We respect the privacy of every person who visits or registers with www.haysmacintyre.com (the “Site”) and are committed to ensuring a safe online experience. We also respect the privacy of every person who uses the products and services that we make available from the Site or who engages with us to use the products or services that TAccountants provides (be it through the Site or not) (our “Services”) or whose personal information we may process as a result of providing the Services to others, or who applies to work here.
1. Purpose of this Policy
This privacy policy (“Privacy Policy”) explains our approach to any personal information that we might collect from you or which we have obtained about you from a third party and the purposes for which we process your personal information. This Privacy Policy also sets out your rights in respect of our processing of your personal information.
This Privacy Policy will inform you of the nature of the personal information about you that is processed by us and how you can request that we delete, update, transfer and/or provide you with access to it.
This Privacy Policy is intended to assist you in making informed decisions when using the Site and our Services and/or to understand how your personal information may be processed by us as a result of providing the Services to others or when you apply to work at TAccountants. Please take a moment to read and understand it. Please note that when using the Site it should be read in conjunction with our Website Terms of Use.
Please also note that this Privacy Policy only applies to the use of your personal information obtained by us; it does not apply to your personal information collected during your communications with third parties.
2. Who are we and what do we do?
The site and our services are operated by TAccountants (“we”, “us”, or “our”).
TAccountants’ registered office is at 110 Selsdon Road, South Croydon, Surrey, CR2 6PX.
How to Contact Us?
If you have any questions about this Privacy Policy or want to exercise your rights set out in this Privacy Policy, please contact us by:
Sending an e-mail to dataprotection@taccountants.co.uk; or
Calling us on: 020 8681 8775.
3. What Personal Information Do We Collect and How Do We Use It?
Our primary goal in collecting personal information from you may be to:
(i) Verify your identity;
(ii) Help us deliver our Services;
(iii) Improve, develop, and market new Services;
(iv) Carry out requests made by you on the Site or in relation to our Services;
(v) Investigate or settle inquiries or disputes;
(vi) Comply with any applicable law, court order, other judicial process, or the requirements of a regulator;
(vii) Enforce our agreements with you;
(viii) Protect the rights, property, or safety of us or third parties, including our other clients and users of the Site or our Services;
(ix) Provide support for the provision of our Services;
(x) Recruitment purposes; and
(xi) Use as otherwise required or permitted by law.
If you are a visitor to the Site:
Name and job title.
Contact information including email address.
Demographic information such as postcode, preferences, and interests.
Other information relevant to the provision of Services.
To undertake these goals, we may process the following personal information:
If you are a visitor to the Site:
Name and job title.
Contact information including email address.
Demographic information such as postcode, preferences, and interests.
Other information relevant to the provision of Services.
If you are an individual client in receipt of our Services or a prospective individual client:
Name and job title.Contact information including email address.
Payment information.
Other information relevant to the provision of Services.
Information that you provide to us as part of our providing the Services to you, which depends on the nature of your instructions to us and the work we are carrying out for you.
Relevant information as required by anti-money laundering regulations and regulatory rules which require us to conduct due diligence on our clients. This may possibly include evidence of the source of funds, at the outset of and possibly from time to time throughout our relationship with clients, which we may request and/or obtain from third-party sources. The sources for such verification may comprise documentation which we request from the prospective client or through the use of online sources or both.
If you are a corporate instructor (i.e., other corporate entities):
Primarily we are engaged by corporate instructors and as such, those instructors are not data subjects. As part of such instructions, personal information about other persons may be provided to us (e.g., personal information relating to, without limitation, any of our corporate clients’ or prospective clients’ workers, including their employees, directors, members, or contractors, any opponent or vendor or purchaser personal information including personal information relating to their legal advisors or workers as relevant or similar).
If you are an individual whose personal information may be processed by us as a result of providing the Services to others (including our individual clients and corporate clients):
We will process a variety of different personal information depending on the Services provided in question. This may include personal information relating, without limitation, to any of our corporate clients’ or prospective clients’ workers (including their employees, directors, members, or contractors), any opponent or vendor or purchaser personal information including personal information relating to their legal advisors or workers as relevant or similar.
This is a non-exhaustive list which reflects the varied nature of the personal information processed as part of a law firm providing legal services.
We might also need to process personal information in relation to other third parties instructed either by our own clients or other persons or companies involved with us providing the Services to our clients (for instance, foreign accountancy practices, tax advisers, law firms, experts, HMRC).
Please note also that we do not have to provide information to you about how we process your personal information when we do so as a result of providing the Services to others and may indeed be subject to professional obligations of secrecy in respect of the Services. We are providing the information in this Notice, however, because we believe in being as transparent as possible about our data privacy practices and want you to be able to understand how we may process your data (and about how you can exercise any applicable data subject rights).
If You Are a Potential Recruit
If you are a potential recruit, we may collect and use your personal information, including your name, job title, contact information (including your email address), curriculum vitae, education, employment history, and other relevant details.
In particular, we may use your personal information for the following purposes:
Fulfilment of Services
We collect and maintain personal information that you voluntarily submit to us during your use of the Site and/or our Services to enable us to perform the Services. Please note also that our Terms of Business also apply when we provide the Service.
Who Do We Share Your Personal Information With for This Purpose?
We may share your personal information with various third parties as necessary to provide the Services, including experts (e.g., foreign lawyers, tax or medical advisors, accountants, valuers), insurers, regulators, courts, crime enforcement agencies, translators, IT and telephony service providers, document storage providers, and cloud-based providers of accountancy systems.
Please note this list is non-exhaustive, and there may be other instances where we need to share your information to effectively provide the Services.
What is Our Legal Basis?
It is necessary for us to use your personal information to perform our obligations in accordance with any contract that we may have with you, or because it is in our legitimate interest, or a third party’s legitimate interest, to use the personal information to ensure we provide the Services in the best way possible.
Client Services
Our Site uses various user interfaces to allow you to request information about our Services. Contact information may be requested in each case, along with details of other personal information relevant to your enquiry. This information is used to respond to your requests.
Who Do We Share Your Personal Information With for This Purpose?
We do not share your personal information for this purpose.
What Is Our Legal Basis?
It is in our legitimate interest, or a third party’s legitimate interest, to use your personal information to ensure that we provide the best client service possible.
Your Feedback About Our Services
From time to time, we may contact you to invite you to provide feedback about our Services through online or postal communications. We use this information to help us improve the quality of service provided by our staff and to monitor the quality of our Services.
Who Do We Share Your Personal Information With for These Purposes?
We use a third-party service provider to assist us with client surveys and feedback requests.
What Is Our Legal Basis?
It is in our legitimate interest to use the information you provide to us in your feedback for the purposes described above.
Business Administration and Legal Compliance
We may use your personal information for business administration and legal compliance purposes, such as complying with our legal obligations, including accountancy regulatory body requirements (e.g., the ICAEW Know Your Client, Anti-Money Laundering, Anti-Bribery obligations), and responding to enquiries, investigations, and dealing with regulators, relevant tax authorities, crime enforcement agencies, and similar bodies.
For Internal Training and Administration Purposes
We may use your personal information to enforce our legal rights or defend our position, or to seek advice in this context. We may also use it to protect the rights of third parties and in connection with a business transition such as a merger, acquisition by another company, or sale of all or a portion of our assets.
Who Do We Share Your Personal Information With for These Purposes?
We will share your personal information with professional advisers such as lawyers and accountants, governmental or regulatory authorities, crime and enforcement agencies, and judicial bodies such as courts and tribunals.
What Is Our Legal Basis?
Where we use your personal information in connection with a business transition, to enforce our legal rights, or to protect the rights of third parties, it is in our or a third party’s legitimate interest to do so. For all other purposes described in this section, it is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.
Recruitment
We use your personal information to assess your suitability for any position for which you may apply, including partner-level positions, summer placements, and any business support or services role, whether such application has been received online, via email, by hard copy, or in person. We also use it to review our equal opportunity profile in accordance with applicable legislation and to ensure that TAccountants does not discriminate on the grounds of gender, race, ethnic origin, age, religion, sexual orientation, disability, or any other basis covered by local legislation, and that all recruitment decisions are made entirely on the basis of merit.
Who Do We Share Your Personal Information With for These Purposes?
We will share your personal information with third parties who assist us in carrying out our recruitment activity.
What Is Our Legal Basis?
Where we use your personal information in connection with recruitment, it will be to take steps at your request to enter into a contract we may have with you, or it is in our legitimate interest to use personal information to make the best recruitment decisions. We will not process any special data except where we are able to do so under applicable legislation or with your explicit consent.
Client Insight and Analysis
We analyze your contact details with other personal information that we observe about you from your interactions with our site, our email communications to you, and/or with our services.
Collection of Personal Information Through Cookies and Other Technologies
Where you have given your consent (where lawfully required), we use cookies, log files, and other technologies to collect personal information from the computer hardware and software you use to access the site, or from your mobile device. This includes collecting an IP address to monitor site traffic and volume, a session ID to track usage statistics on our site, and information regarding your professional interests, experiences with our services, and contact preferences.
Our web pages and e-mails contain cookies, web beacons, or pixel tags (collectively “Tags”). Tags allow us to track receipt of an e-mail, count users who have visited a web page or opened an e-mail, and collect other types of aggregate information. Once you click on an e-mail that contains a Tag, your contact information may subsequently be cross-referenced to the source e-mail and the relevant Tag. In some of our e-mail messages, we use a “click-through URL” linked to certain websites administered by us or on our behalf. Please see our Cookie Policy for further information.
By using this information, we can measure the effectiveness of our content and understand how visitors use our site and services. This helps us learn what pages of our site are most attractive to our visitors and which parts are the most interesting.
Who Do We Share Your Personal Information With for These Purposes?
We share your personal information with a variety of third-party service providers to assist us with client insight analytics, such as Google Analytics.
What Is Our Legal Basis?
When your personal information is completely anonymized, we do not require a legal basis to use it, as the information will no longer constitute personal information regulated under data protection laws. Our collection and use of such anonymized personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.
When your personal information is not anonymized, it is in our legitimate interest to use it to ensure we provide the best products and services to you and our other clients.
Marketing Communications
We use your name and address to send you marketing communications by post.
Our postal marketing will include both personalized and non-personalized postal marketing. Personalized marketing is tailored specifically to you, featuring services that we think are most likely to appeal to you. Non-personalized marketing is about our services generally and is not tailored to any particular individual.
When sending you personalized postal marketing, we use information observed from your interactions with our site, email communications, and/or services to determine the type of personalized marketing communications to send. For more details about the personal information collected and how it is collected, please refer to the “Client Insight and Analysis” section above.
Who Do We Share Your Personal Information With for These Purposes?
We share your personal information with various third-party postal providers who assist us in delivering our postal marketing campaigns.
What Is Our Legal Basis?
When your personal information is not anonymized, such as your postal address, it is in our legitimate interest to use it for postal marketing.
Email Marketing
We use your name and email address to send you marketing communications by email, where you have consented to receive such communications or where we have another lawful basis to do so.
Our email marketing includes both personalized and non-personalized email marketing. Personalized marketing is tailored specifically to you, featuring services that we believe are most relevant to you. Non-personalized marketing is about our services generally and is not tailored to any particular individual.
When sending you personalized email marketing, we use information observed from your interactions with our site, email communications, and/or services to determine what type of personalized marketing communications to send. For more details about the personal information collected and how it is collected, please refer to the “Client Insight and Analysis” section above.
Who Do We Share Your Personal Information With for These Purposes?
We share your personal information with our third-party email marketing providers who assist us in delivering our email marketing campaigns.
What Is Our Legal Basis?
Where your personal information is completely anonymised, we do not require a legal basis to use it, as it will no longer constitute personal information regulated under data protection laws. However, our collection and use of anonymised personal information may be subject to other laws where your consent is required. Please see our Cookie Policy for further details.
Where your personal information is not anonymised, it is in our legitimate interest to use it for marketing purposes. We will only send you marketing communications via email where you have consented to receive such communications or where we have a lawful right to do so.
Any other purposes for which we wish to use your personal information that are not listed above, or any other changes to the existing purposes, will be notified to you using your contact details.
How Do We Obtain Your Consent?
Where our use of your personal information requires your consent, you can provide such consent:
at the time we collect your personal information following the instructions provided; or
by informing us by e-mail, post, or phone using the contact details set out in this Privacy Policy.
Our Use of Cookies and Similar Technologies
Our site uses certain cookies, pixels, beacons, log files, and other technologies. Please see our Cookie Policy to find out more about the cookies we use and how to manage and delete them.
Third-Party Contractors and Other Controllers
We may appoint sub-contractor data processors as required to help us deliver the services. They will process personal information on our behalf and at our direction. We conduct due diligence and put necessary contractual documentation in place to ensure they process personal information appropriately and in accordance with our legal and regulatory obligations.
We may also appoint external data controllers, such as legal advisers or foreign accountants, as necessary to deliver the services. We will comply with our legal and regulatory obligations in relation to personal information, including putting appropriate safeguards in place to ensure any personal information is processed according to these obligations.
Extra-EEA Transfers
If you are based within the EEA, please note that where necessary to deliver the services, we will transfer personal information to countries outside the EEA. Not all countries provide the same level of protection for personal information as within the EEA. We will comply with our legal and regulatory obligations in relation to these transfers, including having a lawful basis for transferring personal information and implementing appropriate safeguards to ensure adequate protection.
How Long Do We Keep Your Personal Information For?
Regarding visitors to the site, we will retain relevant personal information for at least 12 months from the date of our last interaction with you and in compliance with our obligations under the EU General Data Protection Regulation (or similar legislation around the world), or for longer where required by regulatory or professional indemnity obligations.
Regarding personal information processed as part of providing services to clients, we will retain relevant personal information for at least seven years from the date of our last interaction with that client and in compliance with our obligations under the EU General Data Protection Regulation (or similar legislation around the world) or for longer where required by regulatory or professional indemnity obligations. See our Terms of Business for further details.
If personal information is only useful for a short period, e.g., for specific marketing campaigns, we may delete it.
Confidentiality and Security of Your Personal Information
We are committed to keeping your personal information secure and will take reasonable precautions to protect it from loss, misuse, or alteration. We have implemented information security policies, rules, and technical measures to protect personal information from:
unauthorized access;
improper use or disclosure;
unauthorized modification; and
unlawful destruction or accidental loss.
All our members, employees, workers, and data processors who process your personal information are obliged to respect its confidentiality.
How to Access Your Information and Your Other Rights
You have the following rights regarding the personal information we hold about you. Note that these rights are subject to certain exemptions:
Your Right of Access: If you ask us, we’ll confirm whether we’re processing your personal information and, subject to any applicable exemptions, provide you with a copy of that personal information within the timescales or extended timescales provided for by the GDPR for complex requests. We may charge a reasonable fee for additional copies.
Your Right to Rectification
If the personal information we hold about you is inaccurate or incomplete, you’re entitled to have it rectified. If you are entitled to rectification and if we’ve shared your personal information with others, we’ll let them know about the rectification where possible and where this would not involve disproportionate effort. If you ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your Right to Erasure
You can ask us to delete or remove your personal information in some circumstances, such as where we no longer need it or if you withdraw your consent (where applicable because that was the legal basis on which we were processing your personal data). If you are entitled to erasure and if we’ve shared your personal information with others, we’ll take reasonable steps to inform those others where possible and where this does not involve disproportionate effort. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your Right to Restrict Processing
You can ask us to ‘block’ or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so and does not involve disproportionate effort. If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.
Your Right to Data Portability
With effect from 25 May 2018, you have the right, in certain circumstances, to obtain personal information you’ve provided us with (in a structured, commonly used, and machine-readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
Your Right to Object
You can ask us to stop processing your personal information, and we will do so, if we are:
relying on our own or someone else’s legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
processing your personal information for direct marketing.
Your Rights in Relation to Automated Decision-Making and Profiling
You have the right not to be subject to a decision based solely on automated processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into or the performance of a contract between you and us.
Your Right to Withdraw Consent
If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
Your Right to Lodge a Complaint with the Supervisory Authority
If you have a concern about any aspect of our privacy practices, including the way we’ve handled your personal information, you can report it to the Information Commissioner’s Office (ICO) in the UK where your concern relates to TAccountants. You can find details about how to do this on the ICO website or by calling their office on 020 8681 8775.
Collection of Information by Third-Party Sites and Sponsors
The site contains links to other sites whose information practices may be different from ours. Visitors should consult the other sites’ privacy notices as we have no control over information that is submitted to, or collected by, these third parties.
Changes to This Privacy Policy
We may make changes to this Privacy Policy from time to time. To ensure that you are always aware of how we use your personal information, we will update this Privacy Policy to reflect any changes to our use of your personal information. We may also make changes as required to comply with changes in applicable law or regulatory requirements. We will notify you by e-mail of any significant changes. However, we encourage you to review this Privacy Policy periodically to be informed of how we use your personal information.