Introduction

Our website, https://timms-law.com, is a powerful means of communicating with clients and prospective clients. It is an important expression of our brand.

It is important therefore that we properly manage our website activities. This policy sets out our procedures for managing our website, including:

• who is responsible for managing our website;
• content management;
• website security and data protection;
• permitted and prohibited use;
• linking;
• accessibility;
• client confidentiality.

Third party developers, Greendog Digital, are contracted by Timms to develop and host the website. Appropriate service level agreements are in place to ensure optimum quality and control measures.

The materials contained on this website are provided for general information purposes only and does not constitute legal or other professional advice. Timms Solicitors does not accept any responsibility for any loss which may arise from accessing or reliance on information contained on this website.

Responsibility

The Marketing Manager/ Managing Partner has overall responsibility for managing our website.

They are responsible for:

• approving and monitoring content;
• ensuring the website complies with legal and regulatory requirements;
• overseeing linking arrangements;
• maintaining the website terms and conditions and privacy policy;
• conducting an annual review of this policy to ensure it is in effective operation.

Content Management

We will only publish on our website content that is appropriate for publishing in any other medium.

Website content must be clear, unambiguous, up-to-date and relevant to our business and services.

We will comply with any requirements issued by the SRA or other relevant regulator regarding price and service transparency.

No content will be added to the website without the approval of the Marketing Manager/ Managing Partner.

The Marketing Manager/ Managing Partner will only approve and upload content to the website if the content:

• is grammatically correct with no spelling mistakes;
• has been reviewed by another member of staff, preferably the Head of Department from the same department as the author;
• is accurate and up-to-date;
• does not include any breach of copyright or other intellectual property rights;
• does not breach client confidentiality (see Client confidentiality below);
• is not discriminatory;
• conforms to house style.

Website Security & Data Protection

We have the following procedures for managing the security of our website:

• We adhere to ‘Cyber Essentials’ accreditation and follow the guidelines and procedures
• We have the appropriate SSL Certificate
• The website is held on a secure server
• Back up occurs every 24hrs

To comply with relevant legislation on the use of personal data, including the UK General Data Protection Regulation, we adhere to a strict Privacy policy.

The Managing Partner is responsible for maintaining the Privacy policy, ensuring it remains compatible with the legislative requirements and is fit for purpose.

If you suspect the Privacy policy has been breached you must report this – see Reporting breaches below.

Permitted & Prohibited use

We maintain detailed terms and conditions for use of our website.

These apply equally to all users, both externally and internally, including staff.

The Marketing Manager/ Managing Partner is responsible for maintaining the Website terms and conditions.

If you suspect the Website terms and conditions have been breached you must report this—see Reporting breaches below.

Linking to Third Party Websites

We are not responsible for the content of third party websites to which we link but we must ensure any links are:

• relevant and appropriate;
• operating effectively; and
• where appropriate, reciprocated.

The Marketing Manager will oversee all linking arrangements.

Accessibility

We are committed to ensuring our website is accessible to all visitors.

We do this through:

• Image Alt text descriptions
• Colour contrast
• Easy navigation
• Headings in order
• Video captions
• Descriptive URLs
• Content structure
• Accessible PDFs

If you wish to make any suggestions on how we can improve the accessibility of our website, please contact the Marketing Manager.

Client Confidentiality

We must not breach our duty of confidentiality to our clients through our website.

Staff should be aware that this can be done inadvertently through our content, e.g. you are writing content about a particular area of law and you include something that is clearly based on your own experience. Depending on how much information you have given, it may be easy to infer that you act or have acted for a particular client on the issue. Be aware that by displaying your expertise, you may inadvertently disclose that you have acted for a particular client or in a particular case.

If you are in any doubt you must contact the Marketing Manager/ Managing Partner.

Reporting Breaches

All members of staff have an obligation to report actual or potential compliance breaches. This allows us to:

• investigate the breach and take remedial steps if necessary;
• maintain a register of compliance breaches;
• notify the SRA of any compliance breaches that are serious either in their own right or as part of a pattern of breaches.

Consequences of Breaching This Policy

We consider this policy to be extremely important. Failure to comply puts both you and the firm at risk.

If you breach the policy, you may be disciplined in accordance with our disciplinary procedure.

Monitoring & Review

The Marketing Manager/ Managing Partner is responsible for this policy.

We regularly monitor the effectiveness of this policy to ensure it is working in practice and we will review and update this policy as and when necessary.

We will review this policy regularly – at least annually. We will provide information and/or training on any changes we make.

Updated September 2024