Privacy Policy

Last updated: 2 November 2026

This Privacy Policy explains how Claire & Partners collects, uses, stores and protects personal data when you visit clairenpartners.com, contact us, or instruct us. We process personal data in accordance with the Data Protection Act No. 3 of 2021 and our professional obligations as legal practitioners under the Legal Practitioners Act, Chapter 30 of the Laws of Zambia.

1. Who we are

Claire & Partners is a firm of advocates and a notary public, and is the data controller for the personal data described in this policy.

• Address: Unit 4, Chifwema Road Offices, Plot No. 203311, Chifwema Road, Leopards Hill, Lusaka 10101, Zambia
• Email: enquiries@clairenpartners.com
• Telephone: +260 77 993 2508

2. What this policy covers

This policy applies to personal data we collect through this website, by email, by telephone, in our office and in the course of acting for clients. The terms of any engagement letter we issue, and our duties of confidentiality and advocate-client privilege, apply in addition to this policy when we act for you.

3. Personal data we collect

Information you give us

• Enquiry form: your name, email address, telephone number (optional), the topic of your enquiry and your message.
• Correspondence: information you include in emails, letters, telephone calls and meetings.
• Client matters: identification documents such as your NRC or passport, contact and address details, company and board records, property and estate information, and any other information needed to advise you or act for you.
• Notarial and commissioning services: copies of the documents presented and the identification needed to authenticate them.

Information collected when you use the website

• Technical data: your IP address, browser type and the pages requested, recorded in standard server logs by our website host.
• Abuse prevention: to limit spam, the enquiry form and the chat assistant record a scrambled (hashed) form of your IP address for one hour to count how many messages are sent. It is not used to identify you.

Information from other sources

When acting on a matter we may obtain information from public registers such as the Patents and Companies Registration Agency (PACRA) and the Lands and Deeds Registry, from other parties to a transaction, and from other professional advisers.

4. How we use personal data, and why we are allowed to

• To respond to your enquiry and arrange a consultation, with your consent and to take steps at your request before entering into an engagement.
• To provide legal, company secretarial, notarial and related services, in performance of our engagement with you.
• To meet our legal and regulatory obligations, including client identification and record-keeping duties that apply to legal practitioners.
• To keep our website and systems secure and to prevent misuse, in our legitimate interests.
• To send you legal updates or information about our services, only if you have opted in. You can opt out at any time by replying to any message or emailing us.

Where we rely on your consent, you may withdraw it at any time. Withdrawal does not affect processing already carried out.

5. Sensitive personal data

Some matters, such as estates, permits or family arrangements, may require information about health, family circumstances or other sensitive personal data. We process sensitive personal data only where it is necessary to establish, exercise or defend legal claims or to give legal advice, or where the law otherwise permits it, and we store it in Zambia.

6. Confidentiality and privilege

Information you share with us in connection with legal advice is confidential and protected by advocate-client privilege. Please do not send confidential details of a matter through the enquiry form or the chat assistant. We will discuss those with you in person, by telephone or by secure correspondence once we have confirmed that we can act for you.

7. Who we share personal data with

We do not sell personal data. We share it only where necessary and in line with our duty of confidentiality:

• Service providers who support our practice, such as website hosting, email and IT providers, under obligations to protect the data.
• Public registries, courts, government departments and regulators where a matter requires it, or where we are required by law.
• Other parties to a transaction, their advisers, and professionals we instruct on your behalf, with your authority.
• Our professional indemnity insurers and professional advisers, where necessary.

8. Where personal data is stored

The Data Protection Act requires personal data to be processed and stored in Zambia unless a transfer is permitted under the Act, and sensitive personal data must be stored in Zambia. Some of the service providers described in this policy, including those that host our website and email, may process data outside Zambia. We transfer personal data outside Zambia only as permitted by the Act.

9. Website services provided by others

• Map: the map on our Contact page uses map images from OpenStreetMap, loaded with the open-source Leaflet library from the unpkg service. When you scroll to the map, these services receive your IP address. They do not set cookies. The "Get directions" button opens Google Maps, which applies its own privacy policy.
• Google Fonts: the typefaces on this website are loaded from Google, which receives your IP address when a page is opened.
• Google reviews: reviews shown on our home page are displayed through the Trustindex service, which loads from its own servers.
• Accessibility tool: the accessibility menu remembers your display preferences, such as text size or contrast, in your browser's storage on your device.
• Chat assistant (when available): messages you type are sent to Anthropic, PBC in the United States to generate an automated reply. We do not keep a transcript of the conversation. Anthropic processes messages under its own commercial terms. The assistant answers general questions about the firm only and does not give legal advice.

10. Cookies

Our website does not use advertising or analytics cookies. The third-party services listed above may set their own cookies or use similar technologies when their content loads. You can block or delete cookies in your browser settings; the website will continue to work, although the map may not display.

11. How long we keep personal data

• Enquiries that do not lead to an engagement: only for as long as needed to respond and keep a record of the contact, then deleted.
• Client files and records: for the period required by law and professional rules after a matter closes.
• Server logs: for the period set by our website host.

We keep personal data in a form that identifies you for no longer than is necessary for the purpose for which it was collected.

12. How we protect personal data

We use technical and organisational measures appropriate to the sensitivity of the data, including encrypted connections to this website, restricted access to client files and confidentiality obligations on our staff and service providers. If a breach affecting personal data occurs, we will notify the Data Protection Commissioner and affected individuals as the Act requires.

13. Your rights

Subject to the Data Protection Act and any legal or professional obligations that apply, you may ask us to:

• confirm whether we hold personal data about you and give you a copy of it;
• correct personal data that is inaccurate or incomplete;
• delete personal data we no longer have a lawful reason to keep;
• restrict or object to how we use your personal data;
• provide your personal data in a structured, commonly used format; and
• withdraw consent you have given.

To make a request, email enquiries@clairenpartners.com. We may need to verify your identity before responding. We will respond without undue delay and within any period the Act requires. Some information, such as privileged material relating to other clients, may be withheld where the law allows.

If you are not satisfied with our response, you may complain to the Office of the Data Protection Commissioner in Zambia.

14. Children

Our website is not directed at children. Where a matter involves a child's personal data, such as an estate or a permit application, we process it only with the consent of a parent or guardian, or as otherwise permitted by law.

15. Changes to this policy

We may update this policy to reflect changes in the law or in how we work. The date at the top of this page shows when it was last revised.

16. Contact us

Questions about this policy or about your personal data may be sent to enquiries@clairenpartners.com, by telephone on +260 77 993 2508, or by post to Claire & Partners, Unit 4, Chifwema Road Offices, Plot No. 203311, Chifwema Road, Leopards Hill, Lusaka 10101, Zambia.