Smart Business Tax is committed to being transparent about how we collect and use personal data. This privacy notice explains how we use the personal information or personal data collected from you.
What do we mean by personal data?
Your personal data is any information that describes or relates to your personal circumstances. It may identify you directly or indirectly. For example, your name, address, date of birth or National Insurance number.
How do we collect your personal data?
We may collect the data from a variety of sources but mainly from you. This may be verbally or in writing on questionnaires or by email. We may obtain information from third parties for example credit checks or your employer or from the public domain such as the electoral roll. We will only do this if we have your consent to do so. We do not require your consent for electronic ID checks but will inform you as to the reasons we require the information.
Why we collect your personal information and how we use it
We collect personal information from you to initiate a contract with you and to advise you in the areas in which we specialise. We do not collect or hold personal data unnecessarily.
If you have parental responsibility for children under the age of 16, we will record information about them on our systems
We may also receive information about you from third parties appointed by you.
We will use your personal information to:
This includes checking your personal details against an automated database to meet our obligations relating to the prevention of money laundering, fraud or other financial crime. We will rely on the necessity of processing to perform our contract, the necessity of processing to fulfil our legal obligations and our legitimate business interests as the lawful basis for processing the information we collect from you. These provisions are detailed in sections 1(b), 1(c) and 1(f) of Article 6 of the General Data Protection Regulation (GDPR). Examples of our legitimate business interests include good governance, accounting, monitoring of communications, and managing and auditing business operations.
How we store and share your information
All information held by Smart Business Tax Ltd is stored on encrypted computers or servers or at a secure physical location. In addition, we have internal policies and controls in place to minimise the risk of your data being lost, misused, accidentally destroyed or disclosed.
Your information is available to staff employed by any member of Smart Business Tax.
We expect you to take reasonable steps to safeguard your own privacy when transferring information to us such as not sending confidential information by unprotected email.
We do not sell your personal information to third parties for marketing purposes. However, we may disclose information to third parties for marketing if you consent to us doing so. These third parties are business partners, suppliers and sub-contractors for the performance of any contract we have with you.
Where we transmit your data to third parties, we do so under a duty of confidentiality, and those third parties are obliged to implement appropriate technical and organisational measures to ensure the security of data. For example, some of the third party organisations in question are:
Where we have your consent to do so, we may send you information from time to time using email services such as Infusionsoft.com
To enable us to process personal information for the above purposes, we must share personal information with Credit Reference Agencies, Law enforcement, HM Revenue & Customs, Fraud detection organisations, UK Financial Regulators, External Auditors & Accountants and other Financial Service Organisations.
How long we hold your information for
Your personal data will be retained by us either electronically or in paper format. We will hold your information for the period for which you continue to use our services and for at least 7 years after should you decide to terminate your relationship with us. It should be noted that we are obliged by regulation to hold personal information about discretionary payments from an estate to charity indefinitely.
Access to your information and correction.
You have the right to request a copy of the information that we hold about you. You can ask us to correct, delete or stop using your personal data at any time. As previously mentioned we might be required by our regulations or the law to retain some of that data.
If you would like a copy of some or all your personal information, please make a request to us either by secure email or in writing to our office address at 5 Palmerston Drive, Wheathampstead. Herts AL4 8FE.
It is important for us to ensure that personal information held about you is accurate and up to date. You may ask us to correct or remove information about you that you think is inaccurate.
We would need to verify your identity in such circumstances and may request more information or clarification from you if needed, to help us provide the personal data requested by you. There is no charge applied to exercise your rights to access your personal data. However, if your request is repetitive or excessive, we may charge a reasonable fee.
You have the right to object to our processing of any aspect of your personal data and to request its erasure should you believe that we have no legal right to continue processing. If you believe that we have not complied with your data protection rights, please contact us, and we will endeavour to resolve this with you. If you remain dissatisfied, you can complain to the Information Commissioner. Details can be found via their website, https://ico.org.uk/concerns/.
Changes to this privacy notice
We keep this privacy notice under regular review, and we will make you aware of any changes.
Our Data Protection Officer is Charles de Lastic who can be contacted on 01582 832253
Data and Marketing Consent
I/We hereby grant Smart Business Tax Ltd the rights to process my/our personal data for the purposes stated in this Privacy Policy above.
If I/We have children under 16 for whom we have a parental responsibility I/We agree that Smart Business Tax Ltd can process their personal data according to the above document.
I/We agree that Smart Business Tax Ltd can contact us until further notice by phone, email, text or post for any information they believe may be of interest to us.
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