1. Process Overview
This process outlines how RevProtect validates debt recovery claims prior to commencing any recovery activity. The validation stage ensures that all claims are legally enforceable, contractually sound, and compliant with applicable data protection and regulatory requirements. A designated Paralegal is responsible for reviewing each claim before it is accepted into the RevProtect standard debt recovery workflow.
This step acts as a legal and compliance gateway, protecting RevProtect and its clients from pursuing invalid, unenforceable, or non-compliant claims.

2. Purpose
The purpose of this process is to:
– Ensure only valid, enforceable debts are progressed into recovery.
– Confirm claims align with contractual terms and agreed conditions.
– Verify that all personal and commercial data has been shared lawfully.
– Maintain compliance with GDPR, the Data Protection Act (DPA), and relevant contractual law.

3. Scope
This process applies to:
• All debt claims referred to RevProtect by third-party companies –
• All claim types prior to entry into the RevProtect standard recovery process –
• All personnel involved in claim intake, validation, and compliance review
It does not cover the execution of debt recovery actions, which are governed by the RevProtect Standard Debt Recovery Process.

4. Definitions
• Claim: A request to recover an outstanding debt submitted to RevProtect by a referring company.
• Referring Company: The original business or organisation that has passed the debt to RevProtect.
• Paralegal: A qualified or trained individual responsible for legal and contractual validation of claims.
• Terms and Conditions (T&Cs): The contractual terms governing the original agreement between the debtor and the referring company.
• Terms of Business (ToB): The contractual agreement between RevProtect and the referring company.
• Letter Before Claim/Letter Before Action: A formal pre-action notice issued to a debtor in accordance with the Civil Procedure Rules and applicable Pre-Action Protocols, providing notice of the debt and an opportunity to respond prior to legal proceedings.
• GDPR: General Data Protection Regulation.
• DPA: Data Protection Act.
• Valid Claim: A claim that is contractually enforceable, legally compliant, and supported by sufficient evidence.
• Invalid Claim: A claim that is unenforceable, non-compliant, unsupported, or otherwise fails validation checks.

5. Roles and Responsibilities
Paralegal
• Conducts detailed validation of each claim
• Reviews contractual documentation and supporting evidence
• Assesses compliance with GDPR, DPA, and legal standards
• Determines whether a claim is valid or invalid
• Documents findings and decisions

RevProtect Operations Team
• Receives claims from referring companies
• Confirms that RevProtect has authority to act, either under the RevProtect Terms of Business or by way of assignment, instruction, or agency agreement with the referring company.
• Ensures all required documentation is submitted prior to validation
• Communicates outcomes to referring companies where required
• Progresses validated claims into the standard process

Referring Company
• Provides complete and accurate claim documentation
• Confirms lawful basis for data sharing
• Responds to queries or requests for clarification
• Takes back responsibility for invalid claims

6. Process Steps / Instructions
Step 1: Claim Receipt
• Claim is submitted to RevProtect by the referring company
• Initial intake check confirms receipt of required documentation, including:
o Signed agreement or contract
o Applicable Terms and Conditions
o Relevant correspondence (e.g. invoices, reminders, notices)
o Proof of debt amount and outstanding balance
o Evidence for lawful basis for processing and sharing debtor data under UK GDPR.
Claims missing key documentation may be returned for completion prior to validation.

Step 2: Legal and Contractual Review (Paralegal Validation)
The Paralegal conducts a full validation review, including but not limited to:

Contractual Validity
• Confirmation that a legally binding agreement exists.
• Verification that the debt falls within the scope of the agreement.
• Review of payment terms, breach clauses, and recovery rights.
• Confirmation that the claim has not been previously settled, compromised or discharged.
• Confirmation that recovery action is permitted under the contract.

Terms and Conditions Assessment
• Ensures the correct version of T&Cs applies.
• Confirms that T&Cs were properly issued and accepted.
• Checks for clauses relating to late payment, interest, fees, and recovery costs.

Correspondence Review
• Review of invoicing history.
• Confirmation that reasonable attempts to recover the debt have been made.
• Assessment of any disputes raised by the debtor and how they were handled.

Limitation and Enforceability Checks
• Confirms the debt is not statute-barred and that the claim is within the applicable limitation period under the Limitation Act 1980.
• Ensures no conflicting settlements, write-offs, or disputes exist.

Pre-Action Compliance
• Confirm that appropriate pre-action correspondence has been issued in accordance with the Civil Procedure Rules, including a Letter Before Claim setting out the basis of the debt, the amount claimed, and providing the debtor with a reasonable opportunity to respond.

Step 3: Data Protection and Compliance Review
The Paralegal confirms compliance with GDPR and DPA requirements, including:
• Lawful basis for processing and sharing debtor data
• Data minimisation (only necessary data shared)
• Accuracy and relevance of personal data
• Confirmation that privacy notices and disclosures were provided where required
• Secure handling and storage of data in line with RevProtect policies
Any data protection concerns will result in the claim being deemed invalid or paused pending clarification.

Step 4: Validation Outcome Decision
If Claim is Invalid: – Claim is rejected by the Paralegal – Reason for invalidation is documented – Claim is reverted back to the referring company – Referring company is informed of the outcome and any corrective actions required – Claim does not proceed into the RevProtect recovery process.
If Claim is Valid: – Validation approval is recorded – Claim is formally accepted by RevProtect – Claim is passed into the RevProtect Standard Debt Recovery Process.
Validation decisions include the reasons supporting acceptance or rejection.

Step 5: Record Keeping and Audit Trail
• All validation decisions are logged
• Supporting documentation is securely retained
• Records are maintained in line with GDPR retention requirements
• Audit trails are available for internal review or external regulatory requests

7. Required Tools / Resources
• Claim intake system
• Secure document storage platform
• Approved contract and T&C templates
• GDPR and DPA compliance guidance
• RevProtect Standard Debt Recovery Process documentation

8. References
• RevProtect Terms of Business
• GDPR (UK GDPR)
• Data Protection Act 2018
• Contract Law Principles
• Internal Data Protection and Information Security Policies

9. Review and Version Control
• This process will be reviewed annually or following regulatory changes
• Updates must be approved by Legal and Compliance
• Version history will be maintained