ImmigrantDeskPrivacy Notice
1. Who we are
ImmigrantDesk is provided by Sarker Anisuzzaman, trading as siasolution, 108 alder crescent ("ImmigrantDesk", "we", "us").
- Privacy contact: sarker@siasolution.com
- ICO registration number: [to be confirmed]
Data Protection Officer: siasolution (sarker@siasolution.com).
2. Our role
| Situation | Our role | Whose privacy notice applies |
|---|---|---|
| A law firm, solicitor, adviser or organisation uses ImmigrantDesk for its clients' cases | Processor — we act on that firm's instructions | The firm's own notice, plus this one for platform matters |
| You use ImmigrantDesk yourself as a self-service client | Controller | This notice |
| Running accounts, subscriptions, billing, security and support | Controller | This notice |
If you are a client of a firm that uses ImmigrantDesk, please contact that firm first about your case information. We will pass any request we receive to them.
3. What information we process
| Category | Examples |
|---|---|
| Identity and contact | Name, address, email, telephone, date of birth, nationality, passport or ID details, Home Office references |
| Immigration and case | Immigration history, applications, decisions, appeals, administrative reviews, tribunal and asylum information, correspondence, advice and case notes |
| Family | Partners, children, dependants, sponsors, household details |
| Documents and evidence | Passports, eVisa evidence, bank, employment, accommodation and education records, photographs, witness statements, uploaded files |
| Account and usage | Account and role, organisation, login records, audit trail, AI usage counts, device and network details from security logs |
| Billing | Subscription, invoices and payment records (we do not store card numbers) |
Special-category and criminal-offence information. Immigration and asylum cases can involve health, ethnic origin, religion, political opinion, sexual orientation, biometric details and criminal records. We process this only where it is necessary for the case. For a firm's clients, the firm decides the legal condition. For self-service clients, we rely on explicit consent (UK GDPR Art. 9(2)(a)) and on legal claims (Art. 9(2)(f)).
We also process information about other people named in a case, such as family members and witnesses, only for that case.
4. Why we use it and our lawful basis
| Purpose | Lawful basis (UK GDPR Art. 6) |
|---|---|
| Providing the platform, accounts and subscriptions | Contract (6(1)(b)) |
| Self-service case tools, including AI assistance | Contract (6(1)(b)); explicit consent for special-category data |
| Billing, tax and accounting records | Legal obligation (6(1)(c)) |
| Security, fraud prevention, audit logs and service improvement | Legitimate interests (6(1)(f)) — keeping the service and your data safe |
| Answering your requests and complaints | Legal obligation (6(1)(c)) |
| Service emails (account, security, billing) | Contract (6(1)(b)) |
We do not use your information for marketing without your consent, and we do not sell it.
5. Document processing
Uploaded files are virus-scanned, then their text is extracted (by optical character recognition, OCR, where needed) so it can be searched within the authorised case. OCR can make mistakes; the original file is kept and always prevails.
6. AI-assisted features
Some features use AI: case analysis, document review, research help, drafting and chat. Only the information needed for the task, from the case you are working on, is sent to the AI provider.
- AI output is a draft to be checked. It is never an automatic decision about your immigration status or rights (UK GDPR Art. 22).
- Professional users must review AI output before relying on it.
- We use each provider's paid API service, under terms that do not allow our data to be used to train their models.
7. Who can see your information
- you;
- the solicitors, advisers, caseworkers and staff authorised on your case;
- our system owner, only where needed for support, security or legal reasons;
- our processors (section 8); and
- courts, regulators or authorities, where the law requires it.
Access is limited by organisation, role, client and case.
8. Our processors
| Processor | Service | Location | Safeguard |
|---|---|---|---|
| Contabo GmbH | Server hosting, storage and backups | Data-centre region to be confirmed | UK adequacy (EU) or no transfer (UK) |
| Google LLC (Gemini API) | AI processing | USA | UK International Data Transfer Addendum / UK-US data bridge |
| OpenAI (when enabled) | AI processing | USA | UK International Data Transfer Addendum / UK-US data bridge |
| Anthropic (when enabled) | AI processing | USA | UK International Data Transfer Addendum / UK-US data bridge |
| siasolution.com mail service | Service emails | To be confirmed | To be confirmed |
We will update this list before adding a new processor.
9. International transfers
Where a processor handles data outside the UK, we use a lawful safeguard: UK adequacy regulations, the UK–US data bridge, or the UK International Data Transfer Agreement or Addendum, with a transfer risk assessment where required.
10. How long we keep information
| Information | Kept for |
|---|---|
| Client and Matter Records | 6 years |
| Uploaded Documents and Evidence | 6 years |
| Chat, Conversation and AI Context | 6 years |
| Financial, Billing and Payment Records | 7 years |
| Audit, Security and Activity Records | 1 year |
| Account and Identity Records | 1 year |
| Encrypted Backup and Recovery Records | 7 days |
Deletion is reviewed before it happens, so that we do not remove information needed for a live case, a legal hold or a legal claim.
11. Your rights
You can ask us to give you a copy of your data, correct it, delete it, restrict or object to its use, or move it to another provider. Where we rely on consent, you can withdraw it at any time.
Email sarker@siasolution.com. We reply within one month, free of charge, and may ask you to prove your identity.
12. Complaints
Please contact us first. You can also complain to the Information Commissioner's Office: ico.org.uk, 0303 123 1113.
13. Changes
We will post any change here with a new version date, and tell account holders by email about important changes.