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Last updated: 22/12/2022
Our use of your Personal Data is subject to your instructions, the EU General Data Protection Regulation (GDPR), other relevant UK and EU legislation and our professional duty of confidentiality. We will always comply with the GDPR when dealing with your personal data.
Details on the GDPR can be found ico.org.uk
We collect Personal Data from visitors to this website:
The Personal Data we collect are name, address, email, telephone number, associated company (if relevant) and any other Personal Data you include.
Insightly and Mailchimp are our client relationship management tools and collects and stores your Personal Data. They are both cloud-based providers and more information can be found about them on their websites:
Taxcalc is our client relationship management tool and we manually input and store your Personal Data. The data is kept on our server which is subject to cloud-based back up. Information on Taxcalc may be found at their website:
Our legitimate interests in processing your data are for certain reasons i.e.
We sought consent through an email campaign to existing clients and contacts on 1 May 2018. Our subsequent email communications have included as they did before a clear unsubscribe facility.
We will seek your consent by way of the online forms on the website to be able to use your Personal Data to send marketing materials to. This may be in relation to newsletters or events. You can update your preferences as to what information you receive at any time by selecting the preference centre at the bottom of any e-mail that you receive from us or emailing email@example.com.
You have the right to opt out of receiving any marketing materials at any time by:
We will or may collect in the course of advising and/or acting for you the Following personal Data:
This Personal Data is required from you to enable us to provide our service to you. If you do not provide Personal Data we ask for, it may delay or prevent us from providing services to you.
We collect most of this information from you. However, we may also collect information from:
Publicly accessible sources, e.g. Companies House or HM Land Registry;
Third party, e.g. sanction screening providers
Third party with your consent, e.g.: your bank or building society, another financial institution or advisor, consultants and other professionals
Via our information technology systems, e.g.: case management, document management and time recording systems;
Other processes we have in place e.g. Visitor records
We can only use your Personal Data if we have a proper reason for doing so. Reasons may include:
To comply with our legal and regulatory obligations;
For the performance of our contract or to take steps at your request before entering into a contract;
For our legitimate interests or those of a third party; or
You have given consent.
A legitimate interest is when we have a business or commercial reason to use your information, and it is not overridden by your own rights and interests.
The table below sets out what we use your Personal Data for and the reasons for doing so. The table does not apply to special category Personal Data, which we will only process with your explicit consent.
In addition, we will only undertake the following activities having received your specific consent:
to use your matter as part of a case study or article to promote our expertise
to use you as a reference.
We may use your Personal Data to send you updates about tax developments that might be of interest to you and/or information about our services. We may send you updates by email, text message, telephone or post.
We will always treat your Personal Data with the utmost respect and never sell or share it with other organisations for marketing purposes. You have the right to opt out and amend the preference on what you receive at any time by:
Contacting us by email at firstname.lastname@example.org
Using the unsubscribe link in emails
We routinely share Personal Data with:
Professional advisers who we instruct on your behalf or refer you to, e.g. barristers, medical professionals, accountants, tax advisors, expert witnesses or other experts;
Other third parties where necessary to carry out your instructions, e.g. your mortgage provider or HM Land Registry in the case of a property transaction or Companies House;
Credit reference agencies;
Our insurers and brokers;
external auditors, e.g. CIOT and the audit of our accounts;
external service suppliers, representatives and agents that we use to make our business more efficient, e.g.printers, marketing agencies;
We only allow our service providers to handle your Personal Data if we are satisfied they take appropriate measures to protect your Personal Data. We also impose contractual obligations on service providers relating to ensure they can only use your Personal Data to provide services to us and to you. We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We will store this Personal Data primarily on our Case Management System although Personal Data may also be stored in our Outlook Exchange system and on paper files. Information may be held at our offices and those of our third-party agencies, service providers, representatives and agents as described above (see ‘Who we share your Personal Data with’).
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your Personal Data when this occurs, see below: ‘Transferring your Personal Data out of the EEA’.
We will keep your Personal Data after we have finished advising or acting for you. We will do so for one of these reasons:
to respond to any questions, complaints or claims made by you or on your behalf;
to show that we treated you fairly;
to keep records required by law.
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data and we will retain data in accordance with our Retention and Destruction Policy, which may change from time to time. When it is no longer necessary to retain your Personal Data, we will delete.
We will collect:
Your name, address and contact details;
Any associated Company details;
Your marketing preferences and details of any services you have subscribed to & details of any events that you have attended;
Any other information about your relationship with us.
We store this Personal Data on Insightly and Mailchimp which are our client relationship management tools.
They are both cloud-based providers and more information can be found about them on their websites:
In relation to business contacts, we consider that we have a legitimate interest to process this data because we will be providing information about our services. We will seek consent from individual contacts for the purposes of sending marketing communications.
If you attend our offices for an event or any other reason, your details may be retained in our visitor record and other attendance lists.
We will collect the following Personal Data in relation to the other side in Client matters:
Name, address and contact details
Other Personal Data to allow us to progress our Client’s matter.
We will store this Personal Data primarily on our client server directory and client relationship management system although Personal Data may also be stored in our email system, Outlook Exchange and on paper files. We have a legitimate interest in processing this Personal Data as it is required for us to properly perform our contract with our Client.
We may process Personal Data in relation to other third parties involved e.g. Lawyers, experts etc. This is necessary for us to be able to advise our Clients and be able to properly perform our contract with them.
Name, Business name and address and other business information
Such Personal Data is necessary for the purposes of fulfilling our contract with you.
It is sometimes necessary for us to share your Personal Data outside the European Economic Area (EEA), e.g.:
With your and our service providers located outside the EEA;
If you are based outside the EEA;
Where there is an international dimension to the matter in which we are advising you.
These non-EEA countries do not have the same data protection laws as the United Kingdom and EEA. We will, however, ensure the transfer complies with data protection law and all Personal Data will be secure. If you would like further information please contact us (see ‘How to contact us’ below).
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data and we will retain data in accordance with our Retention and Destruction Policy, which may change from time to time.
When it is no longer necessary to retain your Personal Data, we will delete or anonymise it.
You have the following rights which you can exercise free of charge:
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
Email, call or write to us – see below: ‘How to contact us’; and
Let us have enough information to identify you (e.g. your full name, address and client or matter reference number, if you are a client);
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
let us know what right you want to exercise and the information to which your request relates.
We have appropriate security measures to prevent Personal Data from being accidentally lost or used or accessed unlawfully. We limit access to your Personal Data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that we can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 0303 123 1113.
Our contact is:Email: email@example.comBy Post: Edge House UB1 Vantage Office Park, Old Gloucester Road, Bristol, BS36 1AGBy telephone: 03332 074404