Privacy Policy

1. Protecting Your Privacy

At Urgentis, we take your privacy seriously. We collect and process personal information to deliver our consultancy and medico-legal services effectively, lawfully, and securely.

This privacy policy explains what information we collect, how we use it, and the steps we take to keep it safe. We are committed to being transparent about why we need your personal data and your rights in relation to it.

2. Who We Are

Urgentis Ltd
71–75 Shelton Street, London, WC2H 9JQ
Email: hello@urgentis.co.uk

Urgentis Ltd is the Data Controller for personal data collected through this website and as part of our consultancy and medico-legal work.

3. The Information We Collect

We may collect and process the following types of information:

Information you provide directly:

  • Your name, role, organisation, and contact details (email, phone, postal address)

  • Case information or supporting documentation relevant to medico-legal or consultancy work (which may include personal or special category data)

  • Employment or professional details where relevant to our services

  • Information submitted via online forms, surveys, or newsletters

  • Information required to manage contracts, invoices, and service delivery

Automatic information:
When you visit our website, we may collect:

  • IP address and location data

  • Browser or device type

  • Pages visited, search terms used, and referring URLs

  • Cookie identifiers (where you consent to their use)

Cookies help us improve our website and tailor content. You can disable cookies in your browser settings at any time.

4. Why We Collect and Use Personal Data

We collect and use data to:

  • Deliver consultancy and medico-legal services you have requested or instructed us to provide

  • Respond to enquiries and manage professional relationships

  • Comply with legal, contractual, and professional obligations

  • Manage administrative processes such as invoicing and contracts

  • Improve our website and services

  • Share relevant updates or newsletters where you have opted in

Our lawful bases for processing include:

  • Legal obligation: Where we are required to process data by law, regulation, or court order.

  • Contract: To deliver agreed services or manage professional engagements.

  • Consent: Where you have given explicit permission (e.g. newsletters, specific data use).

  • Legitimate interests: For day-to-day business operations, service improvement, and relationship management, provided these do not override your rights.

  • Legal claims: For the establishment, exercise, or defence of legal claims, particularly in medico-legal work.

Where special category data (such as health information) is processed, it will be handled lawfully and proportionately, typically under legal claim provisions, explicit consent, or for reasons of substantial public interest.

5. How We Collect Data

We collect data through:

  • Direct contact (email, phone, online forms, meetings)

  • Professional referrals or legal instructions

  • Website interactions and cookies

  • Third parties (e.g. legal representatives, expert networks) where lawfully permitted

6. Who We Share Data With

We only share personal data where it is necessary, lawful, and proportionate. This may include:

  • Legal professionals, courts, or tribunals in connection with medico-legal work

  • Clients and organisations that instruct us to provide consultancy services

  • IT and administrative service providers who support our operations

  • Regulators, law enforcement, or other agencies where required by law

  • Individuals or organisations you authorise us to communicate with

We do not sell your personal data. Any third parties we work with must comply with UK data protection law and act only on our instructions.

7. International Transfers

We do not routinely transfer data outside the UK. If international transfers are required, we ensure appropriate safeguards are in place in line with UK GDPR.

8. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, regulatory, or professional obligations. Retention periods vary depending on the nature of the data and the work undertaken but follow our internal data retention policy.

9. Your Rights

You have rights under data protection law, including the right to:

  • Access your personal data

  • Correct inaccurate information

  • Withdraw consent (where applicable)

  • Request erasure of your data (where legally possible)

  • Object to certain types of processing

  • Restrict processing in some circumstances

To exercise your rights, please contact: hello@urgentis.co.uk

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or disclosure.

Our website uses encryption (TLS/SSL) for data transmitted online. Access to personal data is restricted to authorised individuals who require it for legitimate business or legal purposes.

11. Links to External Sites

Our website may contain links to external websites and social media platforms. This privacy policy applies only to our site. We are not responsible for the privacy practices of other sites, so we encourage you to read their policies when visiting them.

12. Updates to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page, and significant changes will be communicated where appropriate.

13. Contact Us

For questions, concerns, or complaints about how we handle your data, please contact:
Data Protection Officer
Email: hello@urgentis.co.uk