Last updated: 5 November 2026.
This notice explains how EJR Legal Services Ltd uses personal information received through our website, linked enquiry and booking services, email, telephone, WhatsApp and Clio Grow AI chat. We may provide additional privacy information when handling your case.
Who is responsible for your information
EJR Legal Services Ltd is the controller of information used to handle your enquiry and consultation. Company number 12203476. Registered office: Regus Watford Croxley, Building 2, First Floor, Marlins Meadow, Watford WD18 8YA.
Email: info@ejrlegalservices.com
Call us: +44 20 4583 2615
WhatsApp: +44 75 2190 3003
Information we use
We collect the details you provide, including your name, contact details, a brief description of your matter, messages, appointment details and payment status. Our website and service providers may also process technical information such as your IP address, browser details and security logs. Payment card details are handled by the payment service provider. Please keep your first enquiry brief and do not send passports, detailed evidence or sensitive documents unless we ask for them.
Why we use your information
We use information to respond to your request, consider whether we can assist, arrange and provide a consultation, and administer payment. Our lawful basis for these activities is taking steps at your request before entering into a contract, or performing that contract.
We also use necessary information for conflict checks, protecting our systems, handling concerns and maintaining appropriate business records. Where we rely on legitimate interests, those interests are running a responsible practice, protecting information and resolving enquiries or disputes. We must balance these interests against your rights. We rely on a legal obligation where processing is required by an applicable law or regulatory duty.
If you choose to receive marketing updates, we rely on your consent. You can withdraw it at any time without affecting your enquiry or any advice you receive.
AI-assisted website chat
Clio Grow AI chat is available through this website. It is an automated service for general questions and initial enquiries. If you use it, your messages and the contact or case details you enter are processed through Clio. A record of the conversation, a summary and an initial assessment may be made available to us in Clio Grow so that we can review your enquiry and determine the next steps. The service may suggest a consultation.
The chat cannot provide legal advice on your individual case. Do not treat an automated response as a decision about your legal eligibility, an agreement that we act for you, or confirmation that we are taking action to meet a deadline. Please ask an adviser to review any question requiring an individual assessment. You can contact us by telephone or email instead. Do not submit passport details, detailed health information, criminal records or other sensitive evidence through the general chat.
We use chat information for the enquiry-handling purposes and on the relevant bases described above. Chat and enquiry records are subject to the retention periods explained below. Closing the chat does not delete information already sent. Contact us about information you have provided or to exercise your rights.
Sensitive information
Immigration enquiries can include information about health, ethnicity, religion, sexual orientation or criminal allegations and convictions. We limit this information to what is necessary and legally permitted for obtaining legal advice or establishing, exercising or defending legal rights. Do not include it in an initial general enquiry unless needed to explain the issue. We will explain any further requirements before asking for detailed evidence.
Who receives your information
Authorised personnel working for EJR Legal Services may access the information needed to handle your enquiry. We use Clio for our Clio-hosted website, enquiry management, scheduling and AI chat. Fasthosts hosts our main WordPress website. We also use payment, email, telephone and IT service providers as needed. Google reCAPTCHA helps protect the enquiry form. If you choose WhatsApp, WhatsApp also processes information under its own terms.
We may disclose relevant information to professional advisers, regulators, courts or public authorities where required or otherwise lawfully necessary. Sending an enquiry does not itself authorise an immigration application or disclosure of your case to the Home Office.
Providers and international processing
Some providers process information outside the United Kingdom, including in the European Economic Area (EEA) and the United States. Clio publishes a data protection addendum and a list of subprocessors. Its published terms describe safeguards for international transfers, including standard contractual clauses and the UK addendum where applicable. You can contact us for information about the safeguards applying to information handled on our behalf.
Clio: https://www.clio.com/privacy/
Clio data protection terms: https://www.clio.com/tos/data-protection-addendum/
Clio subprocessors: https://www.clio.com/tos/subprocessors/
WhatsApp UK: https://www.whatsapp.com/legal/privacy-policy-uk
Google: https://policies.google.com/privacy
How long we keep your information
We review enquiries that do not lead to an engagement 12 months after the last meaningful contact. We then delete or anonymise the enquiry information unless a documented complaint, legal or regulatory reason requires us to retain it for longer.
The 12-month period applies to enquiries where we have not provided advice. Records of advice given during a consultation and other client files are kept for at least six years to meet IAA requirements. We measure that period from completion of the advice or closure of the work. We retain records longer only where a documented complaint, legal claim, regulatory or accounting obligation requires it, and review them for secure disposal when the reason for retaining them no longer applies. A limited record of a marketing opt-out may be kept to ensure that we respect your choice.
Cookies and external services
The platform uses cookies and similar technologies for website operation, security and booking functions. The enquiry form uses Google reCAPTCHA. Where the platform offers cookie choices, you can use them to manage optional cookies. Browser settings also provide controls, although blocking some technologies may affect forms or booking.
The AI chat connects your browser to Clio and its providers and may use cookies, browser storage and diagnostic information. Clio also identifies monitoring providers, including Bugsnag and Datadog, for its own operations; Clio’s privacy information applies to that processing. This is separate from information Clio processes on our behalf.
Our main WordPress website also uses embedded maps and a regulatory verification badge. Loading these services can disclose technical information such as your IP address and referring page to their providers. The controls available differ between our main website, the Clio-hosted website and external booking or payment pages. Services embedded in a page can connect when that page loads. Use any privacy controls provided on the relevant page and your browser’s controls.
Links to booking, payment, social networks and WhatsApp take you to services with their own privacy information and choices.
Your choices and rights
You can request access to or correction of your personal information and, where applicable, request its deletion, restriction of processing or a copy in a portable format. Where we rely on legitimate interests, you can object. You have the right to object to direct marketing at any time. You can also withdraw consent where we rely on it. These rights are subject to the conditions and exemptions that apply.
Contact info@ejrlegalservices.com to make a request or raise a concern. You can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. You do not have to complain to us first. If you do not provide information needed to respond or arrange a consultation, we may be unable to do so.