Privacy Policy

Who operates this service

Connected Onboarding provides outsourced administrative and operational client-onboarding support to law firms in England and Wales.

Connected Onboarding is not a law firm, is not authorised or regulated to carry out reserved legal activities, and does not provide legal advice. The instructing law firm remains responsible for all legal work, supervision, regulatory compliance, risk assessments, anti-money-laundering decisions and client-acceptance decisions.

Information we collect directly

When you use this website or contact us, we may collect:

• Your name, job role and the name of your firm
• Your email address and telephone number
• The content of your enquiry, including your preferred onboarding timeline
• Booking details when you schedule a call through our embedded booking calendar
• Account details if you are given access to the Connected Onboarding portal
• Technical information such as pages visited, where analytics cookies are used with your consent

Information we receive from instructing law firms

When a law firm instructs us to support its onboarding administration, we may receive personal information about that firm's clients and related parties, for example:

• Names, contact details and correspondence
• Identity and address evidence collected for the firm's checks
• Documents and evidence relating to source of funds and source of wealth
• Matter references, status information and onboarding progress notes

We receive this information to carry out the administrative tasks the firm has asked us to perform. We do not assess, approve or decide on the outcome of any compliance check.

How we use information

• To respond to enquiries and arrange discovery calls
• To provide the agreed administrative onboarding support
• To collect, chase and organise information and documents on behalf of the instructing firm
• To provide status updates, reporting and structured handover summaries to the firm
• To operate, secure and improve the Connected Onboarding portal
• To meet our own legal, accounting and record-keeping obligations

Lawful bases for processing

Where we act as a controller of personal data, we rely on:

• Legitimate interests — responding to business enquiries, operating and securing our service, and administering our relationships with client firms
• Contract — performing our agreement with the instructing law firm or with you
• Legal obligation — meeting record-keeping and other statutory duties
• Consent — non-essential cookies and any optional marketing communications, which you may withdraw at any time

Where we act as a processor for an instructing law firm, that firm determines the purpose and lawful basis, and we process the information only under its documented instructions.

Controller and processor roles

The exact relationship depends on the service and the contractual arrangement in place with the instructing law firm:

• For our own business contacts, website enquiries and portal accounts, we generally act as a data controller
• For personal information handled while carrying out onboarding administration for a law firm, the firm is generally the controller and we act as a processor on its behalf

Where we act as a processor, the firm's own privacy notice governs how that information is used, and a written data-processing agreement should be in place setting out the instructions, security measures and duration of processing.

Sharing information

We may share information with:

• The instructing law firm and its authorised contacts
• Service providers who support our operations, such as hosting, database, email delivery and scheduling providers, acting under contract
• Professional advisers, where necessary
• Regulators, courts or law-enforcement bodies where we are legally required to do so

We do not sell personal information.

International transfers

Some of our suppliers may process information outside the United Kingdom. Where that happens, we take steps to ensure an appropriate safeguard is in place, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum.

Data retention

We keep personal information only for as long as it is needed for the purpose it was collected, or for as long as the instructing law firm requires under its own retention policy.

• Onboarding records held on behalf of a firm: retained and deleted in line with the firm's documented instructions
• Portal account records: retained while the account is active and for a reasonable period afterwards

Information security

We use technical and organisational measures appropriate to the information we handle, including role-based access, access controls on our systems, encrypted connections, audit trails and confidentiality obligations for the people who work with us.

No online service can be guaranteed to be completely secure. We do not claim any certification, accreditation or formal security standard unless it is stated and verified in writing.

Cookies and analytics

This website uses cookies. Essential cookies are needed for the site to function. Non-essential cookies, including analytics and cookies set by the embedded booking calendar, are only used where you have given consent. See our Cookie Policy for full details and to change your choices at any time.

Your rights

Subject to the conditions in UK data-protection law, you have the right to:

• Ask what personal information we hold about you and receive a copy
• Ask us to correct inaccurate information
• Ask us to delete information in certain circumstances
• Ask us to restrict or object to certain processing
• Ask for portability of information you provided to us
• Withdraw consent where we rely on consent
• Not be subject to solely automated decisions with legal or similarly significant effects

If your request relates to information we handle for an instructing law firm, we will normally refer it to that firm as the controller and support the firm in responding.

Complaints to the ICO

If you are unhappy with how we have handled your information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Contact

Email: hello@connectedconveyancing.co.uk

Telephone: 07356 285287

Changes to this policy

We may update this policy to reflect changes to our service, our suppliers or the law. The date at the top of this page shows when it was last updated.