Philip & Robert Howard Solicitors Limited (Trading as Gifford Cairns Solicitors and PRHS)

Last updated: 19 May 2026

1. Who We Are

Philip & Robert Howard Solicitors Limited (the “firm”, “we”, “us” or “our”) is the data controller in respect of personal data processed under this policy. We trade as Gifford Cairns Solicitors and PRHS.

Our registered details are:

Company number: 08185212

Registered office: 113 Wilmslow Road, Handforth, Wilmslow, SK9 3ER

Authorised and regulated by the Solicitors Regulation Authority: 571131

We take the privacy and confidentiality of our clients, prospective clients, former clients and their associated individuals seriously.

This policy explains what personal data we collect, why we collect it, how we use it, and your rights in respect of it.

2. Personal Data We Collect

We collect and process personal data in order to provide legal and related professional services.

Depending on the matter, this may include:

1. Name, address, contact details and date of birth
2. Details of the circumstances giving rise to your matter, including any damage, injury or financial loss suffered
3. National Insurance number
4. Employment records and details
5. Medical records and reports from your GP or other treating practitioners
6. Financial information relevant to your matter
7. Identity verification documents

Most personal data is provided directly by you.

In some cases, it may be received from third parties, such as medical experts, employers, insurers or other solicitors involved in the same matter.

Personal data is held in electronic and/or manual format and is subject to appropriate technical and organisational security measures in either case.

3. Why We Collect Your Personal Data and Our Lawful Basis

Under the UK General Data Protection Regulation (UK GDPR), we are required to identify a lawful basis for each type of processing we carry out. The table below sets out our purposes and the lawful basis relied on in each case.

Special Category Data

Where we process special category data (for example, health or medical information in connection with a personal injury claim), we rely on Article 9(2)(f) UK GDPR, which permits processing that is necessary for the establishment, exercise or defence of legal claims. In some circumstances we may also rely on Article 9(2)(b) (obligations and rights in employment law) where relevant to your matter.

Special category data is subject to additional safeguards and is accessible only to those within the firm who need it for the purpose for which it was collected.

4. Who We Share Your Personal Data With

We may share your personal data with the following categories of third party where it is necessary to do so in connection with your matter or our legitimate business operations:

1. Medical experts and other expert witnesses
2. The Defendant in your case as part of the disclosure process
3. Counsel and other legal professionals instructed on your matter
4. Car hire and rental companies (where replacement vehicle hire is arranged)
5. Insurance underwriters, including legal expenses insurers
6. Employers, where sick pay is to be recovered as part of a personal injury claim
7. Courts, tribunals and regulatory bodies such as the NCA.
8. Other firms within the Gifford Cairns / PRHS group for specialist legal advice
9. Third-party service providers who support our administrative and IT operations (for example, practice management software providers and cloud storage suppliers)

All third parties with whom we share personal data are required to process it confidentially and in accordance with applicable data protection law.

Where we engage data processors, we do so under written contracts that comply with Article 28 UK GDPR.

If we are unable to assist with your matter and you consent, we may pass your details to another firm who may be able to do so.

5. International Transfers

Some of our third-party service providers (including cloud-based practice management and communication tools) may transfer or store personal data outside the United Kingdom.

Where this occurs, we ensure that an appropriate safeguard is in place, such as:

1. An adequacy decision by the UK Secretary of State in respect of the destination country; or
2. Standard contractual clauses approved for use in the UK; or
3. Another transfer mechanism recognised under UK GDPR.

If you require further information about any specific transfer or the safeguards in place, please contact our Data Protection Officer using the details in Section 9.

6. How Long We Keep Your Personal Data

We retain personal data only for as long as is necessary for the purpose for which it was collected, having regard to our legal and regulatory obligations.

 At the end of the applicable retention period, personal data will be securely destroyed in accordance with our data destruction policy, from this point you will not be able to access it.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

1. Right of access – to obtain a copy of the personal data we hold about you (a Subject Access Request)
2. Right to rectification – to require us to correct inaccurate or incomplete data
3. Right to erasure – to request deletion of your data where it is no longer necessary for the purpose for which it was collected, or where there is no other lawful basis for retention
4. Right to restrict processing – to ask us to limit the way we use your data in certain circumstances
5. Right to data portability – to receive your data in a structured, machine-readable format where processing is based on consent or contract and carried out by automated means
6. Right to object – to object to processing based on legitimate interests or for direct marketing purposes
7. Right to withdraw consent – where we process your data on the basis of consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal
8. Rights in relation to automated decision-making – we do not carry out automated decision-making or profiling that produces legal or similarly significant effects. If this changes, we will update this policy and notify you accordingly

We will respond to data requests within one month of receipt.

We may extend this period by a further two months for complex or numerous requests, in which case we will notify you of the extension and the reasons for it within the first month.

Please note that some rights are qualified and may not apply in every circumstance.

For example, the right to erasure does not apply where retention is required by law or in connection with legal proceedings.

8. Automated Decision-Making

We do not use automated decision-making processes, including profiling, that produce legal effects or similarly significant effects on you. All decisions made in connection with your matter involve human review.

9. Contact Details and Complaints

To ask questions about this policy, or to raise a complaint about how we handle your personal data, please contact our Data Protection Officer, addressed to:

FAO: Data Protection Officer

Philip & Robert Howard Solicitors Limited

113 Wilmslow Road, Handforth, Wilmslow, SK9 3ER

Email: legal@giffordcairns.com 

We will endeavour to resolve any complaint promptly. If we are unable to resolve your complaint to your satisfaction, you have the right to complain to the Information Commissioner’s Office (ICO):

1. Website: www.ico.org.uk
2. Telephone: 0303 123 1113
3. Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

10. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices, legal obligations or regulatory guidance. We will notify you of any material changes where we are required to do so.