Privacy Policy

The Expert Witness Gateway

Effective Date: 19 August 2025

1. Introduction

1.1. This Privacy Policy explains how The Expert Witness Gateway Limited (“we”, “us”, “our”) collects, uses, and protects personal data provided by solicitors, expert witnesses, and other authorised users (“you”, “your”).

1.2. We are committed to ensuring compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and relevant court procedural rules.

1.3. We understand the sensitivity of legal and expert witness information. We will not use personal data for marketing or tracking, and all processing is carried out in line with professional duties of confidentiality.

2. Data Controller

2.1. The Expert Witness Gateway Limited is the data controller of your personal data.

2.2. Company Registration: 16194470, Registered Office: Barnacre, Barnacre Lane, Wirral, United Kingdom, CH46 5NJ.

2.3. Contact: admin@expertwitnessgateway.co.uk.

3. Personal Data We Collect

3.1. Contact Information – name, firm, professional title, email, telephone, and business address.

3.2. Professional Profiles – qualifications, CVs, fees, specialties, training, and areas of expertise.

3.3. Case Materials – legal documents, medical records, expert reports, instructions, and evidence files uploaded to the Platform. These may include special category data (e.g. health information).

3.4. Account and Usage Data – authentication credentials, session logs, communications, scheduling details, and invoicing records.

4. Lawful Basis for Processing

4.1. Contract – processing necessary to deliver Platform services, including case management, document sharing, and invoicing.

4.2. Legal Obligation – processing required to comply with UK law and court procedural rules.

4.3. Legitimate Interests – ensuring secure and efficient facilitation of expert–solicitor engagement.

4.4. Consent – only where explicitly required (e.g. optional features).

4.5. Special Category Data – processed only where necessary for the establishment, exercise, or defence of legal claims (UK GDPR Article 9(2)(f)).

5. Data Protection Principles

5.1. Data will be processed lawfully, fairly, and transparently.

5.2. It will be collected for specified, legitimate purposes and not further processed incompatibly.

5.3. Only data necessary for those purposes will be collected.

5.4. Information will be kept accurate and up-to-date.

5.5. Data will be retained only as long as necessary for legal and professional purposes.

5.6. Appropriate technical and organisational security will be applied.

6. Data Storage and Security

6.1. All data is stored on Amazon Web Services (AWS) servers in the United Kingdom.

6.2. Encryption is applied to all data in transit (TLS/HTTPS) and at AES-256 encryption while at rest.

6.3. Access is restricted to authorised personnel under role-based permissions.

6.4. Daily encrypted backups are retained for disaster recovery.

6.5. Physical, technical, and administrative safeguards are in place to maintain confidentiality.

7. Cookies

7.1. The Platform uses cookies only for essential functionality.

7.2. Authentication Cookie

• We store an accessToken in a cookie for authentication and session management.
• The cookie is HTTP-only and Secure, meaning it cannot be accessed via client-side scripts and is transmitted only over HTTPS.
• It enables secure login and session continuity.

7.3. No Tracking or Marketing Cookies

• No analytics, profiling, advertising, or third-party tracking cookies are used.
• No data is collected for marketing purposes.

7.4. Cookie Management

• This cookie is essential for accessing the Platform. Disabling it will prevent use of the service.

8. Data Sharing and Processors

8.1. We do not sell or trade personal data.

8.2. Trusted third-party processors are used only for:

• Secure hosting (AWS UK).
• Invoicing and payments.
• Calendar and scheduling.
• Video conferencing.
• Transcription services.

8.3. All processors are contractually bound to process data only under our instructions, with appropriate safeguards.

8.4. Data will only be disclosed outside the Platform if required by law or court order.

9. Data Retention

9.1. Accounts – retained for as long as the account is active. Deleted on request unless retention is required by law.

9.2. Case Materials – retained for the life of the case and typically archived for up to six years in line with legal file retention practice.

9.3. Invoices and Financial Records – retained for six years to comply with tax and accounting requirements.

9.4. Backups – held securely for a limited retention cycle and deleted automatically.

10. Confidentiality

10.1. All case data remains confidential between the parties involved.

10.2. Information is not visible to other users except where explicitly authorised.

10.3. Communications and documents may be subject to legal professional privilege and are treated accordingly.

10.4. Our staff and contractors are bound by confidentiality agreements.

11. Your Rights

Under UK GDPR, you have the right to:

11.1. Access your personal data.

11.2. Request rectification of inaccurate data.

11.3. Request erasure where legally permissible.

11.4. Restrict or object to processing.

11.5. Request data portability in a structured, machine-readable format.

11.6. Not be subject to automated decision-making (not used by the Platform).

11.7. Lodge a complaint with the Information Commissioner’s Office (ICO).

12. International Transfers

12.1. No personal data is transferred outside the United Kingdom.

12.2. If this changes in future, safeguards such as adequacy decisions or Standard Contractual Clauses will be applied, and users will be notified.

13. Contact

For all data protection enquiries:

Expert Witness Gateway – Privacy Office

Barnacre, Barnacre Lane, Wirral, United Kingdom, CH46 5NJ

Email: admin@expertwitnessgateway.co.uk

14. Updates to This Policy

14.1. This policy may be updated to reflect changes in law or service provision.

14.2. Users will be notified of material changes.

14.3. The latest version will always be available on our website.

Last Updated: 19 August 2025