This section summarises how we obtain, store and use information about you. It is intended to provide a very general overview only. It is not complete in and of itself and it must be read in conjunction with the corresponding full sections of this Privacy Policy

Courtel Communications Ltd and HMCTS are each separate Data Controllers in respect of the Court and Tribunal lists.

Courtel Communications Ltd (company registration number: 3725998) of 9 High Street, Egham, Surrey TW20 9EA is registered as a Data Controller with the Information Commissioner's Office (ICO) - Registration number: Z772260X.

You can contact us by writing to the above address or sending an email to:

If you have any questions about this Privacy Policy, please contact us.

We receive the Court and Tribunal lists from HMCTS computer systems.

We publish and distribute the Court and Tribunal lists under licence from The Secretary of State for Justice acting through His Majesty's Courts and Tribunals Service.

The lists which we publish on the website are public lists containing scheduling information for hearings that include names of defendants/parties and case/hearing reference number(s) (where applicable).

We receive and use information within the Court and Tribunal lists in accordance with this section and the section entitled Disclosure and additional uses of your information.

Our internal servers and systems are located in the United Kingdom.

We use a server to host our website and the public Court and Tribunal lists. The website lists are only accessible to registered users of the website who have declared themselves as being based in the EEA.

We do not allow public internet search engines (e.g. Google) to access and index the Court and Tribunal lists on our website.

Our web servers are located in the United Kingdom.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation) and carried out under the control of an official authority (Article 10 of the General Data Protection Regulation).
• Legitimate interests: publishing the lists in accordance with the principles of Open Justice, under licence from HMCTS.

Qualifying users may subscribe to one or more of our premium email express services which offers the choice of automatically receiving lists by email from selected courts and/or tribunals.

Our email servers for these services are located in the United Kingdom.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation) and carried out under the control of an official authority (Article 10 of the General Data Protection Regulation).
• Legitimate interests: provision of commercial listing services to qualifying subscribers supporting the administration of justice, under licence from HMCTS.

When you send an email to the email address displayed on our website we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email).

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: responding to enquiries and messages we receive and keeping records of correspondence.


• Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
• Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information

We use a third party email provider to store emails you send us. Our third party email provider is Microsoft. Their privacy policy is available here: https://privacy.microsoft.com/en-gb/privacystatement

Emails you send us will be stored within the European Economic Area on our third party email provider's servers.

When you contact us by phone, we collect your phone number and any information provided to us during your conversation with us. We do not record phone calls.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: responding to enquiries and messages we receive and keeping records of correspondence.


• Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
• Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information

Information about your call, such as your phone number and the date and time of your call, is processed by our third party telephone service provider and stored in the United Kingdom.

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: responding to enquiries and messages we receive and keeping records of correspondence.


• Legal basis for processing: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
• Reason why necessary to perform a contract: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information

Information you send us by post is stored in the United Kingdom.

Generally, we do not receive information about you from third parties (other than HMCTS).

However, it is possible that third parties with whom we have had no prior contact may provide us with information about you.

Information we obtain from third parties will generally be your name, but will include any additional information about you which they provide to us.

• Legal basis for processing: consent (Article 6(1)(a) of the General Data Protection Regulation).
• Consent: where you have asked that a third party to share information about you with us and the purpose of sharing that information is not related to the performance of a contract or services by us to you, we will process your information on the basis of your consent, which you give by asking the third party in question to pass on your information to us.


• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: where a third party has shared information about you with us and you have not consented to the sharing of that information, we will have a legitimate interest in processing that information in certain circumstances.

For example, third parties may pass on information about you to us if you have infringed or potentially infringed any of our legal rights. In this case, we will have a legitimate interest in processing that information to investigate and pursue any such potential infringement.

Where we receive information about you in error

If we receive information about you from a third party in error and/or we do not have a legal basis for processing that information, we will delete your information.

In certain circumstances we will obtain information about you from certain publicly accessible sources, both EU and non-EU, such as your own website, if you have one.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: in certain circumstances, we will have a legitimate interest in obtaining information about you from public and private sources. For example, if you have infringed or we suspect that you have infringed any of our legal rights, we will have a legitimate interest in obtaining and processing information about you from such sources in order to investigate and pursue any suspected or potential infringement.

Use of profiling for web analytics

We use a web analytics service (Google Analytics) to profile the usage of our website. Information collected is anonymised and stored on an aggregate basis.

Note: The web analytics service analyses and provides statistical information about how often each page (e.g. individual court lists) are viewed but does not analyse the information contained within each page (e.g. hearing details or personal information within a court list).

• Logic involved: by automatically analysing and categorising information such as the location (based on IP address) as well as the behaviour and devices of visitors to our website (using cookies), we are able to gain a better understanding of what our website visitors want (in terms of the content of our website and our products), how to improve our website and how to advertise and market our services to them.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: We use the information to compile aggregated anonymised reports and to help us improve the site.

We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business and who process your information for us on our behalf. These include the following:

• Telephone providers (UK)
• Email service provider (Microsoft)
• IT service providers (UK)
• Web developers (UK)
• Hosting providers (UK)

Our third party service providers are located in the United Kingdom apart from our email service provider (Microsoft) whose servers are located in the European Economic Area (EEA). Their privacy policy is available here: https://privacy.microsoft.com/en-gb/privacystatement

We do not display the identities of all our service providers publicly by name for security and competitive reasons. If you would like further information about the identities of our service providers, however, please contact us directly by email and we will provide you with such information where you have a legitimate reason for requesting it (where we have shared your information with such service providers, for example).

• Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our business efficiently.

• Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).
• Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.

We disclose your information to other third parties in specific circumstances, as set out below.

Sharing your information with third parties, which are either related to or associated with the running of our business, where it is necessary for us to do so. These third parties include our accountants, advisors, independent contractors and insurers.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interest: running and managing our business efficiently.

Accountants

We share information with our accountants for tax purposes. For example, we share invoices we issue and receive with our accountants for the purpose of completing tax returns and our end of year accounts.

Our accountants are located in the United Kingdom.

Advisors

Occasionally, we obtain advice from advisors, such as accountants and lawyers. We will share your information with these third parties only where it is necessary to enable these third parties to be able to provide us with the relevant advice.

Business partners

Business partners are businesses we work with which provide goods and services which are complementary to our own or which allow us to provide goods or services which we could not provide on our own.

Our business partners are located in the United Kingdom.

Independent contractors

Occasionally, we use independent contractors in our business. Your information will be shared with independent contractors only where it is necessary for them to perform the function we have hired them to perform in relation to our business.

Our independent contractors are located in the United Kingdom.

Insurers

We will share your information with our insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them.

Our insurers are located in the United Kingdom.

Sharing your information with a prospective or actual purchaser or seller in the context of a business or asset sale or acquisition by us, a merger or similar business combination event, whether actual or potential.

• Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interest(s): sharing your information with a prospective purchaser, seller or similar person in order to allow such a transaction to take place.

Indicating possible criminal acts or threats to public security to a competent authority

If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect that a fraud or a cyber-crime has been committed or if we receive threats or malicious communications towards us or third parties.

We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interests: preventing crime or suspected criminal activity (such as fraud).

In connection with the enforcement or potential enforcement of our legal rights

We will use your information in connection with the enforcement or potential enforcement of our legal rights. Our legal rights may be contractual or non-contractual (such as legal rights that we have under copyright law or tort law).

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interest(s): resolving disputes and potential disputes.

In connection with a legal or potential legal dispute or proceedings

We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.

• Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
• Legitimate interest(s): resolving disputes and potential disputes.

We do not retain the Court and Tribunal lists for longer than necessary, taking into account any legal obligations we have (e.g. performance of our licences, performance of a contract or our legitimate interests as a business) and certain additional factors. Access to archived lists and specific retention periods are set out below.

• Court and Tribunal lists published on our website are automatically deleted overnight following the date of the hearings.


• Website users who have registered in a professional capacity from the legal community (e.g. barristers, solicitors, police, government agencies and authorised media) can request archived individual public lists from the Crown Courts, Royal Courts of Justice and Employment Tribunals during the past 5 years. This service is provided entirely at our discretion.
  
  Note: We do not offer a searchable database. Lists can only be requested for a specified Court/Tribunal and hearing date(s).


• Professional subscribers to our premium services from the legal community (e.g. barristers, solicitors and authorised media) can request selected historical lists from our entire archive.


• Most professional subscribers (e.g. barristers) use our premium CourtServe 2000 service to automate the tracking and management of cases through the Courts and Tribunals. Certain cases can remain in the justice system for many years and is reflected in the duration of the retention periods. The Court and Tribunal lists are retained in our archive for a period of no longer than 10 years (7 years for Magistrates' Courts).

In any other circumstances, we will retain the Court and Tribunal lists for no longer than necessary, taking into account the following:

• the purpose(s) and use of your information both now and in the future (such as whether it is necessary to continue to store that information in order to continue to perform our obligations under a licence or contract);
• whether we have any legal obligation to continue to process your information (such as any record-keeping obligations imposed by relevant law or regulation);
• whether we have any legal basis to continue to process your information;
• whether we have been requested to remove specified lists by HMCTS (e.g. they contain errors);
• how valuable your information is (both now and in the future);
• any relevant agreed industry practices on how long information should be retained; and
• the levels of risk, cost and liability involved with us continuing to hold the information.

We take appropriate technical and organisational measures to secure the Court and Tribunal listing information and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

• only sharing and providing access to your information to the minimum extent necessary, subject to confidentiality restrictions where appropriate;
• using secure servers to store the information;
• verifying the identity of any individual who requests access to information prior to granting them access to information; and
• using Secure Sockets Layer (SSL) software to encrypt any information you submit to us via any forms on our website.

Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.

We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

We use a server located in the United Kingdom to host our website and the public Court and Tribunal lists. The website lists are only accessible to registered users of the website who have declared themselves as being based in the EEA.

We also do not allow public internet search engines (e.g. Google) to access and index the Court and Tribunal lists on our website.

However, although we have taken reasonable steps to limit the transfer of information outside of the EEA, the nature of the Internet makes it impossible to guarantee.

Qualifying users may subscribe to one or more of our premium email express services which offers the choice of automatically receiving lists by email from selected courts and/or tribunals.

Our email servers for these services are located in the United Kingdom.

However, although we have taken reasonable steps to limit the transfer of information outside of the EEA, the nature of the Internet makes it impossible to guarantee.

We will also transfer your information outside the EEA or to an international organisation in order to comply with legal obligations to which we are subject (compliance with a court order, for example). Where we are required to do so, we will ensure appropriate safeguards and protections are in place.

HMCTS are the legal authority in respect of the Court and Tribunal lists. If you believe that a list has been published in error, please contact the Court or Tribunal hearing the case and ask them to request Courtel remove the list from the website. On receipt of such request from the issuing Court/Tribunal, we will prioritise the removal of the list from the website as a matter of urgency.

In any event, every list is automatically removed from the website overnight following the date of the hearings.

Subject to certain limitations on certain rights, you have the following rights in relation to your information contained within any of the lists in our archive, which you can exercise by contacting us by email at , by post or by phone:

• to request access to your information and information related to our use and processing of your information;
• to request the correction or deletion of your information;
• to request that we restrict our use of your information;
• to receive information which you have provided to us in a structured, commonly used and machine-readable format (e.g. a CSV file);
• to object to the processing of your information for certain purposes (for further information, see the section below entitled Your right to object to the processing of your information for certain purposes);
• to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that information. Please note that if you withdraw your consent, this will not affect the lawfulness of our use and processing of your information on the basis of your consent before the point in time when you withdraw your consent.

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation.

For the purposes of the UK, the supervisory authority is the Information Commissioner's Office (ICO), the contact details of which are available here: https://ico.org.uk/global/contact-us/

The above rights are provided in summary form only and certain limitations apply to many of these rights. For further information about your rights in relation to your information, including any limitations which apply, please visit the following pages on the ICO's website:

• https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/; and
• https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

You can also find out further information about your rights, as well as information on any limitations which apply to those rights, by reading the underlying legislation contained in Articles 12 to 22 and 34 of the General Data Protection Regulation, which is available here: https://gdpr-info.eu/

Where you request access to your information, we are required by law to use all reasonable measures to verify your identity before doing so.

These measures are designed to protect your information and to reduce the risk of identity fraud, identity theft or general unauthorised access to your information.

How we verify your identity

Where we possess appropriate information about you on file, we will attempt to verify your identity using that information.

If it is not possible to identity you from such information, or if we have insufficient information about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your information.

We will be able to confirm the information we require to verify your identity in your specific circumstances if and when you make such a request.

You have the following rights in relation to your information, which you can exercise by contacting us by email at , by post or by phone:

• to object to us using or processing your information where we use or process it in order to carry out a task in the public interest or for our legitimate interests.

'Sensitive personal information' is information about an individual that reveals their racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, biometric information for the purpose of uniquely identifying an individual, information concerning health or information concerning a natural person's sex life or sexual orientation.

We do not knowingly or intentionally collect sensitive personal information from individuals, and you must not submit sensitive personal information to us.

If, however, you inadvertently or intentionally transmit sensitive personal information to us, you will be considered to have explicitly consented to us processing that sensitive personal information under Article 9(2)(a) of the General Data Protection Regulation. We will use and process your sensitive personal information for the purposes of deleting it.

Courtel only publishes public lists on our website as produced by each Court and Tribunal. These lists must not contain the names of individuals who are the subject of court reporting restrictions nor include the names of minors who are subject to court orders made under any of the following:

• Section 39 of the Children & Young Persons Act (CYPA) 1933
• Section 49 of the Children & Young Persons Act (CYPA) 1933
• Section 45 of the Youth Justice & Criminal Evidence (YJCE) Act 1999
• Section 45a of the Youth Justice & Criminal Evidence (YJCE) Act 1999
• Section 46 of the Youth Justice & Criminal Evidence (YJCE) Act 1999

Furthermore, the lists published on our website do not contain the dates of birth nor the contact details of individuals.

If you believe that a list has been published in error, please contact the Court or Tribunal hearing the case and ask them to request Courtel remove the list from the website. On receipt of such request from the issuing Court/Tribunal, we will prioritise the removal of the list from the website as a matter of urgency.

In any event, every list is automatically removed from the website overnight following the date of the hearings.

Where we make minor changes to our Privacy Policy, we will update our Privacy Policy with a new effective date stated at the beginning of it. Our processing of your information will be governed by the practices set out in that new version of the Privacy Policy from its effective date onwards.

Where we make major changes to our Privacy Policy or intend to use your information for a new purpose or a different purpose than the purposes for which we originally collected it, we will notify you by posting a notice on our website.

We will provide you with the information about the change in question and the purpose and any other relevant information before we use your information for that new purpose.

This Privacy Policy is based on a General Data Protection Regulation (Regulation (EU) 2016/769) (GDPR) compliant template provided by GDPR Privacy Policy. For further information, please visit https://gdprprivacypolicy.org

The copyright in this Privacy Policy is either owned by, or licensed to, us and is protected by copyright laws around the world and copyright protection software. All intellectual property rights in this document are reserved.

Where we display the GDPR Privacy Policy logo on our website, this is used to indicate that we have adopted a privacy policy template provided by GDPR Privacy Policy as the basis for this Privacy Policy.