Who we are and how to contact us
ProHearings provides employment tribunal support, regulatory hearing support, contract review and related document services. ProHearings is not a firm of solicitors.
For data protection purposes, ProHearings is the controller of the personal information it decides how to use. You can contact us at hello@prohearings.co.uk.
What information we collect
We collect information you give us when you make an enquiry, pay for a service, send documents, book a call, ask us to review a matter or ask us to correspond on your behalf.
This may include your name, email address, phone number, address, employer or regulator details, job title, employment dates, pay information, payment status, case references, Acas information, tribunal documents, regulator documents, contracts, policies, settlement material, witness material, medical evidence, correspondence and other documents you choose to send.
Sensitive information
Employment and regulatory matters often involve sensitive information. This may include health, disability, sickness absence, medication, race, sex, pregnancy, religion or belief, sexual orientation, trade union activity, whistleblowing material, safeguarding material, disciplinary allegations, criminal allegation material and information about another person.
Please only send documents that are relevant to the matter. If you send information about another person, you should only do so where you have a proper reason to share it for the matter we are helping with.
Where information comes from
Most information comes directly from you. We may also receive information from a tribunal, Acas, a regulator, an employer, a respondent, a representative, a witness, a payment provider or another person involved in the matter, where this is relevant to the service.
How we use information
We use personal information to assess enquiries, provide the service requested, prepare and review documents, manage deadlines, communicate with you, take payment, keep records, improve the website, deal with complaints and protect our legal position.
If you ask us to act or correspond for you, we may use the information to communicate with a tribunal, Acas, a regulator, an employer, a respondent, a representative, a court or another relevant organisation.
Software and AI-assisted workflow tools
We reserve the right to use secure internal software and AI-assisted workflow tools to help read, organise, summarise, draft, quality-check and format documents for the service you request. These tools support our work and do not make automated decisions about you.
We do not sell client information or use client case materials to train public AI models. Where a third-party technology provider processes information for us, it does so as a service provider, processor or under equivalent contractual controls. Sensitive information is processed only where necessary for the matter, including legal claims, employment rights, regulatory proceedings, substantial public interest reasons or related support.
Our lawful bases
We usually process personal information because it is necessary to take steps before entering into a contract with you, to perform a contract with you, to comply with legal obligations or because we have a legitimate interest in running the service, keeping proper records and protecting our position.
Where we process special category information, such as health or disability information, we do so where it is needed for legal claims, employment rights, regulatory proceedings, substantial public interest reasons or because you have clearly provided it for us to use for the matter. Where criminal offence information is involved, we use it only where it is relevant and there is a lawful basis to do so.
Payments
Online payments are handled by payment providers such as Stripe. We do not store full card details. We may keep payment status, invoice information, transaction references and accounting records.
Who we share information with
We do not sell personal information. We share it only where needed to deliver the service, operate the business, comply with the law or protect the matter you have asked us to assist with.
This may include payment providers, email and document systems, website hosting and security providers, analytics tools, professional advisers, the Employment Tribunal, Acas, regulators, respondents, employers, representatives, courts, witnesses and other relevant organisations.
International transfers
Some trusted service providers may process information outside the United Kingdom. Where this happens, we expect appropriate safeguards to be used, such as adequacy arrangements, standard contractual clauses or equivalent protections required by data protection law.
Calls, emails and case files
If we speak to you by phone or video call, we may keep notes of the call on your file. If call recording is used, we will tell you. Emails and attachments may be stored so that we have an accurate record of instructions, deadlines, advice, documents sent and documents received.
How long we keep information
Case files are normally kept for up to 6 years after the end of the matter, unless a longer period is needed for a legal, regulatory, complaint, insurance or accounting reason. Enquiry information that does not become a paid matter is normally kept for up to 12 months. Payment and accounting records are normally kept for 6 years.
We delete, anonymise or reduce information when it is no longer needed.
Your rights
You may have the right to ask for access to your personal information, correction, deletion, restriction, objection or transfer of your data. You may also have the right to withdraw consent where consent is the basis being relied on. These rights are not absolute and may depend on the reason we hold the information.
To make a request, contact hello@prohearings.co.uk. You can also complain to the Information Commissioner's Office at ico.org.uk.
Cookies and analytics
We use cookies and analytics to understand how visitors use the website, improve pages, check whether forms are working and keep the website secure. Essential cookies and browser storage support enquiries, sessions, payments and your cookie choices. Google Analytics and Google Ads measurement are optional and are off until you consent. Analytics helps us understand website use; advertising measurement helps us assess our advertising. Personalised advertising remains off. Your separate choices are stored in this browser for 180 days and can be changed or withdrawn at any time using Cookie settings. Withdrawing a choice stops that category on future page loads and removes accessible first-party Google measurement cookies; it does not undo data already collected. Google may process measurement data outside the UK. See Google's privacy policy for more information. We do not send enquiry answers, case documents or payment details to these tags, and Google measurement is disabled on our case intake and client portal pages. If you have allowed advertising measurement, a separate confirmation page tells Google Ads only that an enquiry or callback request was sent, so we can see which adverts work. It sends none of your enquiry details. If you upload a settlement agreement on our website, your details, documents and links are sent by email to our inbox and are not stored on the website; we add a reminder with your name and reference to our internal task calendar. You can control cookies through your browser settings and, where shown, the website cookie banner.
Security
We use HTTPS, access controls, secure passwords and trusted service providers to protect information. No online system can be guaranteed to be completely secure, so please avoid sending unnecessary documents until we have asked for them.
Changes to this policy
We may update this policy as the service, website or legal requirements change. The latest version will be published on this page.