Privacy Policy

Last updated: 4 April 2025

1. Introduction and Scope

This Privacy Policy sets out how ILA-Connect Limited (“ILA-Connect”, “we”, “us” or “our”) collects, uses, shares, and protects your personal data when you visit our website (www.ila-connect.co.uk) or use our services to book appointments for Independent Legal Advice (ILA) provided by independent solicitors. This Policy is issued in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

ILA-Connect Limited is not a law firm, does not provide legal advice, and does not form a solicitor-client relationship with any user. We act as a booking and coordination facilitator only. The legal advice you receive is provided solely by independent, SRA-regulated solicitors whom we introduce.

By using our website or engaging our services, you acknowledge this role and consent to the practices described in this Privacy Policy.

2. Who We Are

ILA-Connect Limited is a company registered in England and Wales under company number 11500074 with registered office at:

130 Aztec West, Park Avenue, Almondsbury, Bristol BS32 4UB, United Kingdom.

We are a data controller for the personal data you provide directly to us. Where we pass data to solicitors for the purpose of your appointment, they become independent controllers of that data. For privacy-related enquiries, you may contact us at:

Email: privacy@ila-connect.co.uk
Phone: 0333 300 1879
Postal: ILA-Connect Limited, 130 Aztec West, Park Avenue, Almondsbury, Bristol BS32 4UB

3. Personal Data We Collect

We collect only what is necessary for the booking and coordination of ILA appointments, and for running our business securely and lawfully. This includes:

• Identity & Contact Information: Name, email address, phone number, and address.
• Appointment Details: Type of ILA sought, chosen solicitor, date/time, and information about the transaction.
• Identification Documents: Passport, driving licence, proof of address (for KYC/AML).
• Documents for Legal Advice: Uploaded contracts, guarantees, or other materials sent via our client portal.
• Technical Data & Cookies: IP address, browser type, device data, page views, navigation, Google Analytics data.
• Communications: Any emails, phone calls, or messages you send to us.
• Consent Preferences: Marketing opt-ins, cookie preferences, or analytics choices.

We do not collect any payment information. All solicitor fees are handled separately by the solicitor.

4. Legal Bases for Processing

We rely on the following lawful bases under UK GDPR to process your data:

• Performance of a Contract (Art. 6(1)(b)): To arrange your ILA appointment.
• Legal Obligation (Art. 6(1)(c)): To assist solicitors with AML and ID verification.
• Legitimate Interests (Art. 6(1)(f)): To operate our platform securely, monitor traffic, and facilitate efficient service delivery.
• Consent (Art. 6(1)(a)): For non-essential cookies (e.g. analytics) or marketing communications.

We do not rely on consent for most uses, but where we do, you may withdraw it at any time.

5. How We Use Your Information

We use personal data to:

• Schedule your appointment and confirm logistics.
• Create and manage your client portal securely.
• Share necessary details with your chosen or assigned solicitor.
• Transfer uploaded files to the solicitor via Dropbox or portal access.
• Monitor and improve website performance.
• Respond to your enquiries.
• Facilitate compliance with solicitor AML/KYC duties.
• Communicate essential appointment information (e.g. confirmations, updates, support).

We do not use your data for advertising or profiling. We may send service emails, but not general marketing unless you explicitly opt-in.

6. Sharing Your Information

We only share your data where necessary:

a. With Solicitors

We send your information and uploaded documents to the solicitor you are connected with. That solicitor becomes a separate data controller. They are responsible for their own legal obligations and confidentiality duties.
We currently refer to:

• Brewer Wallace Solicitors
• Kevin Ross Ogle (Freelance Solicitor)
• Other SRA-regulated solicitors as needed

We are not liable for the solicitor’s use of your data after we pass it to them.

b. With Third Parties at Your Direction

We may share confirmation of ILA (e.g. signed advice certificate) with a lender or broker, but only at your instruction or with your consent.

c. With Trusted Service Providers

We use the following third-party processors:

Provider: Amelia (TMS Plugins)
Purpose: Online booking system
Privacy Info: Privacy Policy

Provider: Motion.io
Purpose: Client portal for document upload
Privacy Info: Privacy Policy

Provider: Zapier Dropbox
Purpose: Automation between systems Secure file storage
Privacy Info: Privacy Policy

Provider: Google Analytics
Purpose: Anonymous website usage tracking
Privacy Info: Privacy Policy

Provider: Vautron
Purpose: Web and email hosting
Privacy Info: Vautron Privacy Info (German)

Each processor is under a binding data processing agreement with us and may only use your data on our instructions.

d. Legal Obligations and Authorities

We may disclose your data to law enforcement, courts, regulators, or in connection with legal disputes or fraud prevention, if legally required to do so.

7. Cookies and Analytics

We use cookies for:

• Essential Functions – e.g. booking, navigation, session storage.
• Analytics (with consent) – via Google Analytics to understand user behaviour.

Google Analytics data is anonymised (IP masking is enabled). You are asked for consent via cookie banner on your first visit. You may revoke this at any time via our cookie settings or browser tools.

We do not use:

• Advertising cookies
• Social media tracking pixels
• Third-party behavioural profiling

8. Data Retention

We retain personal data only as long as needed:

• Appointment details and basic client records: Retained indefinitely unless you request deletion.
• Identification documents: Typically retained up to 5 years, mirroring AML regulations.
• Client portal content: Stored for up to 1 year after appointment, then archived or deleted.
• Emails and support communications: Retained for 1–3 years depending on nature.
• Analytics data: Retained in Google Analytics for up to 14 months.

We regularly review and delete data no longer required.

9. International Data Transfers

Some data (e.g. via Zapier, Dropbox, or Motion.io) may be processed outside the UK. To ensure your data remains protected, we rely on:

• Adequacy decisions (e.g. transfers to the EEA);
• Standard Contractual Clauses (SCCs);
• Additional technical safeguards (e.g. encryption, secure portals).

We monitor regulatory developments and will update practices accordingly.

10. Data Security

We take appropriate measures to secure your personal data, including:

• HTTPS encryption across the site;
• Limited staff access to sensitive files (least privilege);
• Encrypted cloud storage;
• Regular patching of website software and booking systems;
• Secure hosting via Vautron (Germany);
• Training and internal protocols for data handling;
• Regular audits of third-party providers’ security policies.

While no system is immune to risk, we are committed to maintaining the highest level of technical and organisational safeguards.

11. Your Rights

Under UK GDPR, you have the right to:

• Access your data
• Correct inaccurate or incomplete data
• Request deletion (“right to be forgotten”)
• Restrict processing in certain circumstances
• Data portability (to receive your data in a portable format)
• Object to certain uses (e.g. analytics, marketing)
• Withdraw consent (e.g. for cookies or updates)
• Not be subject to automated decisions (we don’t use these)

To exercise your rights, email: privacy@ila-connect.co.uk

We may require ID to verify your request.

12. Complaints

If you are unhappy with how we handle your data, please contact us at privacy@ila-connect.co.uk. We will respond promptly and take concerns seriously.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/make-a-complaint
Phone: 0303 123 1113 (UK)

If you are based in the EU, you may also complain to your national data protection authority.

13. Changes to this Privacy Policy

We may update this Policy periodically. The latest version will always appear on our website and include a “last updated” date. Material changes will be communicated directly (e.g. by email or a homepage notice).

14. Version and Contact

This is the Privacy Policy of ILA-Connect Limited

Email: privacy@ila-connect.co.uk
Website: www.ila-connect.co.uk
Phone: 0333 300 1879
Address: ILA-Connect Limited, 130 Aztec West, Park Avenue, Almondsbury, Bristol BS32 4UB