Privacy statement

 

Privacy

TLP Chartered Accountants respect your privacy and is committed to protecting your personal data.

Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data.  It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR.  Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.

Important Information and Who We Are

We operate as two businesses, TLP Consulting Limited and TLP Advisory LLP and contact details for both businesses are:

Address:  3 Greengate, Cardale Park, Harrogate, North Yorkshire, HG3 1GY.

Telephone:  01423 526 343

Email:  data@tennantland.co.uk

The businesses are collectively referred to as TLP Chartered Accountants and referred to as TLP, ‘we’, ‘us’ or ‘our’ in this privacy notice.

This privacy notice aims to give you information on how TLP collects and processes your personal data, including any data you may provide through this website.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.  This privacy notice supplements he other notices and is not intended to override them.

Controller

TLP is the controller and responsible for your personal data.  We have appointed a Data Privacy Manager who is responsible for overseeing questions in relation to this privacy notice.  If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Privacy Manager using the firms details set out above and at data@tennantland.co.uk

Changes to the Privacy Notice and your Duty to Inform us of Changes

This version was updated May 2018.  It is important that the personal data we hold about you is accurate and current.  Please keep us informed if your personal data changes during your relationship with us.

Third Party Links

The website may include links to third party website, plug-ins and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy notice of every website you visit.

The Data we Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified.  It does not include data where the identity has been removed (anonymous data).

We may collect, use store and transfer different kinds of personal data about you which we have grouped together as follows and includes: 

Identity Data

Title

First Name

Maiden Name

Last Name

Passport

National Insurance

Personal Identity

User Name

Marital Status

Date of Birth

Gender

Personal Address

Tax References

Bank Details

Contact Data

Email Address

Telephone Numbers

Company Address

Profile Data

User Name

Password

Usage Data

How website used

When website used

Transaction Data

Payments from you

Payments to you

Details of services provided

Technical Data

IP Address

Browser information

Location

Time Zone

Marketing Data

Preferences to receive communications

 

We do not collect any special information about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric date).  Nor do we collect any information about criminal convictions and offences.

If you Fail to Provide Personal Data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (For example, the provision of services to you).  In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

How is your Personal Data Collected ?

We use a number of different methods to collect data from and about you.  We collect most of this information directly from you.

However, we may also collect information:

  •       From publicly accessible sources, e.g. Companies House;
  •       Directly from a third party, e.g. client due diligence providers;
  • ·         From a third party with your consent, e.g. your bank or building society, another financial institution or advisor;
  • ·         Consultants and other professionals we may engage in relation to you;
  • ·         Via our information technology (IT) systems e.g. automated monitoring of our websites and other technical systems, such as our computer networks and connections, access control systems, communications systems and email systems.

How we Use your Personal Data

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

  •        Where we need to perform the engagement we are about to enter into or have entered into with you.
  • ·         Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not         override those interests.
  • ·         Where we need to comply with a legal or regulatory obligation.
  • ·         Where you have given consent.

Generally, we do not reply on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email.  You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will Use your Personal Data

We have set out below a description of the ways we plan to use your personal data, and which of the legal bases we reply on to do so.  We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.  Please contact us if you need details about the specific legal ground we are replying on to process your personal data where more than one ground has been set out in the table below.

Purpose

Basis

To enable us to provide accounting, taxation and other related services to you

In the performance of a contract with you or to take steps needed before commencing an engagement.

To allow identity checks and verify client information

In order to comply with legal and regulatory obligations.

Statutory obligations

To comply with legal and regulatory obligations.

Credit reference checks via external agencies

For our legitimate interests including credit control.

Updating client records

For our legitimate business interests.

To comply with legal and regulatory obligations.

To provide services to  you.

Marketing

We may use your personal data to send you updates (by email, telephone or post) about accounting, taxation and business matters that might be of interest to you and/or information about our services.

Where consent is needed, we will ask for this consent separately and clearly.

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 of receiving promotional communications at any time by:

  •       Contacting us at data@tennantland.co.uk
  • ·         Using the ‘unsubscribe’ link in emails

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Cookies

This website uses cookies.  A cookie is a small text file stored in your computer containing text data.  We use cookies for certain functions to improve the usability of the website.  These cookies do not contain any personal information about you.  However, enabling cookies in your web browser is necessary if you wish your selections to be remembered for future visits on the same computer.  You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.  For more information about cookies and instructions on how to adjust your browser settings to restrict or disable cookies, see the IAB website at www.allaboutcookies.org.  If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Change of Purpose

We will only use your personal date for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data with your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Disclosures of your Personal Data

We may have to share your personal data with the parties set out below for the purposes set out above in “how we use your personal data”.

  •        Professional advisers who we instruct on your behalf or refer you to, e.g. Solicitors;
  • ·         Other Third Parties where necessary to carry out your instructions, e.g. your mortgage provider or Companies House;
  • ·         Credit reference agencies;
  • ·         Our insurers and brokers;
  • ·         Other financial institutions to be able for them to offer services to you, e.g. Premium Credit fee funding and similar organisations;
  • ·         External service suppliers, representatives and agents that we use to make our business more efficient, e.g. shredding or off-site back-up server providers.

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 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 may also need to share some personal data with other parties, such as potential buyers of some or all of or business or during a re-structuring.  Usually, information will be anonymised but this may not always be possible.  The recipient of the information will be bound by confidentiality obligations.

We will not share your personal data with any other third party.

International Transfers

We do not transfer your personal data outside the European Economic Area (EEA).

Data Retention – How Long will you use my Personal Data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal date, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contact us.

Your Legal Rights

You have rights under data protection laws in relation to our personal data.

Access

The right to be provided with a copy of your personal data.

Correction

The right to require us to amend and correct any mistakes in your personal data.

Forgotten

The right to require us to delete your personal data, in certain circumstances.

Restrict Processing

The right to require us to restrict the processing of personal data.

Object to Processing

The right to object to your personal data being used for direct marketing and also in other certain circumstances.

Request Data Transfer

The right to request to be provided with your personal data in a format that allows it to be transferred to a third party.

Withdraw Consent

The right to withdraw consent to process personal data at any time where we are relying on consent to do so.

 If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.  Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data 9or to exercise any of your other rights).  This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.  We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month.  Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests.  In this case, we will notify you and keep you updated.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How to Complain

We would appreciate the chance to deal with any query or concerns relating to personal data and resolve them for you.

Under the General Data Protection Regulation you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK Supervisory Authority for Data Protection Issues (www.ico.org.uk) or by telephone on 0303 123 1113.