Privacy Policy

1. Who We Are

Candid (“Candid”, “we”, “us”) is a trading name of Scribe Services Ltd, a company registered in England & Wales. Candid provides software that assembles and checks Form E financial disclosure for family law firms in England & Wales. This policy explains how we handle personal data when a firm uses Candid, and how that data is protected.

2. Controller and Processor Roles

Your firm is the data controller for any client financial information uploaded to Candid — you decide what is collected and why, and you remain responsible for your clients under UK GDPR. Candid acts as a data processor, handling that data solely on your firm's instructions and under a Data Processing Agreement (DPA) agreed with your firm. We do not decide how client data is used beyond providing the assembly and checking service you've asked for.

3. What Data We Process

On your firm's instruction, Candid processes documents and figures relevant to Form E disclosure, including bank statements, payslips, P60s, pension statements, property valuations, and the figures extracted from them. We also process account information for the fee-earners and associates at your firm who use Candid (name, work email, role).

4. Where Data Is Hosted and Processed

Uploaded documents and the figures extracted from them are stored in the United Kingdom (London region) and are encrypted in transit (TLS) and at rest. This storage does not leave UK jurisdiction.

The AI extraction step takes place outside the UK: to extract the figures needed for Form E, an uploaded document is sent to our AI sub-processor, Anthropic, PBC, for processing in the United States. That transfer is governed by Anthropic's Commercial Data Processing Agreement, which incorporates the Standard Contractual Clauses, and we are reviewing additional transfer safeguards for this transfer. The document is not used to train AI models. We are working to move this step to a UK or EU region. A full list of our sub-processors and their locations is available to your firm on request.

5. AI Processing

Candid uses AI models provided by Anthropic, PBC to help assemble and cross-check figures from uploaded documents. Under Anthropic's commercial terms, this data is not used to train or fine-tune AI models — ours or any third party's.

Anthropic retains the content sent for a request for a limited period, and solely for security and abuse monitoring. We have asked Anthropic for a zero-retention arrangement, under which this content would not be stored at all once a request has been answered. Until that arrangement is confirmed, Anthropic's standard commercial retention described above applies.

6. Retention and Deletion

We retain case data for as long as your firm's account is active, plus a limited period afterwards — 30 days by default — to allow export or offboarding, unless your firm instructs us to delete it sooner. The exact period is set out in your firm's DPA.

Your firm can ask us to delete a single case, a single document, or the entire account at any time. On an instruction to delete, we remove the data — including uploaded documents and extracted figures — from live systems within 30 days and confirm in writing once done. Residual copies in encrypted backups are purged on the normal backup rotation, after which no copy remains in our systems.

7. Data Breach Notification

If we become aware of a personal data breach affecting your firm's data, we will notify your firm's named account contact without undue delay, and in any event within 72 hours of becoming aware. That notification will set out, so far as we know it, what happened, the data and people affected, the likely consequences, and the steps we are taking in response and to mitigate it. As data controller, your firm remains responsible for deciding whether the Information Commissioner's Office or affected individuals must be told; we will give you the information and support you need to make and act on that decision.

8. Your Rights

Because your firm is the data controller, individuals wishing to exercise a data subject right (access, rectification, erasure, portability, or objection) over their own data should contact your firm directly. Candid supports your firm in fulfilling these requests within the timeframes required by UK GDPR.

9. Security

We maintain a full audit trail of activity on each case, encrypt data in transit and at rest, and require explicit sign-off before any disclosure document is finalised or shared. See our Security page for more detail.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be notified to your firm's account holder in advance of taking effect.

11. Contact

Our data protection contact is Henry Latham. Questions about this policy, a personal data breach, or a request relating to your firm's DPA can be sent to support@candidlegal.co.uk. Scribe Services Ltd is registered with the Information Commissioner's Office under reference ZB186337.