Case Preparation & Solicitor Handover Support

Important information · Complimentary client support

Terms & Conditions — Case Preparation Support

Please read these terms before requesting or supplying records for a case summary. These service-specific conditions supplement any applicable written agreement with UK Bailiff Services Ltd. Where separate written terms have been agreed, those terms will govern to the extent of any conflict. Additional data-processing terms may be required.

1. Who the support is for

UK Bailiff Services Ltd, trading as UK Bailiffs (“UKB”), may, at its discretion, provide factual case preparation support to clients with an existing or completed UKB enforcement or recovery instruction. Support is not a standalone public service and is not automatically included in any instruction. UKB may decline, restrict or discontinue a request where appropriate, subject to any existing contractual obligations.

2. No separate fee

Where offered, a case summary is provided without a separate charge as an optional ancillary service. It is not an offer of free representation, legal advice or a guaranteed deliverable. Any main enforcement or recovery fees remain governed by the original instruction.

3. What may be prepared

Depending on the records available, UKB may compile a factual chronology, source register, correspondence summary, invoice or payment schedule, attendance summary, photograph index, exhibit list and factual questions requiring clarification. UKB decides the appropriate scope and format in consultation with the client.

4. What the support does not include

The service is not provided by a law firm and does not constitute a solicitor’s report, legal opinion, expert report, witness statement or certification of the accuracy, authenticity or admissibility of documents. UKB does not use this service to conduct litigation, exercise rights of audience, issue proceedings, represent clients in court or determine whether a legal claim will succeed. Clients should obtain independent legal advice when required.

5. Legal contacts and independent solicitor introductions

Where requested and appropriate, UKB may help coordinate a referral through its legal contacts or introduce an existing client to an independent firm on its approved solicitor panel. UKB does not itself provide regulated legal representation through this service. Any solicitor has discretion whether to accept instructions, will carry out their own checks and will agree their own fees, terms and scope directly with the client. No solicitor is guaranteed to accept a matter, and UKB does not guarantee recovery or any legal outcome. Any referral fee or other financial arrangement, if applicable, must be appropriately disclosed in accordance with relevant obligations. Information will only be shared for a proposed introduction where there is a lawful basis and appropriate authorisation.

6. Client instructions and authority

Clients remain responsible for providing complete, relevant and lawfully obtained records, explaining their origin and identifying known omissions, disputes or restrictions. Clients must have an appropriate basis to disclose material to UKB for the agreed purpose. Existing possession of a document or a prior enforcement instruction does not automatically authorise every new use or onward disclosure.

7. Confidentiality, data protection and AI-assisted processing

UKB will handle records in accordance with applicable data-protection law, its privacy information and any agreed confidentiality or data-processing arrangements. The parties’ controller and processor roles will be determined by the actual circumstances. Where Article 28 UK GDPR applies, appropriate written processor terms, including relevant subprocessors, must be in place before processing. UKB may use approved software or AI-assisted tools for document organisation only where the lawful basis, contractual authority, security and supplier arrangements permit it. Records will not be used to train public AI models without appropriate authorisation. Please do not email unredacted sensitive records before secure transfer arrangements have been agreed.

8. Restricted or sensitive records

BWV, medical or vulnerability information, children’s data, criminal-offence information, privileged material and other highly sensitive records may require special assessment and additional safeguards. UKB may request redactions, limit the scope or decline processing. Clients should identify confidentiality, privilege, court-order or contractual restrictions before submitting materials.

9. Source limitations and accuracy

Summaries are based on the materials made available. UKB will aim to distinguish source-supported facts, party assertions, disputed matters and apparent gaps. Records may be incomplete, inconsistent or inaccurate. UKB does not independently authenticate originals, verify every assertion or guarantee error-free extraction, including where automation is used. Where feasible, a UKB reviewer checks substantive dates, amounts, quotations and citations before release.

10. Reliance and independent verification

The pack is an administrative working aid, not a substitute for primary records. The client and any instructed solicitor must inspect the originals, verify important factual matters, assess the applicable law and decide whether and how any material should be used in correspondence or proceedings. A summary alone should not be submitted as proof of a disputed fact without appropriate verification.

11. Corrections and updates

Clients should notify UKB promptly of material errors or missing information. UKB may issue a corrected, dated version, but is not obliged to maintain an ongoing or automatically updated case record unless separately agreed. Each version should be read with its stated source limitations.

12. Storage, sharing and deletion

UKB will apply appropriate access controls, retention periods and secure disposal arrangements, taking account of legal obligations and any governing client agreement. A client must not publish or circulate a confidential pack beyond those with a legitimate need without considering applicable confidentiality, privacy and third-party rights. If a solicitor needs the originals, the parties should agree a secure handover.

13. Responsibility and liability

UKB will exercise reasonable care in carrying out agreed administrative support. Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation. UKB makes no promise about litigation outcomes, recovery, completeness of third-party records or judicial acceptance of the pack. Any proposed contractual limitation of liability must be set out in applicable agreed terms and is subject to law.

14. Applicable law and enquiries

These service-specific terms are intended for clients in England and Wales and are governed by the law of England and Wales, subject to mandatory legal requirements and any governing client contract. For questions about scope, records or corrections, email help@ukbailiffs.org or call 0330 133 1818.

These terms explain the scope of the optional complimentary service. The agreed instruction terms and applicable law continue to apply; any additional data-processing arrangements will be agreed where required.