Privacy Policy

1. Introduction

Equip Law Ltd respects your privacy and is committed to protecting your personal data.

This privacy policy explains how we collect, use, store and protect personal data when you visit our website (www.equip-law.co.uk), contact us, complete an enquiry form, download a resource, use any business diagnostic tool or legal assessment tool, book an appointment, receive business updates from us, or otherwise communicate with us.

This website and our services are intended for business users and are not directed at consumers.

2. Who we are

Equip Law Ltd is the controller of your personal data for the purposes of UK data protection law. Our details are:

• Company name: Equip Law Ltd
• Company number: 06926752
• Registered office: 25 Cabot Square, Canary Wharf, London E14 4QZ
• Website: www.equip-law.co.uk

For privacy-related queries, please contact us at info@equip-law.co.uk.

Where we refer to “Equip Law”, “we”, “us” or “our” in this privacy policy, we mean Equip Law Ltd and, where relevant, our subsidiaries (Inhouse Counsel Legal Services Limited) or group companies involved in supporting or providing services to you or your business.

Equip Law Ltd remains responsible for deciding how and why your personal data is used where it acts as data controller.

3. Personal data we collect

We may collect and use the following personal data:

• your name;
• your business or company name;
• your job title or role, if provided;
• your email address;
• your telephone number;
• your business address or correspondence address;
• details you provide when completing a website form;
• details you provide when booking an appointment;
• details you provide when downloading a resource, report or other material from our website;
• information you provide when using any diagnostic tool, business assessment tool, legal assessment tool or similar online assessment;
• information about your business, including your business structure, sector, size, growth stage, legal priorities, operational needs, risk areas, compliance position, contracts, employment arrangements, intellectual property, governance arrangements, funding plans or other business information you choose to provide;
• information contained in emails, messages or other communications you send to us;
• information about your preferences in receiving business updates or marketing communications from us;
• technical information about your use of our website, such as your IP address, browser type, device information, approximate location, pages visited, referral source, time spent on pages and website usage data, where collected through cookies, Google Analytics or similar technologies.

We do not collect payment information through our website.

We do not ask you to provide special category personal data through our website forms, appointment booking or diagnostic tools or downloadable resources.

Special category personal data includes information about health, racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic or biometric data, sex life or sexual orientation.

You should not provide special category personal data, confidential documents or sensitive matter details through our website unless we have specifically asked you to do so.

4. How we collect personal data

We collect personal data directly from you when you use our website, complete a form, download a resource, use an online diagnostic or assessment tool, book an appointment, contact us, subscribe to business updates, or otherwise communicate with us.

We may also collect limited technical and usage data automatically when you use our website, depending on the cookies, analytics tools and similar technologies used on the site.

In some cases, we may receive personal data from third parties, such as referral partners, professional advisers, publicly available business sources, LinkedIn or other professional networking platforms, where relevant to our services.

5. Diagnostic tools, assessments and downloadable resources

Our website may include downloadable resources, legal audits, diagnostic tools, business legal assessment tools, questionnaires, scorecards, checklists or similar online tools.

These tools and resources may ask you to provide information such as your name, business or company name, email address, telephone number, job title or role and other relevant business contact details. When you use a diagnostic tool, assessment or legal audit we may also ask you to provide information about your business, legal needs, operational priorities, documents, governance, employment arrangements, commercial contracts, compliance, intellectual property, funding plans, risk areas or future objectives.

Unless expressly stated otherwise, any output from a diagnostic tool or business legal assessment tool is provided for general information only. It does not constitute legal advice, and it does not create a legal retainer or solicitor-client relationship.

You should not rely on an automated assessment or online diagnostic tool as a substitute for tailored advice on your specific circumstances.

6. How we use your personal data

We may use your personal data for the following purposes:

• to respond to your enquiry;
• to arrange, confirm and manage appointments;
• to operate and provide downloadable resources, website diagnostic tools, legal assessment tools, business assessment tools, or similar tools;
• to generate preliminary assessments, summaries, reports or recommendations based on information you provide;
• to understand your business, legal priorities and potential support needs;
• to communicate with you about our services;
• to identify areas where Equip Law may be able to assist;
• to recommend suitable services, support or next steps;
• to prepare for an appointment or consultation;
• to improve our downloadable resources, diagnostic tools, website, services and client experience;
• to develop anonymised or aggregated insights about common legal needs, risks or trends among business users;
• to carry out internal conflict checks or onboarding checks;
• to provide business legal support and non-reserved legal services, where you become a client;
• to manage our relationship with you or your business;
• to maintain our business records;
• to analyse and improve our website, services, content and client experience;
• to understand how visitors use our website;
• to send business updates, newsletters, event invitations, legal updates, insights or information about our services, where permitted by law;
• to manage your marketing preferences and unsubscribe requests;
• to comply with legal, regulatory, tax, accounting or professional obligations;
• to protect our legal rights and business interests.

7. Our lawful basis for using your personal data

We will only use your personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We may process your personal data where it is necessary to take steps before entering into a contract with you or your business, or to perform a contract with you or your business. This may apply where you enquire about our services, book an appointment, use a diagnostic tool, request a proposal, or instruct us.

Legitimate interests

We may process your personal data where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. Our legitimate interests may include:

• responding to business enquiries;
• managing prospective client relationships;
• arranging and managing appointments;
• operating and improving downloadable resources, diagnostic tools, legal assessment and business assessment tools;
• understanding the legal and commercial needs of businesses that interact with us;
• generating preliminary assessments, recommendations or reports;
• providing and improving our services;
• keeping business records;
• analysing how our website is used;
• improving website performance and content;
• sending business-to-business updates and information about our services where permitted by law;
• protecting our business from misuse, fraud or legal claims.

Legal obligation

We may process your personal data where it is necessary to comply with a legal obligation, including tax, accounting, record-keeping or other legal requirements.

Consent

We may rely on your consent where required by law, for example for certain types of email marketing or the use of non-essential cookies and analytics technologies. Where we rely on consent, you may withdraw your consent at any time.

8. Business updates and marketing communications

We may use your business contact details to send you business updates, legal insights, newsletters, event invitations or information about Equip Law’s services where permitted by law. We may send these communications where:

• you have requested them;
• you have subscribed to receive them;
• you have previously engaged with us or expressed an interest in our services;
• you have downloaded a resource, used one of our diagnostic tools, business assessment or legal audit tools;
• we reasonably believe the information may be relevant to you in your professional capacity; or
• we have another lawful basis for doing so.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us at info@equip-law.co.uk.

If you opt out, we may retain limited information about you to ensure that we respect your marketing preferences. We will not sell your personal data to third parties.

9. Appointment bookings

If you book an appointment with us, we may collect and process your name, business or company name, email address, telephone number, appointment details and any information you provide when making the booking.

We may use Calendly or another appointment booking provider to manage bookings. When you use Calendly or another third-party booking tool, that provider may process your personal data in accordance with its own privacy policy and terms.

We use appointment booking data to:

• arrange and manage meetings;
• send appointment confirmations and reminders;
• understand the nature of your enquiry;
• communicate with you before and after the appointment;
• maintain records of prospective client communications.

You should not include confidential, sensitive or special category personal data in appointment booking forms unless we have specifically asked you to do so.

10. Google Analytics and website analytics

We may use Google Analytics and similar analytics tools to understand how visitors use our website and to improve our website, content and services.

Google Analytics may collect information such as your IP address, device information, browser type, approximate location, referral source, pages visited, time spent on pages and interactions with our website.

Where required by law, analytics cookies and similar technologies will only be used with your consent.

11. Cookies and similar technologies

Our website may use cookies and similar technologies to operate effectively, understand how visitors use the website, improve user experience, and support analytics or marketing activities.

Some cookies are strictly necessary for the website to function. Others, such as analytics or marketing cookies, will only be used where required consent has been obtained.

12. Sharing your personal data

We may share your personal data with third parties where necessary for the purposes set out in this policy. This may include:

• our subsidiaries or group companies who support us or provide services to clients or prospective clients;
• IT, hosting and website service providers;
• providers of diagnostic tools, legal assessment tools, forms, questionnaires, automation tools or similar platforms used on our website;
• email, cloud storage and business software providers;
• appointment booking providers, including Calendly or similar platforms;
• analytics providers, including Google Analytics;
• CRM, mailing list or email marketing providers;
• professional advisers, including accountants, consultants, insurers or legal advisers;
• barristers, solicitors, experts or other professionals, where relevant to your matter and with appropriate safeguards;
• regulators, public authorities, courts or law enforcement bodies where required by law;
• third parties involved in a business sale, merger, restructuring or transfer, where relevant.

Where we share personal data with our subsidiaries or group companies, they will only use that data for the purposes described in this privacy policy, including responding to enquiries, supporting service delivery, providing services to clients, managing client relationships, improving our services, and communicating with you about relevant business support.

We require third-party service providers to respect the security of your personal data and to use it only for lawful and authorised purposes.

13. International transfers

Some of our service providers, including website analytics, appointment booking, cloud software, CRM or email marketing providers, may process personal data outside the United Kingdom.

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place, such as adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or other lawful transfer mechanisms.

14. How long we keep your personal data

We will only keep your personal data for as long as reasonably necessary for the purposes for which it was collected, including for legal, accounting, reporting, professional or business record-keeping purposes.

Our usual retention periods are:

• website enquiry records: up to 24 months from the date of the last meaningful contact, unless you become a client or a longer period is required;
• appointment booking records: up to 24 months from the date of the appointment, unless you become a client or a longer period is required;
• resource download, diagnostic tool, business assessment or legal audit records: up to 24 months from completion of the tool or assessment, unless you become a client or a longer period is required;
• marketing contacts: until you unsubscribe, object to marketing, or ask us to remove you, subject to retaining limited suppression records;
• client matter records: 6 years from the end of the matter;
• financial and accounting records: 6 years.

We may retain limited information for longer where necessary to establish, exercise or defend legal claims, comply with legal obligations, maintain business records, or ensure that we respect your marketing preferences.

15. Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include access controls, password protection, secure cloud storage, limited access permissions, software security measures, secure appointment booking systems, secure form or diagnostic tool systems and internal confidentiality procedures.

However, no website, email system, booking platform, diagnostic tool or online transmission is completely secure. You should take care when sending information to us online and should not send highly confidential or sensitive information through our website, appointment booking forms or diagnostic tools unless we have specifically agreed this with you.

16. Your rights

Under UK data protection law, you may have the following rights in relation to your personal data:

• the right to access your personal data;
• the right to request correction of inaccurate or incomplete personal data;
• the right to request deletion of your personal data;
• the right to request restriction of processing;
• the right to object to processing;
• the right to data portability;
• the right to withdraw consent where processing is based on consent;
• the right to complain to the Information Commissioner’s Office.

These rights are subject to certain conditions and exemptions under data protection law. To exercise your rights, please contact us at info@equip-law.co.uk.

17. Complaints

If you have any concerns about how we use your personal data, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters. The ICO’s contact details are:

• Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
• Website: www.ico.org.uk

18. Third-party links and platforms

Our website may include links to third-party websites, platforms or services, including appointment booking tools, social media platforms, analytics tools, diagnostic tools, embedded content or business software platforms.

We are not responsible for the privacy practices, content or security of third-party websites or platforms. You should read the privacy policy of any third-party website or platform you use.

19. Changes to this privacy policy

We may update this privacy policy from time to time. Any updated version will be published on this page and, where appropriate, notified to you by email or other suitable means.

20. Contact us

If you have any questions about this privacy policy or how we handle personal data, please contact us at info@equip-law.co.uk.