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Asian Business woman signing a contract document making a deal.

The Firm is committed to best practices and procedure and will act responsibly and with integrity when handling personal information and data.

All clients, staff and / or volunteers will be informed of the Firm’s Confidentiality Policy at the earliest opportunity and the Firm will strive to ensure it has been clearly understood.

The Firm will only seek and keep information that is required for its clients’ specific purpose and that is adequate, relevant, up-to-date, accurate, and not excessive for that purpose and that it will be accessible only to those staff that needs it to carry out their work for the Firm.

The Firm will ensure to keep the affairs of all its clients and all information relating to them confidential, except where the Firm is compelled to disclose information by reason of a legal or regulatory obligation.

Current and former clients, staff and/or volunteers have a right to access any file about them held by the Firm upon request and to correct any inaccuracy in it.  Information can only be withheld from a client for the following reasons:

  • There is information that relates to, or is from, a third party, who has not given their consent for access to such information, or such information that is subject to legal privilege

Client information will be accessible upon request together with any organisational information that is not specifically confidential will also be openly available.

The administration of confidential information must only be carried out by employees and/or volunteers who are familiar with the Firm’s confidentiality policy.

What Information Is Confidential:

All staff and/or volunteers personal files, salary details, supervision and appraisal notes, application forms and references.

  • All clients, both current and former, including details of immigration support issues.
  • Immigration applications, interview notes and supporting information.
  • Home addresses and personal phone numbers of clients, staff and/or volunteers.

Procedures

Gathering of Information:

The Firm’s staff members are responsible for collection of relevant information on clients to assess their immigration needs and eligibility.

The Firm will only approach third parties (other agencies and/or former employees) to verify information that is relevant to:

  • supporting an immigration application;
  • supporting a staff’s job application;
  • supporting an application to volunteer with The Firm; and
  • supporting an application to join the Firm’s Management.

All applications for further information are normally made with an individual consent. It should be noted that if consent is denied, the Firm may not be able to progress with, for example, an immigration application, and that application may then fail.

Some personal information is kept on computer for service monitoring purposes and is covered under the Data Protection Act.  The Firm’s staff will hold such database for this purpose so as to limit the amount of information provided only to what is needed for administrative task.  Client database records and applications are also strictly confidential and are to be secured and kept out of view.

Personal information relating to clients is similarly of a highly confidential nature and is to be secured and kept out of view.  This includes information relating to individual’s immigration issues.