Privacy Policy

Introduction

Crimson Cavern is committed to protecting your privacy and handling your personal data responsibly. This privacy policy explains how we collect, use, store, and protect information about you when you use our services or interact with our website.

We are the data controller for the personal information we hold about you. Our registered office is located at 47 Wellington Street, Manchester M3 2EQ, United Kingdom.

Information We Collect

The type of information we collect depends on the nature of your interaction with us. We may collect and process the following categories of personal information:

Information You Provide Directly

When you contact us or engage our services, you may provide us with:

• Contact details including name, email address, and postal address
• Financial information such as income details, savings, and benefit payment information
• Employment history and current employment status
• Health information relevant to benefit claims
• Family and household composition details
• Housing situation and accommodation details
• National Insurance number and other identification information
• Previous benefit claim history and correspondence with authorities
• Any other information relevant to assessing benefit entitlement

Information We Collect Automatically

When you visit our website, we may automatically collect:

• Technical information including IP address, browser type, and operating system
• Information about your visit, including pages viewed and time spent on pages
• Referral source and exit page information

How We Use Your Information

We use your personal information for the following purposes:

Providing Our Services

• Assessing your eligibility for various benefits and entitlements
• Preparing and submitting benefit applications on your behalf
• Liaising with relevant government departments and agencies regarding your claims
• Representing you in appeals and tribunal proceedings
• Providing ongoing advice and support related to your benefits

Communication

• Responding to your enquiries and requests
• Keeping you informed about the progress of your case
• Sending important updates regarding your benefits claims
• Providing information about relevant policy changes that may affect you

Business Operations

• Maintaining accurate case records and client files
• Ensuring quality of service through case review
• Staff training and professional development
• Complying with legal and regulatory obligations

Website Improvement

• Understanding how visitors use our website
• Improving website functionality and user experience
• Analyzing trends to enhance our services

Legal Basis for Processing

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

• Contractual necessity: Processing is necessary to fulfill our service agreement with you
• Legitimate interests: We have legitimate interests in operating our business, providing quality services, and improving our offerings
• Legal obligation: We may need to process data to comply with legal requirements
• Consent: For certain types of processing, particularly sensitive personal data, we will obtain your explicit consent

Sharing Your Information

We maintain strict confidentiality regarding your personal information. However, we may need to share your data in specific circumstances:

Government Authorities

We share information with Department for Work and Pensions, HM Revenue and Customs, local authorities, and other relevant bodies when necessary for processing your benefit claims. This sharing is done with your knowledge and consent as part of our service provision.

Professional Advisors

We may consult with legal professionals, medical experts, or other specialists when required to support your case. Any such sharing is done under strict confidentiality agreements.

Service Providers

We use carefully selected third-party service providers for functions such as document storage, email communications, and website hosting. These providers are bound by data protection agreements and only process data according to our instructions.

Legal Requirements

We may disclose your information if required by law, court order, or regulatory authority, or to protect our legal rights.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encrypted data transmission and storage
• Secure access controls and authentication procedures
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Physical security measures for paper records
• Secure destruction of data no longer required

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal obligations.

For client case files, we typically retain records for seven years after the conclusion of your case. This retention period allows us to respond to any subsequent queries, appeals, or legal requirements.

Website usage data is generally retained for a shorter period, typically no more than 26 months.

After the retention period expires, we securely delete or anonymize your personal data.

Your Rights

Under data protection law, you have several rights regarding your personal information:

• Right of access: You can request a copy of the personal data we hold about you
• Right to rectification: You can ask us to correct inaccurate or incomplete data
• Right to erasure: In certain circumstances, you can request deletion of your data
• Right to restrict processing: You can ask us to limit how we use your data
• Right to data portability: You can request transfer of your data to another organization
• Right to object: You can object to certain types of processing
• Rights related to automated decision-making: You have protections against solely automated decisions with legal effects

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

Cookies and Tracking Technologies

Our website uses cookies and similar technologies. For detailed information about the cookies we use and your choices regarding them, please see our Cookies Policy.

Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review their privacy policies before providing any personal information.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. When we make significant changes, we will update the "last updated" date at the top of this policy.

We encourage you to review this policy periodically. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately so we can delete it.

International Data Transfers

Your personal data is primarily processed and stored within the United Kingdom. If we need to transfer data outside the UK, we ensure appropriate safeguards are in place to protect your information in accordance with data protection law.

Contact Us

If you have questions about this privacy policy, wish to exercise your data protection rights, or have concerns about how we handle your personal information, please contact us:

Email: [email protected]
Post: Crimson Cavern, 47 Wellington Street, Manchester M3 2EQ, United Kingdom

Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

ICO Contact Details:
Website: www.ico.org.uk
Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF