07904 720844 info@rayyanlegal.co.uk

Privacy Policy

Last updated: May 2025

In accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018

1. Who We Are

Rayyan Legal and Immigration Solutions Ltd (“we”, “us”, “our”) is registered in England and Wales. Our registered address is Unit 304 Radial House, 3–5 Ripple Road, Barking, Essex, IG11 7NF. We are authorised and regulated by the Immigration Advice Authority (IAA).

We are the data controller for the personal data we collect and process in connection with our immigration advice and services. If you have any questions about how we handle your personal data, please contact us at info@rayyanlegal.co.uk.

2. What Personal Data We Collect

We may collect and process the following categories of personal data about you:

Identity and Contact Information

  • Full name, date of birth, nationality and gender
  • Postal address, email address and telephone number
  • Passport details, national identity document details and travel document details

Immigration and Legal Information

  • Current and previous immigration status, visa history and leave conditions
  • Entry clearance and settlement application history
  • Home Office reference numbers and case-related correspondence
  • Biometric residence permit details where relevant

Financial Information

  • Bank statements and payslips provided in support of an application
  • Invoices and payment records relating to our fees

Employment and Education Information

  • Employment history, job title, employer details and salary information
  • Qualifications, certificates and professional registration details

Family and Relationship Information

  • Details of your spouse, civil partner, partner, children or other dependants where relevant to your application
  • Relationship evidence such as marriage certificates, birth certificates and cohabitation documents

Special Category Data

In some cases we may need to process special category data, including health information or criminal conviction data, where this is relevant to your immigration application and where you have provided your explicit consent or where processing is otherwise permitted by law.

3. How We Collect Your Personal Data

We collect personal data directly from you when you:

  • Contact us to enquire about our services or book an appointment
  • Provide information and documents for us to advise on or prepare an immigration application
  • Correspond with us by email, telephone or in person
  • Sign a client care letter or terms of engagement

We may also receive personal data from third parties such as your employer, a sponsor organisation, a family member acting on your behalf, or the Home Office, where this is relevant to your case.

4. Legal Basis for Processing

Under the UK GDPR, we rely on the following lawful bases to process your personal data:

Lawful Basis When It Applies
Contract Processing is necessary for us to perform our contract with you or to take steps at your request before entering into a contract.
Legal Obligation Processing is necessary to comply with our legal and regulatory obligations, including our duties as an IAA regulated adviser.
Legitimate Interests Processing is necessary for our legitimate interests in managing our business, maintaining records and improving our services, where these are not overridden by your rights.
Consent Where we process special category data (such as health information) or where required by law, we will ask for your explicit consent.

5. How We Use Your Personal Data

We use your personal data for the following purposes:

  • To provide immigration advice and application support services to you
  • To prepare, check and submit immigration applications on your behalf
  • To communicate with the Home Office, UK Visas and Immigration (UKVI) and other relevant authorities in connection with your case
  • To manage our client relationship, including sending correspondence, invoices and updates
  • To comply with our regulatory obligations as an IAA registered adviser
  • To maintain accurate records as required by the IAA Code of Standards
  • To handle complaints and resolve disputes
  • To improve and develop our services

6. Who We Share Your Personal Data With

We may share your personal data with the following parties where necessary:

Home Office and UKVI

We will share your personal data and supporting documents with the Home Office and UKVI as required to progress your immigration application.

Regulatory Bodies

We may be required to share information with the IAA or other regulatory bodies in connection with our regulatory obligations, a complaint investigation or a compliance check.

Professional Advisers

We may share information with barristers, solicitors or other professional advisers where this is necessary to obtain specialist advice in connection with your case.

IT and Administrative Service Providers

We may use third-party service providers for document storage, email and case management. These providers are bound by data processing agreements and may only process your data in accordance with our instructions.

We do not sell your personal data. We do not share your personal data with third parties for marketing purposes.

7. International Data Transfers

Your personal data is ordinarily stored and processed within the United Kingdom. Where it is necessary to transfer personal data outside the UK (for example, where documents are sent to an overseas employer or sponsor), we will ensure that appropriate safeguards are in place as required by the UK GDPR.

8. How Long We Keep Your Data

We retain personal data for as long as necessary to fulfil the purposes for which it was collected and to comply with our legal and regulatory obligations. In particular:

  • We retain client files for a minimum of 6 years after the conclusion of a matter, in line with IAA requirements and standard legal practice.
  • Financial records are retained for a minimum of 6 years in accordance with HMRC requirements.
  • Where you have given consent to process special category data, we will retain that data only for as long as the consent remains valid and the data is required.

When personal data is no longer required, we will securely delete or anonymise it.

9. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

Right What It Means
Right of Access You have the right to request a copy of the personal data we hold about you (a Subject Access Request).
Right to Rectification You have the right to ask us to correct inaccurate or incomplete personal data.
Right to Erasure You have the right to ask us to delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected.
Right to Restriction You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Right to Portability Where processing is based on consent or contract and carried out by automated means, you have the right to receive your data in a structured, commonly used format.
Right to Object You have the right to object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds.
Right to Withdraw Consent Where processing is based on your consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing before the withdrawal.

To exercise any of these rights, please contact us in writing at info@rayyanlegal.co.uk. We will respond within one month. There is no charge for making a Subject Access Request in most cases.

10. Data Security

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or alteration. These include:

  • Secure email communication and password-protected document storage
  • Access controls limiting who within our organisation can access client data
  • Secure disposal of physical documents containing personal data
  • Regular review of our data security practices

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours and, where required, notify you directly.

11. Cookies and Website Data

If you visit our website, we may collect standard internet log information and visitor behaviour information using cookies or similar technologies. Our website cookie policy sets out further details. You can control cookie settings through your browser.

12. Right to Complain to the ICO

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 matters.

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

We encourage you to contact us first at info@rayyanlegal.co.uk so we can try to resolve your concern before you approach the ICO.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available from us on request. The date at the top of this policy indicates when it was last reviewed.

14. Contact Us

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

Data Controller: Rayyan Legal and Immigration Solutions Ltd
Address: Unit 304 Radial House, 3–5 Ripple Road, Barking, Essex, IG11 7NF
Email: info@rayyanlegal.co.uk
Phone: 07466 609948
IAA Regulated Immigration Adviser