHARE PERSONAL INFORMATION WITH

We may share personal information where reasonably necessary with:

Taylor Rose Limited, where an enquiry progresses towards or becomes a regulated legal matter;

Wix and other website hosting, security or support providers used to operate the Williams Law website;

Microsoft 365 and other business-technology providers used for email, document storage and administration;

Flotek and other telephone, call-recording, voicemail and communications-service providers used to operate the Williams Law telephone system;

CCTV, premises-security and related technical-support providers where access is necessary to operate, maintain or support the system;

social-media platform providers where you choose to contact or interact with us through those platforms;

trusted website developers, IT support providers and other contractors where access is necessary for a specific task and subject to appropriate confidentiality and data-protection arrangements;

professional advisers, insurers, accountants, auditors or other advisers where necessary;

regulators, courts, law-enforcement bodies or public authorities where required or permitted by law; and

other parties where you have asked us to make a disclosure or where another lawful basis applies.

We do not sell personal information to third parties.

10. INTERNATIONAL PROCESSING AND TRANSFERS

Some of the technology providers we use operate internationally. Personal information processed through services such as Wix or Microsoft 365 may therefore be stored or processed outside the United Kingdom.

Where a transfer of personal information outside the UK is restricted by data-protection law, the transfer must be supported by an appropriate lawful mechanism. Depending on the circumstances, this may include UK adequacy regulations or appropriate contractual or other safeguards. You may contact us if you would like further information about the safeguards relevant to a particular transfer.

11. HOW LONG WE KEEP PERSONAL INFORMATION

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting, regulatory, security or dispute-related requirement.

Prospective-client enquiries that do not proceed: generally for up to 12 months from the last meaningful contact, unless there is a specific reason to keep the information for longer. Information that is clearly no longer required may be deleted sooner.

Enquiries that proceed to a Taylor Rose matter: relevant enquiry information may be retained on the Taylor Rose matter file under Taylor Rose's own retention arrangements. Williams Law duplicate enquiry records remain subject to Williams Law's own retention review, generally applying the same 12-month enquiry rule unless there is a specific reason to retain them for longer, and do not become a separate permanent legal file.

Recruitment applications and CVs: generally for up to 6 months after the relevant recruitment decision. Speculative applications retained for possible future opportunities are generally kept for up to 6 months from receipt or the last meaningful contact, unless we tell you that a different period applies and have a lawful reason for doing so.

Business contacts, supplier and contractor records: for the duration of the relationship and thereafter only for as long as reasonably required for operational, accounting, contractual, legal or dispute purposes.

Website technical, cookie and consent records: for periods appropriate to their purpose and, where applicable, as described in our cookie information or service-provider settings.

Call recordings: retained only for as long as reasonably necessary for training, quality monitoring, complaint or dispute handling, security, record keeping or legal-rights purposes, taking account of the telephone system's configured retention period and any reason requiring a particular recording to be retained for longer.

CCTV images: retained only for as long as reasonably necessary for premises security, crime prevention or detection, safety, protection of people and property, and incident investigation, including allowing an incident to come to light and any resulting investigation to be completed.

Williams Law carries out an annual review of non-matter personal data and access permissions, including website submissions, shared-mailbox content, recruitment records, relevant SharePoint material and website or system collaborators. At the end of a standard retention period, we delete or anonymise information unless there is a clear and lawful reason to retain it for longer.

12. SECURITY AND ACCESS CONTROLS

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse or disclosure. Access is limited to people who need the information for an authorised business purpose. This includes access controls applying to call recordings and CCTV images.

Where third parties process personal information on our behalf, we take reasonable steps to ensure appropriate contractual, confidentiality and security arrangements apply. Access granted to external contractors is kept proportionate to the work required and reviewed when that work ends.

13. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances, you may have rights to:

be informed about how we use your personal information;

access personal information we hold about you;

ask us to correct inaccurate or incomplete information;

ask us to erase personal information in certain circumstances;

ask us to restrict processing in certain circumstances;

object to processing based on legitimate interests or to direct marketing;

receive certain information in a portable format where the right to data portability applies; and

withdraw consent at any time where processing is based on consent.

YOUR RIGHT TO OBJECT: You have the right to object at any time to the use of your personal information for direct marketing. You may also object to processing based on legitimate interests in certain circumstances. We will consider any objection in accordance with data-protection law.

These rights are not absolute and may be subject to legal conditions or exemptions. We may need to verify your identity before acting on a request. If you withdraw consent, this does not affect the lawfulness of processing carried out before withdrawal.

14. AUTOMATED DECISION-MAKING

We may use approved AI-assisted technology for limited business administration and support, including handling enquiries, correspondence and recruitment information. Any personal information processed in this way will remain subject to the purposes, lawful bases, retention, security and sharing provisions set out in this notice, with appropriate human oversight, and will not be used by Williams Law for solely automated decisions with legal or similarly significant effects. Information relating to a Taylor Rose legal matter remains governed by Taylor Rose’s own systems, policies and privacy framework.

15. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies and similar technologies for necessary site operation, security and, where enabled, analytics or other optional functions. Where consent is required before a non-essential cookie or similar technology is set or accessed, we will obtain that consent through the website's cookie controls. Further information should be available through the website's cookie information and consent settings.

16. CONTACTING US AND MAKING A COMPLAINT

If you have a question about this notice or how Williams Law uses your personal information, or you wish to exercise a data-protection right, please contact:

Chris Williams, Director of Operations
Email: chris@williamslawltd.co.uk
Williams Law Ltd, Units 1 & 2, Caitlyns Business Park, Heol Ffaldau, Bridgend, CF31 2AJ
Telephone: 01656 336871

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. We would welcome the opportunity to address any concern directly first. You can find information about making a complaint at ico.org.uk or contact the ICO helpline on 0303 123 1113.

17. CHANGES TO THIS NOTICE

We will review this notice regularly and update it where our systems, purposes, suppliers, data flows or legal requirements materially change. The current version will be published on the Williams Law website.