This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act [1998 OR 2018] and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are committed to using best practice and being open and transparent with how we collect, use and protect your personal data. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
- provides you with details about the personal data that we collect from you when you use our website
- provides you with details about the personal data that we collect from you when you use our services
- explains how and why we collect and use your personal data
- explains when and why we share personal data with other organisations
- explains how long we hold your personal information
- explains the rights and choices you have when it comes to your personal data
This Policy applies to you if you use our website, if you contact us or we contact you or if you use our services.
Our website contains links to other websites operated by other organisations. These organisations may have their own privacy and cookie policies and we do not accept responsibility or liability for these websites or online applications.
When you use our Websites or Online Applications you may provide us with:
- Your personal details, including your postal and billing addresses, email addresses, phone numbers and date of birth and title
- Your account login details, such as your username and the password that you have chosen
Where this is the case, the legal basis for our processing your information is the performance of a contract with you in answering your queries, delivering the service or process your order.
When you interact with us online, browse our Websites or use our applications, we may collect:
- Information about your online browsing behaviour on our websites and applications and information about when you click on one of our adverts (including those shown on other organisations’ websites)
- Information about devices you have used to access our Services (including the make, model and operating system, IP address, browser type and mobile device identifiers)
Where this is the case, the legal basis for our processing of your information is our legitimate interest in improving our services, the performance of our website, growing our business and informing our marketing strategy.
When you contact us or we contact you or you take part in online or social media promotions, competitions, surveys or questionnaires about our Services, we may collect:
- Personal data you provide about yourself anytime you contact us about our Services (for example, your name, username and contact details), including by phone, email or post or when you speak with us through social media
- Details of the emails and other digital communications we send to you that you open, including any links in them that you click on
- Your feedback and contributions to customer surveys and questionnaires
Where this is the case, the legal basis for processing your data is performance of a contract with you and our legitimate interest to improve our services and the performance of our website, grow our business and inform our marketing strategy.
When you, your employer or our client engages us to provide our services and during the provision of those services, we may collect:
- your personal details (such as your name and/or address);
- details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
- details of any services you have received from us;
- our correspondence and communications with you;
- information about any complaints and enquiries you make to us;
- Information we receive from other sources, such as publicly available information, information provided by your employer or our clients or information from our member network firms.
Where this is the case, the legal basis for processing your data is performance of a contract with you.
To deliver and improve our website, online applications, communications, systems and processes
- To develop and improve our services, product range, website, online applications and the way we communicate with you
- To detect and prevent fraud and cyber crime: In order to provide as safe a service as possible we monitor how our websites and online applications are used to detect and prevent fraud, other crimes and the misuse of services.
To provide you with relevant marketing communications relating to our products and services, and those of our partners
We may send you relevant updates and offers about our products and services by email or direct mail but only if you have previously agreed to receive this type of communication from us.
- Online advertising may be displayed on our websites and on other organisations’ websites and online media channels. We may measure how well our marketing communications perform in order to ensure we send you relevant information.
- We will ask you to provide us with your preferences to help us send you information that relates to your interests.
- You can update your preferences or unsubscribe from email and direct mail updates via links in emails we send you or by contacting us and requesting that your preferences are changed.
To contact and interact with you
- To contact you about our Services, by phone, email or post or by responding to social media posts that you have directed at us.
- To manage promotions and competitions you take part in, including those we run with our partners.
- To invite you to take part in and manage customer surveys, questionnaires and other types of feedback
To process enquiries
We need to process your personal data so that we can help you with any enquiries you raise with us.
To provide our services
We may use your personal data in order to:
- carry out our obligations arising from any agreements entered into between you, your employer or our clients and us (which will most usually be for the provision of our services);
- carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a subcontractor, supplier or customer of our client;
- provide you with information related to our services and our events and activities that you request from us;
- seek your thoughts and opinions on the services we provide; and
- notify you about any changes to our services.
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you or your employer. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
Change of purpose: Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
Sharing personal data with our suppliers
In order to deliver our services to you we work with carefully selected suppliers e.g. online marketing providers, technology and software providers and payment processors.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
Sharing data with any organisations other than our partners or suppliers
We do not share your data with any organisations other than our partners or suppliers unless:
- We are legally required to do so
- We are required to do so in order to protect ourselves against fraud
We take our responsibility for your personal information very seriously. Below are some of the measures we take to keep your data safe:
- We use safeguards such as data encryption when we transfer your data through our website and online applications using SSL (you see this as a padlock in your web browser and “https” in the website address.
- We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
- We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know
- We may occasionally ask for proof of identity before we share your personal data with you.
- We require our suppliers to uphold data protection regulations and have appropriate systems and practices in place to safeguard your information.
However, whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
- the requirements of our business and the services provided;
- any statutory or legal obligations;
- the purposes for which we originally collected the personal data;
- the lawful grounds on which we based our processing;
- the types of personal data we have collected;
- the amount and categories of your personal data; and
- whether the purpose of the processing could reasonably be fulfilled by other means.
Once your information is no longer required we will either delete or anonymise your information (remove all personal identifiable information keeping only information needed for statistical purposes). If it is not possible to delete your data (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible.
If you have made an enquiry, sent us your information or applied for a vacancy through our website we will keep your information on our website server for 3 months after which it will be deleted.
Because of the cloud software applications we use, we may transfer the personal data we collect about you to the USA in order to fulfill our contract with you. There is an adequacy decision by the European Commission in relation to this country therefore it will be deemed to provide an adequate level of protection for your personal information for the purpose of the Data Protection Legislation.
Cookies are small data files that allow a website to collect and store data on your desktop computer, laptop or mobile device.
Cookies help us to provide important features and functionality on our Websites and online applications, and we use them to improve your experience.
If you choose to disable Cookies when using our website or online application you may find that the site does not work as well as it is designed to for example you may not be able to login or checkout.
To help our websites and online applications work well for you
Cookies allow us to remember your preferences and whether you have visited our website, seen a notification or added an item to your shopping basket.
To improve how our Websites and online applications work
Cookies can help us identify whether our site is working as it is supposed to or if you receive an error message whilst you are using the site.
These types of cookies collect anonymous aggregated data demonstrates how well our website is performing. E.g. we may collect data on how long visitors stay on our website and how many pages they visit whilst browsing.
Relevant online advertising about our products or on our website
Where we have advertised on another organisations’ website you will see the AdChoices icon and you can click on this icon for guidance on how to control your online advertising preferences.
Tracking the performance of our online marketing activity
These Cookies may tell us how many times you have seen an advert or visited our website before getting in contact with us and can capture information such as your IP address, your search terms and what website you came from before you visited our website.
Most of the data collected is anonymised and aggregated as statistical information about how well our advertising and website is performing.
If you call us to discuss our services your call may be recorded for training purposes and complaints. Any recorded call will be deleted after the complaint has been dealt with and within 12 months.
What can you do to control or manage what Cookies are used?
You can control the cookies on your device through your browser settings choosing to accept or reject new Cookies or delete existing Cookies. You can also manage whether or not you are notified when a website places Cookies on your device.
For more information about Cookies, how to manage them, reject them or delete them visit the All About Cookies website
Under certain circumstances, by law you have the right to:
- Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
- Request correction of the personal data that we hold about you.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.
If you want to exercise any of the above rights, please write to:
Data Protection team
Merryhill Accountancy Services Ltd
First Floor, 1 Cottesbrooke Park,
Heartlands Business Park,
Northamptonshire NN11 8YL
Or email: firstname.lastname@example.org
We will respond within 30 days
If you wish to make a complaint about how we have handled your data you can also contact our Compliance Officer at the address above who will investigate your complaint.
If this does not resolve your issue you can complain to the Information Commissioner’s Office (ICO):
Cheshire SK9 5AF
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns