Witness Connect Privacy Policy

1. Introduction

Witness Connect respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share personal data when you use our platform. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant laws. By using Witness Connect, you acknowledge that you have read and understood this Privacy Policy.

2. Data Controller

Witness Connect is the Data Controller for personal data processed via the platform. For certain activities (such as expert reports), Witness Connect may act as a Data Processor on behalf of solicitors who remain the Data Controller.

3. Data We Collect

We may collect and process the following categories of data: - Experts: name, contact details, CV, qualifications, professional registrations, insurance, payment details, uploaded documents, communications. - Solicitors: name, contact details, firm details, SRA number (if applicable), payment details, uploaded case documents, communications. - Special Category Data: case materials may include medical, psychological, or other sensitive personal data. This is processed strictly for the purpose of expert instruction and reporting.

4. How We Use Personal Data

We process data for the following purposes: - Facilitating connections between solicitors and experts. - Verifying expert credentials and compliance. - Managing secure communications and case document exchange. - Managing payments via our third-party payment provider. - Compliance with legal and regulatory obligations. - Improving the platform and user experience.

5. Lawful Bases for Processing

We rely on the following lawful bases under UK GDPR: - Contract: processing necessary to perform our contract with you. - Legal Obligation: compliance with laws and regulations. - Legitimate Interests: operating and improving the platform in a balanced and proportionate way. - Consent: required for processing special category data where instructed by solicitors, and for cookies/marketing communications.

6. Sharing of Data

We may share personal data with: - Solicitors and experts engaged in cases via the platform. - Third-party payment providers (escrow services). - IT, security, and hosting providers. - Regulators or law enforcement where legally required. We do not sell personal data to third parties.

7. International Transfers

If personal data is transferred outside the UK, we ensure safeguards such as Standard Contractual Clauses or adequacy decisions are in place.

8. Data Retention

• Expert and solicitor account data: retained for as long as the account is active.

• Case documents: retained in line with legal and contractual obligations, then securely deleted.

• Financial and transaction records: retained for a minimum of six years in line with HMRC requirements.

9. Data Security

• End-to-end encryption for documents and communications.

• Role-based access controls.

• Regular penetration testing and monitoring.

• Secure cloud storage with offsite backups.

10. Your Rights

Under UK GDPR you have the following rights: - Right of access to your data. - Right to rectification of inaccurate data. - Right to erasure (subject to legal obligations). - Right to restrict processing. - Right to data portability. - Right to object to processing. - Right to lodge a complaint with the ICO.

Requests to exercise your rights can be made by contacting Witness Connect at support@witnessconnect.co.uk.

11. Cookies

We use cookies and similar technologies. Please see our Cookie Policy for details.

12. Updates to this Policy

We may update this Privacy Policy from time to time. Significant changes will be notified to users via email or platform notifications.

Contact Us:
Veritas Tech Holdings Ltd, Oxford House 15-17 Mount Ephraim Road, Tunbridge Wells, England, TN1 1EN
Email: support@witnessconnect.co.uk
ICO Registration Number: CSN8254216