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Home / Privacy Policy

Privacy Policy

Last updated: 10/06/2026

DMD Costs Ltd respects your privacy and is committed to protecting the personal information we handle.

This Privacy Policy explains how we collect, use, store and protect personal data when you use our website, contact us, instruct us, upload documents through our secure client portal, or otherwise interact with us.

This policy applies to visitors to our website, client solicitor firms, professional contacts, suppliers, and individuals whose information may appear within files provided to us for legal costs work.

1. Who We Are

DMD Costs Ltd is a legal costs business providing costs drafting, negotiation and related costs services to solicitor firms and other professional clients.

For the purposes of this Privacy Policy, “DMD Costs”, “we”, “us” or “our” means DMD Costs Ltd.

Contact details:
DMD Costs Ltd
[Insert registered office address]
Email: info@dmdcosts.co.uk
Telephone: 07724 10858

If you have any questions about this Privacy Policy or how we handle personal data, please contact us using the details above.

2. How We Collect Personal Data

We may collect personal data in the following ways:

  • when you contact us through our website;
  • when you email, telephone or message us;
  • when you instruct us to assist with legal costs work;
  • when you upload files or documents through our secure client portal;
  • when you use our website;
  • when you subscribe to updates or marketing communications;
  • when solicitor firms or professional clients provide us with files for costs drafting, negotiation or assessment work;
  • when third parties provide information to us in connection with a matter we are working on.

Most of the personal data we handle is provided by solicitor firms and professional clients in connection with legal costs work.

3. Our Secure Client Portal

DMD Costs provides a secure client portal for solicitor firms and professional clients.

The portal allows clients to upload documents directly into our system, rather than relying on third-party file transfer apps or external document-sharing platforms. This helps keep file transfer, document management and matter updates within the DMD Costs system.

Through the portal, clients can:

  • upload documents securely;
  • provide files and supporting evidence for costs work;
  • track the progress of each file;
  • see matter status updates;
  • reduce the need for email attachments or third-party transfer tools;
  • keep costs files organised in one place.

We use the portal to make the file transfer and file management process more secure, efficient and transparent for our clients. Clients should only upload documents that are relevant to the matter and should ensure they have authority to provide those documents to us.

4. The Type of Personal Data We May Process

The personal data we process will depend on the nature of the matter and the services we are providing. This may include:

  • names;
  • addresses;
  • email addresses;
  • telephone numbers;
  • job titles;
  • firm or company details;
  • file references;
  • claim references;
  • court references;
  • dates of birth;
  • claim details;
  • settlement details;
  • costs information;
  • funding information;
  • retainer documents;
  • correspondence;
  • attendance notes;
  • medical reports;
  • expert reports;
  • photographs;
  • housing disrepair evidence;
  • employment or service history;
  • financial information;
  • invoices and disbursement evidence;
  • details contained in pleadings, orders, offers, bills of costs, Points of Dispute, Replies and assessment documents.

Some legal files may contain more sensitive information, including medical information, disability-related information, details of living conditions, financial hardship or other information relevant to a legal claim. We only process this information where it is necessary for the work we have been instructed to carry out.

5. Why We Use Personal Data

We use personal data for the following purposes:

  • to provide legal costs drafting and negotiation services;
  • to prepare bills of costs, electronic bills, N260s, schedules and related costs documents;
  • to prepare or respond to Points of Dispute and Replies;
  • to assist with detailed assessment or costs-only proceedings;
  • to review documents and evidence relevant to costs recovery;
  • to communicate with client solicitor firms and professional contacts;
  • to manage files through our secure client portal;
  • to provide file progress updates;
  • to keep records of instructions and work carried out;
  • to issue invoices and manage payments;
  • to comply with legal, regulatory, tax and accounting obligations;
  • to maintain the security of our website, portal and systems;
  • to improve our services and client experience;
  • to send relevant service updates or marketing communications where permitted.

We do not sell personal data.

6. Our Lawful Basis for Processing Personal Data

We only use personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We may process personal data where it is necessary to provide services under a contract with a client or to take steps before entering into a contract.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual. This may include managing client relationships, providing legal costs services, maintaining business records, improving our systems, protecting our business and communicating with professional contacts.

Legal Obligation

We may process personal data where we need to comply with legal, regulatory, tax, accounting or court-related obligations.

Consent

In limited circumstances, we may rely on consent. Where we rely on consent, the individual has the right to withdraw that consent at any time.

Legal Claims

Where files contain special category data, such as medical information, we may process that information where it is necessary for the establishment, exercise or defence of legal claims, or where another lawful condition applies.

7. How We Use Documents Uploaded to the Portal

Documents uploaded to the DMD Costs portal are used for the purpose of providing our costs services. This may include:

  • reviewing the file;
  • preparing a bill of costs or electronic bill;
  • preparing a schedule or N260;
  • preparing costs correspondence;
  • negotiating costs;
  • preparing Replies to Points of Dispute;
  • reviewing offers;
  • advising on assessment strategy;
  • updating the file status on the portal.

We do not use client documents for unrelated purposes. Access to uploaded documents is limited to those who need access for the purpose of dealing with the file, providing the service, maintaining the system or complying with our obligations.

8. Sharing Personal Data

We may share personal data where necessary with:

  • the client solicitor firm or professional client who instructed us;
  • courts or tribunals;
  • paying parties or their representatives;
  • costs counsel or external costs professionals where instructed or agreed;
  • IT, hosting, software and portal providers;
  • secure document storage providers;
  • accountants, auditors, insurers or professional advisers;
  • regulatory, law enforcement or public authorities where required by law.

Where we use third-party service providers, we take steps to ensure they only process personal data in accordance with our instructions and appropriate confidentiality and security obligations. We do not sell personal data to third parties.

9. International Transfers

Where possible, we aim to keep personal data within the United Kingdom or countries with appropriate data protection safeguards.

If personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place, such as using approved contractual protections or ensuring the transfer is otherwise permitted by data protection law.

10. How We Protect Personal Data

We take data protection seriously and use appropriate technical and organisational measures to protect personal data. These measures may include:

  • use of our secure client portal for document uploads;
  • access controls;
  • password protection;
  • secure systems and storage;
  • limiting access to those who need it;
  • staff confidentiality obligations;
  • internal file management procedures;
  • secure disposal or deletion procedures where appropriate;
  • monitoring and improvement of our systems.

No method of transmission or storage is completely risk-free, but we take reasonable steps to protect the personal data we handle.

11. How Long We Keep Personal Data

We keep personal data only for as long as necessary for the purpose for which it was collected. The retention period may depend on:

  • the type of matter;
  • the nature of the documents;
  • the services provided;
  • legal, accounting or regulatory requirements;
  • limitation periods;
  • whether there is an ongoing dispute or assessment;
  • our contractual obligations to the instructing client.

Where documents are no longer required, we will delete, destroy or anonymise them where appropriate. Client firms may contact us if they require further information about file retention for a specific matter.

12. Website Data and Cookies

When you use our website, we may collect limited technical information, such as:

  • IP address;
  • browser type;
  • device type;
  • pages visited;
  • time spent on the website;
  • referral source;
  • general location data;
  • cookie information.

We use this information to maintain website security, understand how visitors use our website and improve our services.

Our website may use cookies or similar technologies. Some cookies are necessary for the website to work properly. Others may help us understand website performance or improve user experience. You can usually control cookies through your browser settings.

13. Marketing Communications

We may send relevant updates, articles or service information to professional contacts where permitted by law.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option where provided. We will not send unnecessary marketing communications and we do not sell marketing lists.

14. Your Data Protection Rights

Depending on the circumstances, individuals may have the following rights:

  • the right to be informed about how personal data is used;
  • the right of access to personal data;
  • the right to request correction of inaccurate personal data;
  • the right to request erasure of personal data;
  • the right to restrict processing;
  • the right to object to processing;
  • the right to data portability in certain circumstances;
  • the right to withdraw consent where processing is based on consent;
  • the right to complain to the Information Commissioner’s Office.

These rights are not absolute and may depend on the circumstances, the type of data involved and our legal or contractual obligations. If the personal data was provided to us by a solicitor firm or professional client in connection with a legal matter, we may need to refer the request to that firm or consult with them before responding.

15. Requests Relating to Legal Files

Much of the personal data we handle is provided by solicitor firms in connection with legal costs work.

If you are an individual whose data appears in a file provided to us by a solicitor firm, the solicitor firm may be the primary contact for any data protection request. Where appropriate, we will assist the instructing solicitor firm in dealing with such requests.

We may not be able to disclose information directly where doing so would affect confidentiality, legal privilege, the rights of another person, legal proceedings or the proper handling of the matter.

16. Data Security and Client Responsibilities

Clients using the DMD Costs portal should take reasonable steps to keep their login details secure.

Clients should not share portal access details with unauthorised individuals.

Clients should ensure that documents uploaded to the portal are accurate, relevant and provided with appropriate authority. If you believe your portal access has been compromised, please contact us immediately.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will be published on our website. Where appropriate, we may notify clients of significant changes.

18. Complaints

If you have concerns about how we handle personal data, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

19. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

DMD Costs Ltd
Email: info@dmdcosts.co.uk