Effective date: 26.05.2026

This Privacy Policy explains how Ariadne Admin ("we", "us" or "our") collects, uses, stores and protects personal data when you visit our website, contact us, or use our administration services for medico-legal expert witnesses. We are committed to handling personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018.

1. Who we are

Ariadne Admin provides administrative and practice support services to medico-legal expert witnesses, including handling enquiries, booking appointments, managing communications, coordinating documentation and supporting report administration. Depending on the circumstances, we may act as a data controller for our own business operations and website activities, and as a processor or service provider when we handle personal data on behalf of an instructing expert witness. 

2. The personal data we collect

The personal data we collect will depend on how you interact with us. We may collect and process the following categories of personal data:

• Identity and contact data, such as your name, job title, organisation, postal address, email address and telephone number.

• Enquiry and correspondence data, such as information you include in contact forms, emails, letters or telephone calls.

• Professional information relating to expert witnesses and instructing parties, such as areas of expertise, availability, professional registration details, CV information, fee information and practice administration records.

• Case administration data, including appointment information, document tracking details, reference numbers, dates, and communications needed to support medico-legal administration.

• Technical data, such as IP address, browser type, operating system, device information and website usage information collected through cookies or analytics tools.

• Marketing preferences, where you choose to receive updates from us.

3. Special category data and case-related information

As part of supporting medico-legal expert witnesses, we may handle case-related personal data, which can include special category data such as health information. Where we process this type of information, we do so only where there is a lawful basis under UK GDPR or, where relevant, the Data Protection Act 2018. We limit access to sensitive information to those who need it for legitimate administrative purposes and apply appropriate security measures.

4. How we collect personal data

We collect personal data in a number of ways, including:

• Directly from you when you contact us, complete a website form, request information or use our services.

• From instructing solicitors, expert witnesses, clinics, courts, insurers or other professional parties involved in a medico-legal matter.

• From publicly available professional sources, where relevant for expert witness administration.

• Automatically through our website by using cookies, analytics and server logs.

5. How we use personal data

We use personal data for the following purposes:

• To respond to website enquiries and business communications

• To provide administrative support services to medico-legal expert witnesses 

• To manage appointments, records, invoicing, payments and service administration 

• To improve our website, maintain security and understand usage trends

• To comply with legal, regulatory, professional or court-related requirements

6. Who we share personal data with

We may share personal data where necessary with:

• Medico-legal expert witnesses and their authorised teams.

• Instructing solicitors, barristers, insurers, courts, tribunals and other parties involved in a case.

• Clinics, interpreters, transcription providers, couriers and other service providers supporting appointments or administration.

• Law enforcement bodies, courts or other authorities where disclosure is required by law or necessary to protect legal rights.

We do not sell personal data. Where third-party providers process personal data on our behalf, we take steps to ensure appropriate contracts and safeguards are in place.

8. Data retention

We keep personal data only for as long as necessary for the purposes for which it was collected, including to meet legal, regulatory, accounting, insurance and professional requirements. Retention periods may vary depending on the nature of the data, the services provided and any applicable limitation periods or court-related obligations. When personal data is no longer required, we will delete it securely or return it to the expert witness where appropriate.

9. Data security

We use appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. These measures may include access controls, password protection, secure systems, staff confidentiality obligations, data minimisation, secure disposal procedures and controls over service providers. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

10. Cookies and website analytics

Our website may use cookies and similar technologies to operate effectively, improve user experience, understand website traffic and support security. You can manage cookies through your browser settings and any cookie preference tools made available on our website. 

11. Your rights

Under data protection law, you may have the right to:

• Request access to your personal data.

• Request correction of inaccurate or incomplete personal data.

• Request erasure of your personal data in certain circumstances.

• Request restriction of processing in certain circumstances.

• Object to processing where we rely on legitimate interests.

• Request transfer of certain personal data to you or another organisation.

• Withdraw consent at any time where we rely on consent.

These rights are not absolute and may be limited in some circumstances, particularly where personal data is processed in connection with legal proceedings or where legal exemptions apply. To exercise your rights, please contact us using the details available on our website..

12. Complaints

If you have concerns about how we handle personal data, we would appreciate the opportunity to address them first. You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator for data protection matters.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or the way we process personal data. Any updated version will be posted on our website with a revised effective date.