KB Law Associates terms, privacy statement and GDPR rules

The purpose of this document is to confirm the arrangements between KB Law Associates Ltd and their clients.

Table of contents

• Business hours
• Our responsibilities
• Your responsibilities
• Our services and communications with you.
• Limit of liability
• Regulated services
• Non-regulated services
• Data protection under GDPR regulations.
• Storage and retrieval of files
• Outsourcing
• External auditing
• Terminating your instructions
• Confidentiality
• Receiving and paying funds
• Complaints
• Our bill
• Payment of interest
• Applicable law
• Future instructions

Business Hours

We are normally open between 9.30 am and 5.30 pm from Monday to Friday & Saturdays between 10 am to 1 pm. We may be able to arrange appointments outside of these hours, and in cases of emergency. We are closed on Sundays and all bank holidays.

We have a registered office at 71-75 Shelton Street, London WC2H 9JQ. Please note that we generally operate virtually but if you need a face-to-face appointment, please contact us beforehand and we will ensure to comply your request. Please do not attend our office without an appointment as you may not be able to see us or send any documents by post unless we have specifically requested you to do so.

Our Responsibilities

We will:

• treat you fairly and with respect
• communicate with you in plain language
• Review your matter regularly
• advise you of any changes in the law that affect your matter
• advise you of any reasonably foreseeable circumstances and risks that could affect the outcome of your matter.

Your Responsibilities

You will:

• Provide us with clear, timely, and accurate instructions
• Provide all documentation and information that we reasonably request in a timely manner
• Safeguard any documents that may be required for your matter, including documents that you may have to disclose to another party.
• Keep us updated at all times during your matter with your current contact details & any material changes to your circumstances.

Our Services and Communications with you

We will update you either by telephone or in writing by email or by post with progress on your matter regularly. We will explain to you by telephone or in writing the legal work required as your matter progresses.

We will update you on the likely timescales for each stage of this matter and any important changes in those estimates. Whenever there is a material change in circumstances associated with your matter, we will update you on whether the likely outcomes still justify the likely costs and risks.

Limit of liability

We have professional indemnity insurance giving cover for claims against the firm. Details of this insurance, including contact details of our insurer and the territorial coverage of the policy, can be inspected and will be available on request.

Our maximum aggregate liability to you in this matter will be £250,000 including interest and costs. We will not be liable for any consequential, special, indirect or exemplary damages, costs or losses, or any damages, costs or losses attributable to lost profit or opportunity.

KB Law Associates Ltd is a private limited company registered at Companies House (registration number: 16869578) and the Director’s name is detailed on all our correspondence with you. Please ask if you would like us to explain any of the terms above.

Regulated Services

KB Law Associates Ltd. is authorised and regulated by the Immigration Advice Authority, IAA PO Box 567, Dartford DA1 9XW.  This means that we are governed by a Code of Conduct and other professional rules, which you can verify by contacting IAA either by emailing them at Email: info@immigrationadviceauthority.gov.uk  or by calling 0345 000 0046.

Data Protection under GDPR

We use the information you provide primarily for the provision of legal services to you and for related purposes, including:

• updating and enhancing client records
• analysis to help us manage our practice
• statutory returns
• legal and regulatory compliance

Our use of that information is subject to your instructions, the Data Protection Act 2018, and our duty of confidentiality. Under data protection legislation, you have a right of access to the personal data that we hold about you.

We will not disclose your data or personal/business information to any third party without your consent (except where exclusions apply. Please see external auditing for more details).

Storage of Files

After completing the work, we will be entitled to keep all your papers and documents while there is still money owed to us for fees and expenses.

We will keep our file of your papers for 6 years (either in electronic or paper form), except those papers that you ask to be returned to you. We keep files on the understanding that we can destroy them after 6 years on the date of the final bill. We will not destroy documents you ask us to deposit in safe custody.

If we take papers or documents out of storage in relation to continuing or new instructions to act for you, we will not normally charge for the retrieval. However, we may charge you for:

• time spent producing stored papers that are requested
• reading, correspondence or other work necessary to comply with your instructions in relation to the retrieved

Outsourcing

We outsource the information technology work on our computer system to ensure this is done promptly and in the most cost-effective manner. We will always seek a confidentiality agreement with these outsourced providers. Should you have questions about this, please contact us.

External Auditing

External firms or organizations (for example, IAA) may conduct audit or quality checks on our practice. These external firms or organizations are required to maintain confidentiality in relation to your files. Please contact Kashif Kamran if you have any queries about your files to be disclosed to external auditors.

Terminating your instructions

You may end your instructions at any time by giving us notice in writing. We can keep all your papers and documents while our charges or disbursements are outstanding. We can only decide to stop acting for you for a good reason, and we must give you reasonable notice.

If you decide that we should stop acting for you, you are liable to pay our charges up until that point. These are calculated on the basis set out in our client care letter confirming your instructions.

Confidentiality

The information and documentation you provide us is confidential and subject to legal professional privilege unless:

• stated otherwise in this document or our letter confirming your instructions, g. in relation to the prevention of money laundering and terrorist financing

• We advise you otherwise during the course of your

We cannot absolutely guarantee the security of information communicated by email or mobile phone. Unless we hear from you to the contrary, we will assume that you consent for us to use these methods of communication.

Receiving and paying funds

Our policy is that we can accept a maximum of £2,000 in cash. If you try to avoid this policy by depositing cash directly with our bank, we may decide to charge you for any additional checks we decide are necessary to prove the source of the funds. Where we have to pay money to you, it will be paid by cheque or bank transfer. It will not be paid in cash or to a third party. Any disbursements must be paid by yourself.

We do not propose to change our bank details for you to make payments to us so if you receive any emails purporting to be from KB Law Associates Ltd. with a change of our bank details, then please inform us immediately as we take cyber security very seriously. You should also verbally or by calling us to inform us of your bank details should we need to make a payment to you.

Banking

Our main Bank is HSBC UK Plc. where we hold a Business Account [for our fees only]. Our fees are payable after all the work has been done on your behalf. However, please note that it doesn’t mean that you will not be liable to pay our fees until a decision has been received by the Home Office. By signing our client care letter and accepting our Terms and Conditions, you will be DEEMED to pay our fees as soon as all work has been done. We will send you an invoice to pay our fees in full.

Complaints

We are committed to providing high-quality legal advice and exceptional client care. If you are unhappy about any aspect of the service you receive or about the bill, please contact Kashif Kamran on 0735 930 8091, or by email on kk@kb-law.co.uk. We have a written procedure that sets out how we handle complaints.

If at any stage, you have any concerns regarding the conduct of your immigration matter, please raise directly with Mr Kamran, either verbally or in writing. Mr Kashif Kamran will try to resolve the matter and provide you a written response within 7 days. If we are unable to resolve matter to your satisfaction or you wish to pursue your complaint through other channels, you are entitled to contact Immigration Advice Authority (IAA) at any time.

Their contact details are below:

Immigration Advice Authority Complaints Team

IAA

PO Box 567

Dartford

DA1 9XW

Email: complaints@immigrationadviceauthority.gov.uk

Telephone: 0345 000 0046

Our Bill

You are liable to pay legal costs as set out in our client care letter confirming your instructions. We will also usually discuss this at our initial meeting with you. Bills should be paid within 7 days, and no interest will be charged if paid and settled in full within 14 days of their issuance. However, we may charge interest on overdue bills (which are more than 14 days) at one percent or above.

We may also cease acting for you if an interim bill remains unpaid after 28 days or if our reasonable request for a payment on account of costs is not met.

Payment of interest

Interest is payable at the deposit rate of our Bank or such higher rate as we may determine from time to time.

Applicable Law

Any dispute or legal issue arising from our Terms of Business will be determined by the law of England and Wales, and considered exclusively by the English and Welsh courts.

Future Instructions

Unless otherwise agreed, these Terms of Business, privacy statement, and GDPR rules will apply to all future instructions you give us on this or any other matters.

KB Law Associates Ltd.