(Version 1.1, May 2018)
We are notified holders of personal data under the Dta Protection Act registration number ZA039344. The Data Protection Act requires to process personal data fairly and lawfully.
This document helps you understand what personal information we collect about you, how we collect it, what we use it for, and what rights you have regarding your personal data.
Accountax Mentors Limited is the entity responsible for processing your personal data.
1 Personal data - what we collect and what we use it for
1.1 Master data
When you give us your information during the course of the service, we will automatically generate a personal account for you on Accountax Mentors Limited (“Account”) and collect the following personal data about you (the “Master Data”):
This information is mandatory, which means that it will not be possible to serve you without it. You can choose to add further personal data to your profile.
1.2 Information from other services, including credit agencies, Companies House and financial institutions.
The information we collect depends on what information you have made available to them.
1.3 Cookies, IP address, browser settings and location
Analytical/performance cookies are used to monitor the performance of our website: for example, to determine the number of page views and the number of unique users who have visited the website.
The information these cookies provide allows us to analyse patterns of user behaviour. This is anonymous - it can't be used to identify you and doesn't contain any personal information, and is only used for statistical analysis purposes.
1.4 For what purposes do we use your personal information?
We will use the information you provide to us to:
We will also use the information in other ways for which we provide specific notice at the time of collection.
1.5 On what legal basis do we process your personal data?
We need to process your personal information in order to:
Some of these grounds for processing your personal data overlap, so there may be several reasons which justify us processing your personal information.
In those limited circumstances where you have expressly given your consent to us to process your personal data (see Article 6.1.a of the GDPR), for example, when we use your services, you are free to revoke your consent at any time. However, please be aware that we may have the right to continue to process your information if it can be justified on one of the other legal bases mentioned above and in the course of the business.
You have the right to object to how we process your personal information, or ask us to restrict the processing.
If you would like more information about our legal basis for processing your personal information, please contact our Data Protection Officer (DPO) - see 10, below.
2 Disclosure of personal information
2.1 Disclosure of personal information
We disclose your personal information to HMRC (and other government bodies), Payroll provider and accountancy software providers; for the course of the business in order to provide our services.
We do not share the documentation you send to us out of the course of the business without your authorisation. We share With partners, suppliers, agents and subcontractors who help us deliver the products and services you've chosen to use;
2.2 Other disclosures
In addition to the above, we disclose your personal information to the following parties and in the following circumstances:
3 Data controller
3.1 Information for which we are the data controller/processor
We are the data controller of the Master Data you forward to us.
We are also the data controller and processor of the information which is disclosed to other services (see 2.2). UK’s data protection laws govern our collection of your data.
4 Data processors and transfer of personal information outside the EU
We use external companies to maintain the technical operation of the Website and our services. These companies are data processors for the personal data for which we are the data controller. By accepting this Policy, you agree that we may also allow the data for which you are the data controller to be processed by these data processors.
We have data processing agreements in place with the data processors and it follows from these agreements that they must act solely in accordance with our instructions. By accepting this Policy, you authorize us to instruct the data processors to process data in accordance with the Policy and for the purposes of using our services.
The data processors have taken reasonable technical and organizational measures to protect against the information being accidentally or illegally destroyed, becoming lost or deteriorating, and to protect against the information being disclosed to unauthorized persons, being misused, or in other ways being processed in violation of data protection laws.
Some of these data processors and third party services are located outside of the European Union, such as in the US. You consent to us using data processors in unsecure third countries provided that there is a legal framework governing the transfer of your personal data and ensuring adequate protection of it, for example if the data processor is part of the EU-US Privacy Shield framework.
5 Data retention
We keep the Master Data and other personal data you provide, for as long as we have a business relationship or as needed to provide you with our services. If you choose to delete your Data we will delete this information upon your request. However, there may be circumstances where we are legally entitled to retain it;
6 Security measures
We use reasonable organizational, technical and administrative measures to protect your personal information within our organization and we regularly audit our system for vulnerabilities. However, since the internet is not a 100% secure environment, we cannot ensure or warrant the security of the information you transmit to us. Emails sent via the Website may not be encrypted, and we therefore advise you not to include any confidential information in your emails to us.
We are always working to improve our security practices and we will update this information as these practices evolve over time.
7 Access and insights into the personal data we have about you
If you have an Account on Accountax Mentors Limited, you can log in to your Account and see what information we have about you, including your reviews, and why we have that information.
If you don’t have an Account, you can email accounts@accountax mentors.com and request information about your personal data. Upon receiving your request, we will let you know what personal information we have about you, how we collect the information, the purpose for which we process your personal data, and who we share your personal information with.
8 Correction and deletion of your personal data
You have the right to get a free copy of your personal data. If any of the Master Data or other personal information that we have about you in our capacity as a data controller is incorrect or misleading, you can correct it. Please forward the new information in order to update our files. You are welcome to ask us to assist with correcting your information.
If your Account is deleted (as a client), all the data associated with your Account will be deleted, including your Master Data.
9 Other rights
In addition to the rights set out above concerning your personal data, you also have the following rights:
In some circumstances, these rights may be limited or conditional. For example, whether or not you have the right to data portability in a particular case depends on the specific circumstances of the processing activity.
10 Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Statement. You should exercise caution and look at the privacy statement applicable to the website in question.
11 Children’s information
We do not process children’s information.
12 Our Data Protection Officer
We have a Data Protection Officer (DPO). If you have any questions about the data processing activities performed by us, you are welcome to contact our DPO by email at: accounts@accountax mentors.com.
13 Changes to this Policy
We reserve the right to make changes to this Policy. The date shown at the start of this Policy indicates when it was last revised. If we make material changes to it, we will provide notice through our Website, or by other means, to give you the opportunity to review the changes before they come into effect. If you object to our changes, you can close your account and terminate our services. Your continued use of our services after we publish or send a notice about the changes to the Policy will mean that you accept and agree to the updated Policy.
14 Contact information and where to send questions or complaints
If you have questions or concerns about our Policy, how we process your personal information, or would like us to correct your personal information, feel free to contact us at: accounts@accountax mentors.com.
You can also reach us by post.
If contacting us does not resolve your complaint, you have further options, for example you may always lodge a complaint with a data protection supervisory authority ICO.
Our contact details are: Accountax Mentors Limited, 67 Hounslow Road, Feltham, TW13 6QA, London, UK.
Our insurance provider is: Trafalgar Insurance Company Limited, Normandie House, Rue a Chiens, St Sampsons, Guernsey GY2 4AE - Tel: 01481 210313 Fax: 01481 25785.
Geographical Limits: Worldwide excluding USA and Canada their Dominions and Protectorates. Applicable Courts: Any actions against the Insured must be brought in a court within the territories of Great Britain, Northern Ireland, Isle of Man or Channel Islands