Whites Legal Services Limited Data Processing Statement/Privacy Policy
This Data Processing Statement/Privacy Policy is how we collect, use, share and protect your personal information.
Last Updated 27 May 2026
1. Introduction
Whites Legal Services Limited ("we", "us", "our") is committed to protecting your privacy and handling your personal data responsibly. We carry out investigations in the public and private sectors, including process serving. Personal information is shared as a primary business function.
This document explains how we collect, use, store, share and protect your personal information when you use our services or visit our website.
We do not sell ANY personal data to third parties.
We have notification with the Information Commissioner's Office (ICO) under registration number ZA 285944 and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
Whites Legal Services Limited is the data controller responsible for your personal data.
Registered Address:
Old Fire Station Enterprise Centre
2 Salt Lane
Salisbury
Wiltshire
SP1 1DU
3.1 We process personal information to enable us to:
provide investigatory services, including tracing and process serving, on the written instructions of a data controller (our client)
maintain our own records and accounts
carry out marketing of existing and prospective business clients
pay suppliers/sub-contractors
4. Information We Collect
4.1 Information provided by a client (client data)
We collect personal information that you voluntarily provide when:
Formally instructing us to carry out work on your behalf
Contacting us via phone or email
This may include:
Name, email address, phone number, and postal address
Company name and business details (for corporate clients)
Payment and billing/financial information
Information about whom the instruction relates (subject data)
The instruction brief
Additional information you may provide to facilitate us carrying out your instructions
4.2 Website analytics data
If you actively accept analytics cookies, this website loads Google Analytics 4 to measure overall traffic and page usage. This may involve the collection of online identifiers and usage data such as:
IP address information processed in an anonymised form
Device, browser and approximate technical information
Pages viewed, page paths, referrers and on-site interaction events
Date/time of visits and general visit/session metrics
4.3 Information we discover in pursuit of carrying out client instructions (subject data)
This may include:
Name, date of birth, email address, phone number, postal address, marital status, other personal details
Lifestyle and social circumstances
Family details
Education & employment and/or business details
Bankruptcy/Insolvency information
We may also process sensitive classes of information that may include:
Physical or mental health details
Racial or ethnic origin
Criminality
Religious or other beliefs
5. How We Use the Information
We use personal information for the following purposes:
Service delivery: To provide our investigation, tracing and legal support services to clients
Account management: To create and manage accounts
Communication: To respond to enquiries and provide customer support
Website analytics: To understand aggregate website traffic, page usage and site performance where you have consented to analytics
Legal compliance: To comply with legal obligations and regulatory requirements
Business operations: To process payments and maintain records
Marketing: To carry out marketing of current and prospective business clients
6. Whose Personal Information We Collect
We process personal information about:
Customers and clients including prospective clients
Witnesses
The subjects of traces/investigations
Business contacts
Advisors and other professional experts
Sub-contractors/service providers
7. Legal Basis for Processing
We process personal data on the following legal basis:
Contract: Processing necessary for the performance of a contract with you
Legal obligation: Processing necessary to comply with legal requirements
Legitimate interests: Processing necessary for our legitimate business interests, where not overridden by your rights
Consent: Where you have given specific consent for processing, including optional website analytics cookies
8. Subject Data
In providing our investigation and tracing services, we process personal data about the subject of our enquiry ("subject data"). This processing is conducted:
For the legitimate interests of our clients (e.g., debt recovery, legal proceedings, beneficiary tracing)
In compliance with the Data Protection Act 2018 and UK GDPR
Using lawfully obtained data sources
We do not process subject data for any purpose that would cause unwarranted harm to the subject concerned.
9. Data Sharing
Where necessary or required, we may share personal data with:
Service providers: Third parties such as sub-contractors, credit reference, debt collection and/or tracing agencies (e.g. data providers), who assist in delivering our services
Analytics provider: Google, where you have consented to Google Analytics 4 cookies and measurement on this website
Professional advisers: Such as lawyers, accountants, and insurers
Regulatory bodies: Where required by law or regulation
Clients: Trace/investigation results are shared with instructing clients only
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
Access control using passwords
Regular security assessments
Staff training
Anti-virus/malware security software
Professional indemnity insurance
Data retention policy as below
11. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:
Client records: Until record data deletion is requested
Client instructions (subject data): 2 years
Invoices: 6 years plus current financial year as per HMRC requirements
Supplier bank account details: Until account data deletion is requested
12. Your Rights
Under UK GDPR, you have the following rights:
Access: Request a copy of your personal data
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your data (where applicable)
Restriction: Request limitation of processing
Portability: Request transfer of your data
Objection: Object to processing based on legitimate interests
Withdraw consent: Where processing is based on consent
To exercise these rights, please contact us on 07836-652438.
13. International Transfers
Your personal data is primarily processed within the United Kingdom. It may sometimes be necessary to transfer personal information overseas. Any such transfers will be made in full compliance with all aspects of the UK GDPR/Data Protection Act requirements.
If you consent to website analytics, Google Analytics 4 may process limited website usage data on infrastructure outside the United Kingdom. Where this occurs, it will be subject to the safeguards and transfer mechanisms made available through Google's analytics service documentation and contractual commitments.
14. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this statement/policy periodically.
15. Complaints
If you have concerns about how we handle your personal data, please contact us first so we can try to resolve your concerns. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113
16. Contact Us
For any questions about this statement/Privacy Policy or our data practices, please contact us: