Espona Referral Consultancy customer privacy notice
Espona Referral Consultancy is a UK-based legal referral consultancy. We assist individuals by connecting them with qualified, regulated legal professionals. We are committed to protecting your personal information in line with the UK GDPR and the Data Protection Act 2018.
This privacy notice tells you what to expect us to do with your personal information.
Contact
If you have questions about this policy or how your data is handled, please contact us
Espona Referral Consultancy
Email: esponareferral@gmail.com
What Personal Data We Collect
We may collect and process the following types of information:
Your name, phone number, and email address, address
Identification documents
Date of birth
Information about your legal support needs
Communications (emails, messages, call notes)
Intake form responses and consultation scheduling details
How We Use Your Information
Your personal information is used to:
Respond to your enquiry and assess your needs
Schedule initial consultation calls
Refer you to a regulated legal professional
Send you documentation or follow-up messages
Maintain secure records for service delivery and compliance
We will never use your information to provide legal advice.
Legal Basis for Processing
We process your data under the following legal grounds:
Consent – when you voluntarily submit a contact form, intake form, or schedule a consultation
Legitimate interest – to connect you to legal assistance and communicate with you
Legal obligation – if required by regulatory or legal authorities
Data Storage & Security (Clio Grow)
We use Clio Grow, a secure, cloud-based legal client intake and CRM system, to store and manage all client information.
Clio Grow is fully GDPR-compliant and includes:
Encrypted data storage
Secure access controls
Two-factor authentication
Data retention policies compliant with legal requirements
Clio is operated by Themis Solutions Inc. (Canada), a company committed to UK and EU data protection standards.
Sharing of Information
We may share your information with:
Regulated legal professionals (solicitors or immigration advisers) for referral purposes — with your consent
Service providers who assist in running our business (e.g. Clio, scheduling tools)
Regulatory or legal authorities where required
We do not sell your personal data to third parties.
How Long We Keep Your Data
We will retain your personal data for a period of up to six years following the conclusion of our engagement or last contact. This retention period is necessary to comply with legal obligations and to protect our legitimate interests, such as handling any future queries or claims. After this period, your data will be securely deleted or anonymised unless otherwise required by law.You may request deletion at any time, subject to legal obligations.
Your Rights Under UK GDPR
You have the right to:
Request access to your personal data
Correct inaccurate information
Request erasure (where appropriate)
Withdraw consent at any time
Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk
Lawful bases and data protection rights explained
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
ICO Registration
Espona Referral Consultancy is registered with the Information Commissioner’s Office (ICO) under registration number ZB946492
Last updated
Version 1.0 – 19th July 2025
This version replaces all previous versions and is valid from the date shown above.