Here at Winchurch Services, we respect your privacy and are committed to protecting your personal data. This document will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you, particularly in relation to the UK general data protection regulation (UK GDPR) and the Data Protection Act 2018.
Email address: [email protected]
Users 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. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
ICO Contact Details:Information Commissioner’s Office
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.
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, whether internally or on approved third party storage platforms, which we have grouped together as follows:
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
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 with you (for example, to provide you with goods or services). 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.
We use different methods to collect data from and about you including through:
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:
We have set out below, in a table format, legal bases we rely on to Process your data.
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 relying on to process your personal data where more than one ground has been set out in the table below.
|Type of Data||Purpose||Legal Basis for Processing|
|Necessary Cookies||Website Operation||Legitimate Interest|
|Technical, Analytical and Preference Cookies||Website Operation||Consent|
|Contact Data||Contracting, Onboarding, Verifying client and Performing Tax Services||Contract|
|Identity Data||Contracting, Onboarding, Verifying client and Performing Tax Services||Contract|
|Identity Verification Data||Contracting, Onboarding, Verifying client and Performing Tax Services||Contract|
|Financial Data||Performing Tax Services||Contract|
|Tax Data||Performing Tax Services||Contract|
|Employment Data||Performing Tax Services||Contract|
We will process your personal data to:
Through its ‘Making Tax digital programme, HMRC has digitised some tax records. One of service HMRC has created is the Personal Tax Account, to help you manage your tax details online.
A Personal Tax Account (PTA) is an HMRC service that allows individuals to view and manage their tax details online. We will invite you to connect your PTA to our HMRC agent account, enabling us to view some of your digital tax records. Our retention periods are detailed in our retention policy for the information we collect during this process.
We are required by HMRC to conduct certain checks to assess the merits of your claim before we submit claims to them. The most effective way for us to complete these checks is to connect your PTA to our agent account. Once connected, we will use the information within your PTA to determine whether to your claim is valid. We will also use this access annually to review your tax details and contact you to let you know the outcome of this review.
You can remove our access to your PTA at any time by emailing us at [email protected] or by logging in to your PTA and removing our access directly.
An HMRC agent account is an HMRC service that allows an agent, like us, to view customers’ tax details if authorised to do so. You can authorise us to view some of your tax details through your PTA as set out above. Alternatively, you can authorise us to view some details by signing a Tax Agent Authority (64-8).
We may send you service messages related to a Claim. Service messages may include invoices and reminders. You may receive services messages regardless of whether you are opted into marketing or not.
We depend on on explicit opt-in consent for marketing, in compliance with both the PECR (Privacy and Electronic Communications (EC Directive) Regulations 2003) and the Data Protection Act 2018. If you consent to receiving marketing from us, we may contact you about additional services.
If you wish to change your marketing preference after opting-in, you may at any time by utilising the links in marketing communication or contacting us at [email protected].
We utilise pixels to identify social media traffic. Pixels allow us to know if you have visited our website, and which pages. We use this information to improve our marketing. We market our services on Facebook, and independent websites. To opt-out from the pixel on those platforms you will need to go through the marketing preferences sections on those platforms.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or made a review with us and you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You can ask us or third parties to stop sending you marketing messages at any time.
We will only use your personal data 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 without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Some of our third parties, employees & contractors are based outside the UK so their processing of your personal data may involve a transfer of data outside the UK, To countries:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
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, necessary to provide our service to the customer. 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.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
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 data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting, or other requirements. Please see our Data Retention policy for more information.
Under certain circumstances, you have rights under data protection laws in relation to your personal data, such as the right to:
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 could 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 (or 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 could 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.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
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 ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.