Privacy
Privacy notice
How we collect, use, share and protect personal information, and the rights you hold over it. That includes the health and criminal allegation information that defence work involves.
1. Who we are
Eloquia Ltd is the controller of the personal information described in this notice. We are a legal consultancy that defends doctors and other healthcare professionals in regulatory, criminal, inquest and NHS disciplinary matters. We also act for employers as independent investigators, chairs and mediators. The company is registered in England and Wales, company number 12532468. Its registered office is at Arden Hall, Brooklands Road, Sale M33 3SJ.
Saqib Khan, our director, is responsible for data protection at Eloquia. You can reach him by email at hello@eloquia.co.uk or telephone 07356 071 193. By post, write to Eloquia Ltd, Arden Hall, Brooklands Road, Sale M33 3SJ.
2. What we collect
The information we hold depends on why you are in touch with us. The table sets out the categories and where each comes from.
| Category | Examples | Source |
|---|---|---|
| Identity and contact | Name, professional registration number, employer, email address, telephone number, postal address | You, or the person who referred you |
| Your matter | The concern raised, correspondence with the regulator, the police, the coroner or your employer, witness accounts, expert reports, records of meetings and our notes | You, the other parties, the regulator, the tribunal or the court |
| Health information | Information about your health, or about patients, where the matter turns on it | You, your records and the evidence in the case |
| Criminal allegation information | Details of an allegation, an arrest, an interview under caution, a charge or a conviction | You, the police and the criminal defence partner firm |
| Billing | The fee agreed, invoices, payments made by stage and the bank details you pay from | You |
| Website and contact form | What you type into the contact form, and the technical details any web server receives, such as your IP address | You, and our website host |
Sometimes we act for an employer or a trust as an investigator or chair, or we mediate. In that work we hold information about the people involved in the process. They can include the doctor or employee concerned, complainants and witnesses.
3. How we use it and our lawful bases
We use personal information only for the purposes in the table. For each, we rely on the lawful basis shown.
| Purpose | Lawful basis |
|---|---|
| Replying to your enquiry and deciding whether we can act, including a conflict check | Steps taken at your request before a contract, and our legitimate interest in answering people who contact us |
| Carrying out the work you instruct us to do | Performance of our contract with you |
| Acting for an employer or trust as investigator, chair or mediator | Our legitimate interest, and the employer's, in a fair and independent process |
| Billing, accounts and tax | Legal obligation, and performance of our contract |
| Dealing with a complaint or a claim | Our legitimate interest in defending ourselves and putting things right |
Health information is special category data. We process it because the processing is necessary for the establishment, exercise or defence of legal claims. That covers regulatory and tribunal proceedings as well as court cases. We process information about criminal allegations and offences under the equivalent condition in Schedule 1 to the Data Protection Act 2018. That condition covers legal claims and legal advice.
We do not use personal information for marketing and we do not sell it. Nor do we make any decisions about you by automated means.
4. Who we share it with
We share information only where your matter needs it or the law requires it. Inside a matter, we share only what the recipient needs to see. Depending on the case, recipients include:
- counsel and expert witnesses instructed in your case
- the regulated law firm and the criminal defence partner firm we work with, where your matter needs them
- the regulator, the tribunal, the coroner or the court, through the documents filed in the proceedings
- our own professional advisers and insurers
- Netlify, which hosts this website and receives messages sent through the contact form
We tell you before we pass your file to counsel, an expert or a partner firm. Without your agreement, we do not share it with anyone outside the proceedings. Our trust page explains who sees what in more detail.
5. International transfers
Netlify may process contact form messages and website data outside the United Kingdom. Where any provider processes personal information outside the United Kingdom, we rely on the safeguards UK data protection law requires. For international transfers, those include adequacy regulations or the International Data Transfer Agreement.
6. How long we keep it
We keep personal information for as long as we need it for the purpose we collected it for. Afterwards we keep it for as long as we need it to meet legal, accounting and insurance requirements or to answer a claim. If we do not go on to act for you, we delete your enquiry once it is clear we have no further need of it. When a file reaches the end of its retention period we delete the electronic copy and shred any paper.
7. Security
We keep the number of people and systems that touch your information small. We protect it with the measures our trust page describes. Some personal data breaches are ones the law requires us to report. If one occurs, we report it to the Information Commissioner's Office and tell you where the law requires it.
8. Your rights
You have the right to ask for a copy of your information and to have it corrected or erased. You can also restrict or object to its use. In some cases you can have it transferred to you or to another organisation. Some of these rights have limits where we need the information for legal claims. To use any of them, contact Saqib Khan using the details in section 1. We reply within one month. We do not charge for a request unless it is manifestly unfounded or excessive.
You can complain to the Information Commissioner's Office if you are unhappy with how we have handled your information. Its website is ico.org.uk and its helpline is 0303 123 1113. We would welcome the chance to put things right first.
9. Cookies and AI tools
This website sets no cookies and runs no analytics or advertising. It stores one record in your browser, your answer to the cookie banner. That record holds no personal information and never reaches us. Our cookie policy explains the position in full. Our responsible AI policy sets out our use of AI tools. It includes the rule that no client information goes into a tool that trains on it.
When you contact us, you may first speak with our AI assistant. It tells you at the start that it is an AI assistant and not a person or a lawyer. The assistant records your details and your answers to a questionnaire about your matter. Those answers can include information about your health and about criminal allegations. Saqib Khan then has what he needs before he speaks to you. Because the assistant gives no legal advice and makes no decision about you, the statement in section 3 still applies. We make no decisions about you by automated means. You can leave any question unanswered and ask to deal with Saqib instead. We hold and protect the record it makes as part of your file, on the lawful bases and conditions in section 3. We use only an assistant whose terms exclude training on what we give it.
10. Changes to this notice
When we change this notice, we publish the new version on this page and raise the version number. We record the change in the table below.
11. Approval and version history
| Version | Date | Change | Approved by |
|---|---|---|---|
| 1.0 | 23 October 2026 | First issue | Saqib Khan, director |
| 1.1 | 24 October 2026 | Section 9 describes the AI assistant that may take your first contact | Saqib Khan, director |
ELQ-PRIV-001 · Version 1.1 · Owner: Saqib Khan, director · Next review: October 2027