Intellitax Accounting Limited Privacy Policy

Our contact details

Postal Address:

Intellitax Accounting Limited
86-90 Paul Street
London
EC2A 4NE

Telephone: 020 3397 9899

About us

Intellitax Accounting Limited trades under the name Intellitax® and is a London based company providing bookkeeping and accounting services.

How to contact us

If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact us by email at admin@intellitax.co.uk.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at admin@intellitax.co.uk.

Introduction

This privacy statement informs you about how we process information that we record about you, whether provided by you, or by another person or organisation. It applies to information that could identify you as an individual (“personal information”) and information that does not, including that which relates to your business. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.

We are committed to the protection of your privacy and confidentiality. We recognise that you are entitled to know that your data will not be used for any unintended purpose and will not accidentally fall into the hands of a third party.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

We have in place procedures and training for data protection, confidentiality, and information security. These are regularly reviewed to ensure that they remain effective.

Our policy complies with UK law accordingly implemented, including that required by the UK General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you regarding the processing and control of your personal data. We do this now, by requesting that you read the information provided at: https://ico.org.uk/for-the-public/

Except as set out below, we do not share, or sell, or disclose to a third party, any information we hold about you.

Data we collect and process

We provide a range of services to businesses and personal clients. We aim to process data, whether personal data or not, only to the extent necessary for us to provide our clients with our services and for other agreed purposes.

Often, we may aggregate information in a general way and use it to provide class information. If we use it for this purpose, you as an individual will not be personally identifiable.

Visitors to our website

Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.

We use cookies and similar technologies to track the activity on our websites. Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device.

The Cookies in use are those used by Squarespace (our website hosting provider). You can find out more about Squarespace cookies here: https://support.squarespace.com/hc/en-us/articles/360001264507

We have no control over these cookies, but you can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some elements of our website.

Analytics

When someone visits our website (https://www.intellitax.co.uk.co.uk/) we make use of the Squarespace Analytics service to collect standard information about visitors to the site and their behaviour (e.g. what pages they viewed). The data provided is anonymised and does not enable us to identify individual visitors. However, Squarespace will place a cookie on your device to enable the service. For more information about how Squarespace cookies work on websites: https://support.squarespace.com/hc/en-us/articles/360001264507

Security of data collected and processed via our website

We take security of your data seriously. As such, any data you submit on the website (e.g., via our contact form) will be submitted using encryption, as we have SSL (https) set up on our website.

Marketing communications

You will receive marketing communications from us if you have:

· Purchased, or requested information from us about, our services; or

· if you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications;

and in each case, you have not opted out of receiving that marketing.

If you contact us

Generally, depending on what you contact us for, we will store your details (email, name, business name, address, and other relevant information) within our customer management system.

Online forms

If you fill out one of our website forms (e.g., https://www.intellitax.co.uk/contact) a notification email is sent to us with the information you completed on the form. No copy of the data you submit is stored anywhere else. As our site uses SSL (https) the data you submit using the contact form will be encrypted once you press the “Submit” button

People who contact us via email

If you send us an email, we will maintain your email within our email system and within our email clients running on our business devices.

Via social media

If you contact us via one of our social media channels, we may interact with you directly via the social media network, or ask you to send us an email, in which case your enquiry will be dealt with in the same way as other emails we receive.

Personal Client data

If you are a personal client, personal data that we may process may include contact information, information about your business activities, information about your family members, and financial information such as that relating to your income, expenses, taxation and investments and will maintain this information, along with any relevant notes within our customer management system.

In most cases, your personal data will have been provided to us by you. However, with your consent, or if it is necessary in order to provide you with our services, we may have obtained your personal data from a third-party source.

‘Special category’ personal data

We do not collect data which is, by its nature, particularly sensitive (e.g., genetic data, biometric data, data revealing racial or ethnic origin, political opinions, sex life, sexual orientation, religion or other beliefs, data concerning health, criminal background or trade union membership) unless it is volunteered by you. We will use certain sensitive (or “special category”) personal data where you have given your explicit consent to us doing so, to better serve and meet your needs

Supplier or contractor data

If you supply our business with goods or services, including subcontracted services that we supply to our clients, then we may process your personal information. However, we do so only to the extent necessary to contract with you.

In most cases, your personal data will have been provided to us by you. However, sometimes we use third parties such as credit rating agencies to make decisions regarding our relationship.

Third parties connected to clients and suppliers

We may process your personal data if you have a personal or business connection with any of our clients or suppliers. For example, you may be a family member, business partner, other adviser, supplier or transaction counterparty.

The data we process may include contact information, information about business activities, information about partners, directors, employees, information relating to employment remuneration and payroll, and financial information such as that relating to income, expenses, taxation and investments.

We may be given your personal data by our clients or suppliers, or by third parties acting on the instructions of a client or a supplier.

We ask our clients and suppliers to bring this privacy notice to your attention as soon as they become aware that we process your personal data.

Job applications and employment

If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you later.

If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.

The bases on which we process personal information

The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant, then we shall immediately stop processing your data.

If the basis changes then if required by law, we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

Information we process because we have a contractual obligation

We may process personal information when a contract has been formed with our business and processing is necessary to carry out our obligations under that contract, or when processing personal data is necessary in order to form a contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

Information we process with your consent

Only when you have given us explicit permission to do so, do we process your personal information under the basis of consent.

For example, you might have agreed that we may pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us at admin@intellitax.co.uk. However, if you do so, you may not be able to use our website or our services further.

Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.

Where we process your information on this basis, we do after having carefully considered:

· whether the same objective could be achieved through other means

· whether processing (or not processing) might cause you harm

· whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

· record-keeping for the proper and necessary administration of our business

· responding to communication from you to which we believe you would expect a response

· protecting and asserting the legal rights of any party

· insuring against or obtaining professional advice that is required to manage business risk

· protecting your interests where we believe we have a duty to do so

Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal or tax authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

This may include your personal information.

Disclosure and sharing of your information

We will not share your information with any third parties for the purposes of direct marketing.

We may have to share your personal data with the parties set out below for the purposes set out above:

· Service providers who provide IT and system administration services.

· Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

· HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.

· Anti-money laundering checking services providers such as Credit Safe UK or Accountancy Manager.

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

Security of our website

Our Squarespace website is SSL-enabled. Secure Sockets Layer, or SSL, is a technology that secures the connection between browsers and websites and provides three important security benefits: privacy via encryption; data integrity as it prevents unauthorized parties from altering data during transmission; and authentication which protects against impersonation by requiring web server proof of identity. Our website uses 2048-bit SSL encryption on all its pages.

Transfer of information outside the UK

Our website host, Squarespace stores data in multiple Tier III data centres across the United States. https://support.squarespace.com/hc/en-us/articles/360000851908-GDPR-and-Squarespace explains how Squarespace helps us comply with UK GDPR.

We may also use other outsourced services in countries outside the European Union (EU) from time to time in other aspects of our business. Accordingly, data obtained within the UK or any other country could be processed outside the EU.

We use safeguards with respect to data transferred outside the EU. These include:

· the data protection clauses in our contracts with data processors include transfer clauses written by or approved by a supervisory authority in the European Union.

Links to other websites

In this policy we have provided links to websites of other businesses, this privacy notice does not cover how they process personal information. We encourage you to read the privacy notices on all websites you visit.

Retention of personal data

Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).

Third party processors

We use several third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g., IT support.

In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.

We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. We also make sure a legally binding contract (sometimes called a Data Processing Agreement or DPA) is also in place to protect your data.

Access to your own information

Access to your personal information

At any time, you may review or update personally identifiable information that we hold about you.

To obtain a copy of any information that is not provided through our website you may send us a request at admin@intellitax.co.uk.

After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.

Removal of your information

If you wish us to remove personally identifiable information, you may contact us at admin@intellitax.co.uk

This may limit the service we can provide to you.

Verification of your information

When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.

Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

· to provide you with the services you have requested;

· to comply with other law, including for the period demanded by our tax authorities;

· to support a claim or defence in court.

How to withdraw consent and object to processing

Where we are processing your data and needed to ask your permission to do so, you may withdraw your consent at any time. If you wish to stop receiving our marketing emails you can do so, by clicking on the “unsubscribe” link at the bottom or the email or by contacting us at admin@intellitax.co.uk.

You should also contact us, if you wish to raise concerns about the way we are processing your data or would like to raise an objection to the processing.

Keeping your data up to date

It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify your contact details but if you wish to update any information we hold about you, please contact us with your updated details.

Automated decision making and profiling

We do not carry out any automated decision-making process or carry out profiling, other than the insights report which is carried out by a third-party for the purposes of aiding us with our own services delivered to you as an individual.

Other matters

If you are not happy with our privacy policy

If you are not happy with our privacy policy or if have any complaint, then you should tell us.

If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.

If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/

More information

For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website: https://ico.org.uk/your-data-matters/

Changes to our privacy notice

We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available here on our website.

4 January 2021