Evidentia & Co. emblem Evidentia & Co.
Legal

Privacy Policy

Last updated: August 2026

Evidentia & Co. ("we", "us", "our") is committed to protecting the privacy of everyone who visits our website at www.evidentiaco.com and everyone whose personal data we process in the course of our work. This policy explains what personal data we collect, why we collect it, how we use and protect it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Evidentia & Co. is a professional investigation firm providing services to legal professionals, insurers, businesses and private clients. For the purposes of data protection law, Evidentia & Co. is the data controller of personal data collected through this website and, depending on the circumstances of an instruction, may act as either a controller or a processor of personal data handled in the course of an investigation.

If you have any questions about this policy or about how we handle personal data, you can contact us through the enquiry form on our contact page.

2. Personal Data We Collect

Information you give us

When you contact us through our website, we collect the information you choose to provide, which may include your name, email address, telephone number, the nature of your enquiry and any details you include in your message.

Information collected automatically

When you visit our website, our hosting provider may automatically collect limited technical information such as your IP address, browser type, device type, the pages you visit and the date and time of your visit. This information is used for security, performance and basic analytics purposes.

Information collected in the course of investigations

As a professional investigation firm, we may process personal data relating to individuals who are the subject of, or otherwise connected with, an investigation. This may include identity information, contact details, addresses, images, records of movements or activities, financial information and other information relevant to the lawful purpose of the instruction. This data may be obtained from our clients, from publicly available sources, from third party data providers or through lawful enquiry and observation.

3. How We Use Personal Data

We use personal data for the following purposes:

  • To respond to enquiries submitted through our website and to communicate with you about our services.
  • To provide investigation services under a contract with our clients.
  • To manage our business, including record keeping, invoicing and quality control.
  • To comply with legal and regulatory obligations that apply to us.
  • To establish, exercise or defend legal claims, whether our own or our clients'.
  • To maintain the security of our website and our systems.

4. Lawful Bases for Processing

We only process personal data where a lawful basis applies. Depending on the circumstances, we rely on one or more of the following:

  • Contract: processing necessary to perform a contract with you, or to take steps at your request before entering into a contract.
  • Legitimate interests: processing necessary for our legitimate interests or those of our clients, such as investigating suspected fraud, tracing debtors, protecting property or gathering evidence for legal proceedings, provided those interests are not overridden by the rights and freedoms of the individuals concerned. We carry out balancing assessments where required.
  • Legal obligation: processing necessary to comply with the law.
  • Consent: where you have given clear consent, for example by submitting an enquiry through our contact form. You may withdraw consent at any time.

Where we process special category data in the course of an investigation, we do so only where an additional condition under Article 9 UK GDPR and the Data Protection Act 2018 applies, most commonly that the processing is necessary for the establishment, exercise or defence of legal claims.

5. How We Share Personal Data

We do not sell personal data. We may share personal data with:

  • The client who instructed us, and their professional advisers, where the data was gathered for the purpose of that instruction.
  • Trusted subcontractors and agents engaged to assist with an investigation, who are bound by confidentiality and data protection obligations.
  • Service providers who support the running of our business, such as website hosting and secure IT services, acting on our instructions as processors.
  • Courts, tribunals, regulators or law enforcement agencies where we are required to do so by law, or where disclosure is necessary in connection with legal proceedings.
  • Professional advisers such as lawyers, accountants and insurers where reasonably necessary.

6. International Transfers

Personal data is generally stored and processed within the United Kingdom. Where an investigation requires enquiries overseas, or where a service provider processes data outside the UK, we ensure that appropriate safeguards are in place, such as an adequacy decision or standard contractual clauses, so that the data receives an equivalent standard of protection.

7. How Long We Keep Personal Data

We keep personal data only for as long as necessary for the purposes for which it was collected, including any legal, accounting or reporting requirements. Enquiry data that does not lead to an instruction is retained for a short period and then securely deleted. Case files are retained for as long as reasonably necessary in connection with the matter, including any period during which legal proceedings could arise, and are then securely destroyed. Retention periods are reviewed regularly.

8. How We Protect Personal Data

We take the security of personal data seriously. We apply appropriate technical and organisational measures, including secure storage, access controls on a need to know basis, encryption where appropriate and staff confidentiality obligations. While no system can be guaranteed to be completely secure, we regularly review our safeguards to keep them effective and proportionate to the sensitivity of the data we hold.

9. Cookies

Our website is designed to operate with minimal use of cookies. We do not use advertising or marketing cookies. Any cookies used are limited to those strictly necessary for the operation and security of the website, or basic anonymous analytics provided by our hosting platform. You can control and delete cookies through your browser settings at any time.

10. Your Rights

Under UK data protection law you have the following rights, subject to certain conditions and exemptions:

  • The right to be informed about how your personal data is used.
  • The right of access to the personal data we hold about you.
  • The right to rectification of inaccurate or incomplete data.
  • The right to erasure in certain circumstances.
  • The right to restrict processing in certain circumstances.
  • The right to data portability where processing is based on consent or contract and carried out by automated means.
  • The right to object to processing based on legitimate interests.
  • Rights in relation to automated decision making and profiling. We do not make decisions about individuals based solely on automated processing.

Please note that data protection law contains exemptions that may apply to investigative work, including where complying with a request would prejudice the prevention or detection of crime, or the establishment, exercise or defence of legal claims. Where an exemption applies, we will explain this to the extent the law allows.

To exercise any of these rights, contact us through the enquiry form on our contact page. We will respond within one month, or explain if we need longer for a complex request.

11. Complaints

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, at www.ico.org.uk or by telephone on 0303 123 1113.

12. Third Party Links

Our website may contain links to other websites. This policy applies only to our website, and we are not responsible for the privacy practices of other sites. We encourage you to read the privacy policy of any website you visit.

13. Changes to This Policy

We may update this policy from time to time to reflect changes in the law or in our practices. The current version will always be published on this page, together with the date it was last updated.