Privacy Policy

1. Introduction

This Privacy Policy explains how Oliveira Associates ("we," "us," or "our") collects, uses, stores, and protects your personal data when you use our immigration legal services, visit our website, or communicate with us. This policy applies to all clients, prospective clients, and website visitors.

As a law firm providing immigration advice and services, we are regulated by the Solicitors Regulation Authority (SRA) and the Law Society, and we adhere to their professional conduct rules and guidance on data protection and client confidentiality.

2. Information We Collect

We may collect and process the following categories of personal information:

• Contact Information: Name, email address, phone number, mailing address
• Identity Information: Date of birth, nationality, passport details, visa documents, biometric information
• Immigration History: Previous visa applications, immigration status, entry/exit records, refusal letters
• Financial Information: Bank statements, employment records, tax returns, proof of income (for visa applications)
• Family Information: Marital status, family members' details, relationship evidence
• Professional Information: Employment history, qualifications, sponsorship details
• Communication Records: Emails, phone calls, meeting notes, consultation records
• Website Data: IP address, browser type, pages visited, cookies (see Cookie Policy below)

3. How We Use Your Information

We use your personal information for the following purposes:

• Providing Legal Services: Preparing and submitting immigration applications, representing you before the Home Office, providing legal advice
• Contract Performance: Fulfilling our obligations under our client engagement agreements
• Legal and Professional Obligations: Complying with SRA regulations, Law Society standards, anti-money laundering requirements, and other legal duties
• Communication: Responding to inquiries, providing updates on your case, sending important notices
• Business Operations: Managing our practice, maintaining accurate records, quality assurance
• Marketing: Sending newsletters and updates (only with your explicit consent, which you can withdraw at any time)

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Contract: Processing is necessary to perform our services under the engagement contract
• Legal Obligation: We must process data to comply with legal, regulatory, and professional requirements
• Legitimate Interests: Processing is necessary for our legitimate business interests (e.g., improving services, preventing fraud)
• Consent: For marketing communications or other non-essential processing, where you have given explicit consent

5. Data Sharing and Disclosure

We maintain strict confidentiality and will only share your information when necessary:

• UK Home Office: For submission of immigration applications and supporting documents
• Third-Party Service Providers: Translation services, document certification, secure IT providers, payment processors (all bound by confidentiality agreements)
• Professional Advisors: Barristers, expert witnesses, or other legal professionals assisting with your case
• Regulatory Bodies: SRA, Law Society, or other authorities if legally required
• Legal Requirements: When disclosure is required by law, court order, or to protect legal rights

We will never sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, destruction, or alteration. This includes encrypted communications, secure servers, access controls, regular security audits, and staff training. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this policy and to comply with our legal and professional obligations. Client files are typically retained for at least 7 years after the conclusion of your case, in accordance with SRA requirements. After this period, we will securely delete or anonymize your data unless retention is required by law.

8. Your Rights

Under UK GDPR, you have the following rights:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your data (subject to legal retention requirements)
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Request transfer of your data to another service provider
• Right to Object: Object to processing based on legitimate interests or for marketing purposes
• Right to Withdraw Consent: Withdraw consent for processing (where consent was the legal basis)

To exercise any of these rights, please contact us at [email protected]. We will respond within one month.

9. Cookies and Website Tracking

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and improve our services. You can control cookie settings through your browser preferences. For detailed information, please see our Cookie Policy.

10. International Data Transfers

Your personal data is primarily stored and processed within the UK. If we need to transfer data outside the UK (e.g., for cloud services or international consultations), we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or services. We will notify you of significant changes by email or through a notice on our website. Please review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

13. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection supervisory authority: