TM Taxation Services

Introduction

The Data Protection Act 2018 (“DPA 2018”) and the “General Data Protection Regulation” (“GDPR”) impose certain legal obligations in connection with the collection and processing of personal data.

This privacy notice provides you with details of how TM Taxation Services (“we”, “our” or “us”) collects, processes and stores your personal data. 

We are a data controller within the meaning of the GDPR as we collect and process personal data.

  1. What personal data we collect

Personal data is any information capable of identifying an individual and does not include anonymised data. Most of this information will be provided directly by you, but some information will come from third parties such as investment advisors who you instruct us to contact directly. We may also use publicly available data to obtain personal information.

The personal data we collect and process may include: –

  • Identity data which may include your full name, address, date of birth, gender, occupation, NI number, SSN. This may include details of spouses and children. 

  • Contact data which may include your home and work address, email address and telephone number.

  • Financial data which may include income, tax information, your personal and family wealth, accounts and investments, credit or debit card details for payments, other business activities. 

  • All correspondence with us, including initial queries for our services. 

  • Technical data if you visit our website.

Where we are required to collect personal data by law, or under the terms of the contract between us, and you do not provide us with the data requested, we may not be able to perform the contract. This may mean that we will not be able to commence acting for you or will need to cease to act. 

Sensitive data

We do not collect any sensitive data about you including details about your race or ethnicity, religious beliefs, sexual orientation, political opinions, trade union membership, health, criminal convictions and offences.

How we use your personal data

We collect and process personal data for the following purposes: –

  • To perform the services set out in the contract between us.

  • To manage your account, including issuing invoices and process payment transactions. 

  • To comply with our legal, regulatory or professional obligations.

  • Where it is necessary for our legitimate interests.

  • To use in the investigation and/ or defence of potential complaints, disciplinary proceedings and legal proceedings.

  • For marketing purposes, if you have consented to us doing so.

    Legal basis for processing your personal data

Under GDPR, we must have a legal basis for processing your personal data. The legal bases which apply will be: –

  • Contract: personal data can be processed if the data is necessary to perform a contract. Please note that it is acceptable to process the data before the contract is entered into (e.g. providing a fee quote) provided the information has been requested by you.

  • Legal Obligation: personal data can be processed if it is required to comply with a common law or statutory obligation under UK or EU law.

  • Legitimate interests: data can be processed where it is necessary for our legitimate interests. This will include legitimate interests in running our business, improving our services, recovering debts owed to us, ensuring our network security and to prevent fraud. 

  • Consent: data can be processed where you have actively opted in and given consent by ticking a box, signing a document or providing an affirmative response to a verbal or written question. This will include marketing communications. You have the right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email Info@tmtaxationservices.com.

We will only use your personal data for the purposes for which we collected it. Under GDPR, we can only use the personal data for a new purpose if either this is compatible with our original purpose, we obtain your consent or we have a clear obligation or function set out in law.

Disclosures of your personal data to third parties

We must have a legitimate reason for sharing personal data with third parties. We may need to share your personal data with third parties, including: –

  • Relevant government authorities including HM Revenue & Customs, Internal Revenue Service and state tax authorities.

  • Third parties including investment advisers, lawyers, bankers whom you require or authorise us to correspond with.

  • Service providers who provide our IT and system administration services.

  • Subcontractors if your authorisation is given.

  • Professional indemnity insurers.

  • Our professional bodies or regulatory authorities.

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

Data retention

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

Your legal rights

Under certain circumstances, you have rights under GDPR in relation to your personal data. These include your right to: –

  • Request access to your personal data.

  • Request rectification of personal information you think is inaccurate or incomplete.

  • Request erasure of your personal data.

  • Request restriction of processing of your personal information which means asking us to limit how we use your personal data.

  • Object to the processing of your personal data.

  • Request transfer of the personal data you gave us to another organisation or to you.

  • Withdraw consent.

More information regarding these can be found on the website of the Information Commissioner’s Office (ICO). If you wish to exercise any of these rights set out above, please contact us by email at Info@tmtaxationservices.com. 

We try to respond without undue delay and within one month. However, it may take us longer if your request is particularly complex or time consuming. There are some circumstances in which the law allows us to refuse to provide access to personal data in response to a “subject access request” (SAR). We will not charge any fees for responding to a SAR. 

Use of cookies

We use cookies to help us make our website function properly, make it more secure, provide a better user experience, understand how the website performs and to improve our marketing function by analysing our traffic. By clicking “Accept All”, you consent to our use of cookies.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising your complaint, you have the right to lodge a complaint with the ICO. The ICO’s address is:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113

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