Privacy Notice

PRIVACY NOTICE

Last updated: July 2026

1. Introduction

Davies & Davies Associates Ltd ("we", "us", "our") is committed to protecting the privacy and security of personal information.

This Privacy Notice explains how we collect, use, store, disclose and protect personal information when providing legal, surveying, dispute resolution and related professional services.

This notice applies to:

• clients and prospective clients;
• parties to disputes;
• witnesses, experts and consultants;
• professional advisers and representatives;
• suppliers and contractors;
• visitors to our website; and
• any individual whose personal information is provided to us in connection with our professional activities.

We process personal information in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018 and other applicable data protection legislation.

2. Who We Are

Davies & Davies Associates Ltd is the controller of personal information processed in connection with its business activities.

Data Controller

Davies & Davies Associates Ltd
31 Pearce Drive
Faringdon
Oxfordshire
SN7 7ND

Email: nigel@dda.law

Information Commissioner's Office Registration Number: Z1194511

Where Nigel Davies acts as an adjudicator, arbitrator, mediator, expert determiner, independent expert or in another neutral capacity, personal information processed for the purposes of that appointment will ordinarily be processed through Davies & Davies Associates Ltd and subject to the confidentiality, privilege and professional obligations applicable to that appointment

3. Personal Information We Process

The categories of personal information we process may include:

Identity and Contact Information

• Name
• Address
• Email address
• Telephone number
• Date of birth
• Employer and job title

Professional Information

• Qualifications
• Employment history
• Professional memberships
• Business information

Financial Information

• Bank account details
• Billing information
• Tax information
• Payment records

Case and Matter Information

Information relevant to legal proceedings, adjudications, arbitrations, mediations, expert appointments, surveying services and other professional instructions.

Such information may include correspondence, witness evidence, expert evidence, pleadings, submissions, contracts, financial records, project documentation, arbitration materials, adjudication materials and other information relevant to the instruction.

Technical Information

When you use our website, we may collect:

• IP address
• Browser type
• Device information
• Operating system
• Website usage statistics

Special Category Data

Where necessary for a particular matter, we may process special category personal data, including information concerning health, medical conditions or other information protected under Article 9 UK GDPR.

Such processing will only occur where permitted by law and where an appropriate lawful basis and condition for processing exists.

4. How We Obtain Personal Information

We may obtain personal information:

• directly from you;
• from our clients;
• from your legal representatives;
• from opposing parties and their advisers;
• from courts, tribunals and dispute resolution bodies;
• from experts and witnesses;
• from public registers and publicly available sources;
• from regulators and professional bodies;
• from credit reference and identity verification sources where appropriate; and
• from our website and related online services.

5. Why We Process Personal Information

We process personal information in order to:

• provide legal services;
• provide chartered surveying services;
• conduct adjudications, arbitrations, mediations and expert appointments;
• correspond with clients and third parties;
• manage professional relationships;
• administer files and records;
• issue invoices and collect fees;
• comply with regulatory requirements;
• manage complaints and claims;
• train staff and pupils;
• protect our legal rights;
• improve our services;
• maintain information security; and
• operate our website and IT systems.

6. Lawful Bases for Processing

Depending on the circumstances, processing may be necessary for one or more of the following lawful bases:

Contract

Processing necessary for the performance of a contract or for steps taken before entering into a contract.

Legitimate Interests

Processing necessary for our legitimate interests, including:

• delivery of professional services;
• management of our practice;
• protection of legal rights;
• fee recovery;
• professional training;
• information security;
• business administration.

Legal Obligation

Processing necessary to comply with legal and regulatory obligations.

Administration of Justice and Legal Proceedings

Processing necessary for the establishment, exercise or defence of legal claims or for the administration of justice.

Consent

Where appropriate, we may rely on consent. Consent may be withdrawn at any time, although withdrawal will not affect processing already lawfully carried out.

7. Disclosure of Information

Subject always to duties of confidentiality, legal professional privilege and applicable law, we may disclose personal information to:

• barristers;
• solicitors;
• expert witnesses;
• mediators;
• adjudicators;
• arbitrators;
• courts and tribunals;
• dispute resolution bodies;
• insurers;
• accountants and auditors;
• IT and software providers;
• website hosting providers;
• professional advisers;
• regulators;
• law enforcement bodies; and
• any person or organisation where disclosure is required by law or authorised by the data subject.

8. Professional Confidentiality and Legal Professional Privilege

Davies & Davies Associates Ltd provides legal, surveying, adjudication, arbitration, mediation, expert determination and related professional services. In carrying out those functions we are subject to duties of confidentiality, legal professional privilege, professional secrecy and, in some cases, duties owed to courts, tribunals, arbitral bodies and appointing authorities.

Accordingly, rights that may otherwise be available under data protection legislation are subject to important legal and regulatory limitations.

In particular, we may be unable to disclose, erase, rectify, restrict or otherwise provide access to information where doing so would:

• breach legal professional privilege;
• breach a duty of confidentiality owed to a client, former client, tribunal, arbitral institution, appointing body or third party;
• prejudice current or contemplated legal proceedings;
• prejudice the establishment, exercise or defence of legal claims;
• compromise the independence or integrity of an adjudication, arbitration, mediation, expert determination or other dispute resolution process;
• contravene an order of a court, tribunal or arbitrator;
• infringe the rights and freedoms of another individual; or
• conflict with our professional, statutory or regulatory obligations.

Where Nigel Davies acts as an adjudicator, arbitrator, mediator, expert determiner, independent expert or in another neutral capacity, information received in connection with that appointment may be subject to additional duties of confidentiality and procedural restrictions. In such circumstances, requests made under data protection legislation may be limited to the extent permitted by applicable law.

Nothing in this Privacy Notice shall require Davies & Davies Associates Ltd or Nigel Davies to disclose information protected by legal professional privilege, litigation privilege, mediation privilege, without prejudice privilege, arbitration confidentiality, adjudication confidentiality, expert deliberations, judicial deliberations or any comparable protection recognised by law.

Where we are unable to comply fully with a request because of one or more of the matters described above, we will explain the position to the extent that we are lawfully permitted to do so.

9. Artificial Intelligence

We may use artificial intelligence ("AI") and machine-learning assisted tools in a strictly supportive capacity for administrative, drafting, organisational or analytical purposes.

All professional judgment, decision-making, legal analysis, adjudicative functions, arbitral functions and expert conclusions remain subject to human review and responsibility.

We do not use solely automated decision-making which produces legal or similarly significant effects on individuals.

10. International Transfers

Where personal information is transferred outside the United Kingdom, we will ensure that appropriate safeguards required by UK data protection law are in place.

These safeguards may include:

• adequacy regulations;
• the UK International Data Transfer Agreement;
• approved contractual clauses; or
• other lawful transfer mechanisms.

11. Retention of Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including:

• compliance with legal and regulatory obligations;
• management of claims and complaints;
• professional record-keeping requirements.

Unless a longer period is required, files are normally retained for at least 10 years after conclusion of the relevant matter.

Retention periods may be extended where litigation, regulatory proceedings or other exceptional circumstances require.

Personal information received in connection with adjudications, arbitrations, mediations, expert determinations or other neutral appointments may be retained for longer periods where necessary to:

• address challenges to decisions or awards;
• comply with legal or regulatory obligations;
• maintain professional records; or
• protect legitimate interests arising from the appointment.

12. Your Rights

Under UK data protection law, you have a number of rights concerning your personal information.

These rights are not absolute and may be subject to exemptions, particularly where legal professional privilege, confidentiality obligations, the administration of justice, regulatory requirements, or the establishment, exercise or defence of legal claims apply.

Subject to applicable law, you may have the right:

12.1 Right to be Informed

To receive clear information about how your personal information is collected, used, stored and shared.

12.2 Right of Access

To obtain confirmation of whether we process personal information about you and, where we do, to receive a copy of that information together with supplementary information concerning its processing.

12.3 Right to Rectification

To request correction of inaccurate or incomplete personal information held about you.

12.4 Right to Erasure

In certain circumstances, to request deletion of personal information where there is no lawful reason requiring its continued retention.

12.5 Right to Restrict Processing

To request that we limit the way in which we use your personal information in certain circumstances.

12.6 Right to Object

To object to processing carried out on the basis of legitimate interests or for direct marketing purposes.

12.7 Right to Data Portability

Where processing is based upon consent or contract and carried out by automated means, to receive certain personal information in a structured, commonly used and machine-readable format.

12.8 Rights Relating to Automated Decision-Making

We do not use solely automated decision-making that produces legal effects or similarly significant effects on individuals.

In some circumstances we may be unable to comply fully with a request where legal professional privilege, confidentiality obligations, the administration of justice, arbitration confidentiality, adjudication confidentiality or other applicable legal exemptions apply.

Exercising Your Rights

Requests concerning your personal information should be sent to:

Nigel Davies
Davies & Davies Associates Ltd
Email: nigel@dda.law

We may request evidence of identity before responding to a request.

We will respond within the periods required by applicable data protection legislation.

13. Accessing and Correcting Your Information

If you believe that information we hold about you is inaccurate, incomplete or out of date, please contact us as soon as possible.

We will take reasonable steps to investigate and, where appropriate, correct the information.

Requests should be submitted to: nigel@dda.law

14. Marketing Communications

From time to time we may send newsletters, legal updates, publications, event invitations or information concerning our professional services.

Where required by law, we will obtain your consent before sending marketing communications.

You may unsubscribe from marketing communications at any time by:

• using the unsubscribe facility included in the communication; or
• emailing nigel@dda.law.

Please note that withdrawing consent to marketing communications will not affect communications necessary for:

• the performance of a contract;
• management of a client relationship;
• conduct of legal proceedings;
• conduct of adjudications, arbitrations, mediations or expert appointments; or
• compliance with legal or regulatory obligations.

15. Cookies and Similar Technologies

Our website may use cookies and similar technologies to improve functionality, enhance security and understand how visitors use the website.

A cookie is a small text file stored on your device when you visit a website.

Cookies may be:

• Strictly Necessary Cookies – required for operation and security of the website.
• Analytics Cookies – used to understand website usage and performance.
• Preference Cookies – used to remember user preferences.
• Third-Party Cookies – supplied by approved third-party service providers.

Where required by law, non-essential cookies will only be used with your consent.

You may withdraw or amend your cookie preferences at any time through the cookie management tools available on the website.

You may also configure your browser to block or delete cookies, although doing so may affect website functionality.

Further information about cookies is available from the Information Commissioner's Office:

ICO Guidance on Cookies

15.1 Managing Cookie Preferences

You may change your cookie preferences at any time through our cookie consent mechanism, where available, or through your browser settings.

Most web browsers permit users to:

• view cookies;
• delete cookies;
• block cookies from particular websites; or
• block cookies entirely.

Please note that disabling certain cookies may affect the functionality, performance or security of the website.

15.2 Third-Party Services

Our website may incorporate content, services or functionality provided by third parties. Those third parties may set their own cookies or collect information independently of Davies & Davies Associates Ltd.

We do not control the cookie practices of third-party websites or services and encourage users to review their privacy policies directly.

15.3 Changes to Cookies Used

The cookies and technologies used on our website may change from time to time as our website and service providers evolve.

The most up-to-date information concerning cookies in use will be made available through our cookie consent mechanism and website documentation where appropriate.

16. Website Analytics and Performance Monitoring

We may use website analytics, performance monitoring and security monitoring services to help us understand how visitors interact with our website and to improve its performance, usability, accessibility and security.

Such services may collect information including:

• IP address (which may be anonymised or truncated);
• browser type and version;
• operating system;
• device type;
• pages visited;
• time spent on pages;
• referral sources;
• click, scroll and navigation data;
• website performance information; and
• general geographic location derived from IP address.

Where analytics technologies are used, we seek to configure them in a privacy-conscious manner and to minimise the collection of personally identifiable information wherever reasonably practicable.

Analytics information is generally used in aggregate form for:

• website administration;
• performance monitoring;
• user experience improvements;
• content development;
• security monitoring; and
• service improvement.

We do not use website analytics to make automated decisions about individuals or to profile individuals for legal or similarly significant purposes.

Any third-party analytics providers used by us will process information in accordance with their own privacy notices and applicable data protection laws.

16.1 Security and Fraud Prevention

We may use log data and website activity information to detect, investigate and prevent unauthorised access, cyber-attacks, fraud, misuse of our systems and other unlawful activity.

Information may be retained for longer periods where reasonably necessary for security, legal or regulatory purposes.

17. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

Changes may be made to reflect:

• developments in data protection law;
• changes to our professional services;
• changes to our business operations;
• technological developments; or
• regulatory guidance.

The most current version will always be published on our website.

Where appropriate, and particularly where changes are material, we may notify affected individuals directly.

The date of the latest revision will appear at the beginning of this Privacy Notice.

18. Complaints

We hope that any concerns regarding the way in which we process personal information can be resolved with us directly.

If you have any concerns or complaints regarding the handling of your personal information, please contact:

Nigel Davies
Davies & Davies Associates Ltd
Email: nigel@dda.law

You also have the right to lodge a complaint with the Information Commissioner's Office ("ICO"), the United Kingdom's supervisory authority for data protection matters.

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: Information Commissioner's Office

Making a complaint to the ICO does not affect any other legal rights or remedies that may be available to you.

This Privacy Notice forms part of the information provided by Davies & Davies Associates Ltd pursuant to Articles 13 and 14 of the UK GDPR.

END OF PRIVACY NOTICE