Privacy Notice & Cookie Policy

WeProcess Ltd | Company number: 12829178

Privacy Notice

Your information and consent

WeProcess Ltd will collect, use and disclose personal information in line with this Policy and the applicable lawful basis for the processing. Contacting us, using our services or accepting our terms does not, by itself, give consent to marketing or to processing sensitive personal information. Where consent is required, we ask for it separately and explain the purpose. You can withdraw consent at any time by emailing admin@weprocess.co.uk. Withdrawal does not affect the lawfulness of processing carried out before you withdrew consent.

Our marketing emails are optional and based on your active consent, as explained in the Marketing emails section below. Refusing or withdrawing marketing consent does not affect your account, services or essential updates about your instructions.

Collection of Information & Lawful Basis for Processing

WeProcess Ltd processes all personal data lawfully, fairly and in a transparent manner when providing investigatory services under the lawful bases stated in the Data Protection Act and General Data Protection Regulation (GDPR), ensuring that personal data is:

• Fairly and lawfully processed
• Processed for limited purposes
• Adequate, relevant and not excessive
• Accurate and up to date
• Not kept for longer than necessary
• Processed in line with your rights
• Secure

WeProcess Ltd collects information about you when you provide it to us, for example when you enquire about our products and services by telephone, in person, or on paper.

Information from Devices

We may collect information indirectly from the device you use to interact with our website or apps, including:

• geographic location (to provide relevant services)
• cookie data (see Cookie Policy below)

Posts, Comments and Interaction

When someone engages with us (polls, comments, messages, phone calls, registrations, forms, letters), we reserve the right to display this content indefinitely in relevant contexts. Testimonials or customer services content will be anonymised.

Public Information and Posts

Any information you submit on social media sites (chat rooms, blogs, forums) may be viewed, collected, and used by third parties (including search engines) beyond our control.

WeProcess Ltd is not responsible for the use of such information by third parties.

Other Sources

We may also obtain information about you from:

• companies with your permission to share data
• other online and offline sources

This may be combined with information we collect directly or indirectly from you.

 

 

How We Use and Share Your Information

Deliver services, improve experience and personalisation

• Provide requested products, services, or assistance
• Personalise your experience
• Manage our relationship with you
• Monitor, improve, and protect our services and website

Essential service communications

We send essential messages about your account and instructions, such as service updates and payment communications. These are separate from marketing. You will continue to receive essential service messages if you decline or unsubscribe from marketing.

Marketing emails

We send marketing emails only when you actively choose to receive them. We rely on your consent under UK GDPR for this processing and for permission to send these emails under the Privacy and Electronic Communications Regulations. We apply this consent-based approach to both individual and business users of our account marketing preference system.

New and existing users are not automatically opted in. You can select the categories you want in the account preference prompt or Settings > Communication preferences and save your choices. Choices start unticked or switched off where you have not already given consent. Closing the prompt, making no selection, reading this notice or accepting our terms does not give consent. We respect any previous opt-out.

You can choose from the following categories of emails about WeProcess’s own services:

• Product updates: new features and improvements to WeProcess.
• Tips and guides: guidance to help you use our services and account features.
• Offers and events: relevant offers, webinars and events run by WeProcess.
• Feedback and surveys: requests to review WeProcess or help improve our services.
• Re-instruction reminders: reminders about further process-serving instructions and relevant offers following an eligible completed instruction.

We send only the categories you have selected. Email marketing consent does not give permission for marketing by phone, post or SMS. If several people use a firm account, each person makes their own marketing choices. We do not sell your personal information or share it with other companies for their own marketing.

Information used for marketing

We use your name, email address, account type, marketing choices and relevant information about previous instructions. For re-instruction reminders, we use the instruction reference, service outcome, Matter Status, Operations release date and any recorded hearing date to determine eligibility, select the appropriate reminder and schedule it. A reminder does not mean that further service is legally required.

We link resulting re-instructions and payments to the original instruction and campaign to measure campaign results, including instructions and revenue generated. We record your consent and preferences, including when and how they were given and what they cover, so we can demonstrate and respect your choices.

Changing your choices and unsubscribing

You can change individual categories or stop all marketing emails in Settings > Communication preferences, through the unsubscribe link in any marketing email, or by emailing admin@weprocess.co.uk. You can unsubscribe through an email without logging in and stop all marketing without switching off each category separately.

Online changes apply when you submit them. We action requests sent directly to us without undue delay and stop further marketing covered by the request. An email already dispatched before your change may still arrive. You can withdraw consent or object to all direct marketing at any time. If you object to all direct marketing, we stop using your information for that purpose, including related targeting.

 

 

Sharing with third parties

We treat all client information as confidential. It will only be disclosed to necessary parties unless required by law.

Service providers supporting our email delivery, CRM and hosting may process relevant information on our behalf, under our instructions and contractual data-protection obligations. They are not permitted to use it for their own marketing.

Linked services

Our services may link to third-party websites, apps, or content not maintained by WeProcess Ltd.

Disclosures required by law

We will disclose personal information when legally required.

Acceptable use of services

If you post or send offensive or disruptive content on our website, forums, or apps, we may use your data to stop such behaviour.

Sale of our business

In the event of a sale, customer information may be transferred as a business asset.

Payment and credit checks

Information may be used to process payments and verify credit details.

User Access and Control

Requesting copies of your personal information

You may request a copy of the personal data held by WeProcess Ltd free of charge.

Retention of personal information

We will retain your information as long as necessary for the purposes outlined in this Policy.

For marketing, we consider whether your consent remains valid, your account activity, our relationship with you and the purpose of the information. We do not retain a full marketing profile indefinitely merely because you once held an account. When information is no longer needed for the relevant purpose, we delete or anonymise it, unless another lawful reason requires retention.

We retain evidence of consent for as long as reasonably necessary to demonstrate compliance and resolve relevant enquiries or complaints. If you opt out, we keep only the information needed to respect that choice, normally your email address, preference and the date of the request, for as long as necessary to prevent further unwanted marketing. This suppression record is kept to comply with our obligations, not to send marketing. Withdrawing marketing consent does not require deletion of instruction or transaction records that we need for separate lawful purposes.

Data Controller

The data controller responsible for your personal data is WeProcess Ltd.
Data Protection Registration Number: ZB238820

Cookie Policy

What are Cookies?

Cookies and other online tracking technologies are small pieces of data used to identify your devices when you interact with our website and services.

Managing Cookies

Most browsers accept cookies by default. You can change your settings to:

• notify you when a cookie is being set or updated
• block cookies altogether

Contact Us

If you have any questions about this Privacy & Cookie Policy, please contact us at admin@weprocess.co.uk.