Privacy Statement and Cookie Policy

SAWIN & EDWARDS PRIVACY NOTICE

1.  PURPOSE OF THIS NOTICE

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 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’).

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

2.  ABOUT US

Sawin & Edwards Chartered Accountants, ("we", “us”, “our” and “ours”) is an ICAEW registered auditor and an accountancy and tax advisory firm. We operate as a partnership.

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 required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 13 (Contact Us), below.

3.  HOW WE MAY COLLECT YOUR PERSONAL DATA

We obtain personal data about you, for example, when:

·       you request a proposal from us in respect of the services we provide;

·       you or your employer or our clients engages us to provide our services and also during the provision of those services;

·       you contact us by email, telephone, post, or social media (for example when you have a query about our services); or

·       from third parties and/or publicly available resources (for example, from your employer or HMRC or Companies House or the Charities Commission).

4.  THE KIND OF INFORMATION WE HOLD ABOUT YOU

The information we hold about you may include the following:

·       your personal details (such as your name, address, date of birth, personal tax reference, passport details, national insurance number, tax code, salary details, related parties, your assets and liabilities);

·       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 from research, surveys, and marketing activities;

·       Information we receive from other sources, such as publicly available information, information provided by your employer or our clients.

5.  HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We may process your personal data for purposes necessary for the performance of our contract with you or your employer or our clients and to comply with our legal obligations.

We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which we will use your personal data

We may use your personal data in order to:

·       carry out our obligations arising from any agreements entered into between you or 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 or which we feel may interest you, provided you have consented to be contacted for such purposes;

·       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. 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.

Data retention

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.

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.

6.  DATA SHARING

Why might you share my personal data with third parties?

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

Which third-party service providers process my personal data?

“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers: IT and Cloud services, professional advisory services, professional personal and specialist tax advisors, marketing services.

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.

What about other third parties?

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.

7.  TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

We will not transfer the personal data we collect about you outside of the EEA, unless you currently reside outside of the EEA and only for the purposes of performing our contract with you.

8.  DATA SECURITY

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. 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

9.  EMAIL ENCRYPTION

We have put in place a method by which we will encrypt our emails to you if they contain personal data such as tax returns, advice or any other personal data required to complete our contract with you. In order for you to receive these emails you will require a Personal Email Certificate. When you have installed the Certificate in your email account then all emails between you and ourselves can be encrypted.

10.  RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

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 email our data protection point of contact click here.

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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

11. RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact click here.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

12. CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be updated on our website at https://www.sawin-edwards.co.uk.

This privacy notice was last updated on 24 May 2018.

13. CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact Keeley Edwards (Partner) at click here.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s  contact details are as follows:

Information Commissioner's Office

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

 Telephone - 0303 123 1113 (local rate) or 01625 545 745

Website - https://ico.org.uk/concerns

Our Privacy Statement

This privacy policy will explain how our organization uses the personal data we collect from you when you use our website.

Topics

Information about us

We are Sawin Edwards LLP chartered accountants
Studio 16 Cloisters House 8 Battersea Park Road London SW8 4BG

For more information, please see our “contact us” page and/or the footer of this website.

This Website is designed and hosted on behalf of Sawin Edwards LLP chartered accountants by PracticeWEB a trading division of Sift Media Limited (company registration number 05923499) a subsidiary of Sift Limited (company registration number 03230061) who provide some of the information which is on this Website. This Website may have links to another website hosted by Sift Limited ("Sift Website") which enables you to access third party services.

In these terms and conditions: "Sift Limited" means Sift Limited (company registration number 03230061) whose registered office is is Charlotte Place, Queen Charlotte Street, Bristol, BS1 4EX and any company which is at the relevant time a subsidiary or holding company of Sift Limited and any subsidiary of any such holding company (and “subsidiary” and “holding company” shall have the meanings set out in sections 736 and 736A of the Companies Act 1985).

Your Data

What we collect

We do not collect any personal information about website users other than:

  • information provided by Users when completing forms on the website including but not limited to the contact and website registration form.
  • that facilitated by the use of "cookie" technology. "Cookies" are designed to enhance your online visit and permit you to access the full service within the website.

How we collect your data

Each time you visit our site or interact with the emails we send to you, we may automatically collect the following information:

  • technical information, including the Internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, operating system and platform.
  • information about your visit, including the URL clickstream to, through and from our site (including date and time); pages, resources and/or products you viewed or searched for; page response times, errors, length of visits to certain pages, page interaction, and methods used to browse away from the page.
  • information about your interaction with our emails, including whether you have opened the email, the number of times the email is accessed, and your interaction with email content including the links you have clicked.

We may also build a picture of your digital data profile, by taking information on you from public sources, such as your publicly available social media information and other third party sources such as Companies House. We do this to help us direct more targeted information and content to you.

Data from other sources

We may receive information about you if you use any of the other websites we or any of our group companies operate or the other services we provide. We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them. We also receive information about you from third party telemarketing companies. We or our partners will only contact you where you have given the telemarketing companies your consent for us to do so.

Using your data

We may process your data because:

  • we are legally obliged to e.g. to confirm your identity.
  • the processing is necessary for the performance of the contract with you to provide our services; or
  • it is in ours or a third party’s legitimate interests to do so.

In some instances, we will rely on your consent to process personal data and when we do this, it will be flagged to you at the time.

If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users by way of an email. Users will have a choice as to whether or not we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

Data security & storage

This website takes every precaution to protect our users’ information. When users submit sensitive information via the website, your information is protected both online and offline, with the data being stored on secure servers located within the European Economic Area (“EEA”). There are technological and operational security systems in place that provide protection for personally identifiable information from loss or misuse.

When our registration form asks users to enter information, that information is encrypted and is protected with the best encryption software in the industry – SSL.

Our primary hosting provider is certified to ISO 27001 . This family of standards helps us manage your information and keep it safe and secure.

While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet.

If you have any questions about the security at our website, you can send an email to wsawin@sawin-edwards.co.uk.

Retention

We keep your personal information for as long as we need to for the purposes for which it was collected or (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements.

Marketing

Sawin Edwards LLP chartered accountants would like to send you information about products and services of ours that we think you may like. If you have agreed to receiving marketing, you may always opt out at a later date.

You have the right at any time to stop Sawin Edwards LLP chartered accountants from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, please send an email to wsawin@sawin-edwards.co.uk.

Your data protection rights

Sawin Edwards LLP chartered accountants would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Sawin Edwards LLP chartered accountants for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Sawin Edwards LLP chartered accountants correct any information you believe is inaccurate. You also have the right to request Sawin Edwards LLP chartered accountants to complete the information you believe is incomplete.

The right to erasure – You have the right to request that Sawin Edwards LLP chartered accountants erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that Sawin Edwards LLP chartered accountants restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to Sawin Edwards LLP chartered accountants’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that Sawin Edwards LLP chartered accountants transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please email wsawin@sawin-edwards.co.uk.

Cookies

A cookie is a small text file written to your hard drive that contains information about you. Cookies do not contain any personal information about users.

The website provider Practiceweb uses cookies to personalise your experience of the website. Most web browsers allow you to control how cookies are accepted by adjusting your web browsers settings. If you set up your browser to reject the cookie, you may still use the website.

Services delivered via the website such as video or embedded content from external providers may also place cookies on your machine (computer).

By continuing to use this site you are deemed to be accepting the terms and conditions and consenting to the website placing cookies on your machine (computer) as set out in the Cookies information page.

Children

We do not knowingly collect personal data from anyone under the age of 13. If you are a parent or guardian of a child under the age of 13 and believe he or she has disclosed personal information to us, please contact us at wsawin@sawin-edwards.co.uk.

Where processing of personal data is based on consent, if we learn that this data belongs to someone under the age of 13, we will cease processing and will take reasonable measures to delete the applicable information from our records, unless the consent is provided by a parent or guardian.

Privacy policies on other websites

Where links are provided to other websites it should be noted that they are not and cannot be governed by our privacy statement. We cannot guarantee your privacy when you access other websites, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

If we decide to change our privacy policy, we will post those changes on this page so our users are always aware of the information we collect and how we use it.

This privacy policy was last updated on the 30th of September 2021.

How to contact us

If you have any questions about our company’s privacy policy, please do not hesitate to contact us:

Contacting appropriate authorities

Should you wish to report a complaint or if you feel that our Company has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office. Details are available here https://ico.org.uk/global/contact-us.

Notices and disclaimers

These disclaimers also extend the above rights to our website provider www.practiceweb.co.uk – see service agreement, terms and conditions