Privacy policy

Introduction

Welcome to TaxScouts’ privacy policy.

TaxScouts respects your privacy and is committed to protecting your personal data. This privacy policy 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 under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018 (“DPA 2018”).

A. Important information

1. Purpose of this privacy policy

This privacy policy aims to give you information on how TaxScouts collects and processes your personal data through your use of our website at https://www.taxscouts.com, its subdomains and any other websites we may operate in the future (together the “Website”) and the services we provide through the Website, via any API or application we may publish from time to time and otherwise (together the “Services”), including any data you may provide through the Website when you sign up to our newsletter, purchase our Services or engage with us in any other way.

The Website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy 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 policy supplements other notices and privacy policies and is not intended to override them.

2. Controller

Positron Technologies Ltd trading as TaxScouts is the controller and responsible for your personal data (collectively referred to as “TaxScouts“, “we“, “us” or “our” in this privacy policy).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

Full name of legal entity: Positron Technologies Ltd
Email address:
[email protected]
Postal address: 71-75 Shelton Street, Covent Garden,
London, England, WC2H 9JQ

3. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review and reserve the right to make changes to this privacy policy. If we do amend this privacy policy, these changes will be posted on the Website and, where appropriate, notified to you by e-mail. 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.

4. Third-party links

The Website may include links to third-party websites, 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 B. 1. 2. privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

B. The data we collect about you

1. Personal data, or personal information

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:

• Identity Data includes name, national insurance number and unique taxpayer reference.
• Contact Data includes address and email address.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of Services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our Website.
• Accounting Data includes financial information and documents such as P60s and invoices and financial details such as your income and expenses.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

2. Aggregated data

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the 3. 4. C. 1. percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

3. Special Categories of Personal Data

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, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

4. 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, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

C. How is your personal data collected?

We use different methods to collect data from and about you including through:

1. Direct interactions

You may submit to us your Identity, Contact, Financial and Accounting Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• create an account on our Website;
• subscribe to our Services;
• use the tax calculator on our Website;
• request marketing to be sent to you;
• enter a competition, promotion or survey; or
• give us feedback or contact us.

2. Automated technologies or interactions

As you interact with our Website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details

3. Third parties or publicly available sources

We will receive personal data about you from various third parties and public sources as set out below:

• Technical Data from the following parties:
  • analytics providers;
  • advertising networks; and
  • search information providers.
• Financial and Transaction Data from providers of technical, payment and delivery services.
• Accounting Data from HMRC and other government bodies.

D. How we use your personal data?

1. General principle

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 contract 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 obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

1. Purposes for which we will use your personal 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.

3. Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

4. Promotional offers from us

We may use your Identity, Contact and Technical 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).

5. Marketing Communications

You will receive marketing communications from us if you have requested information from us or purchased Services from us and you have not opted out of receiving that marketing.

6. Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

7. Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us [email protected] at any time.

8. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy

9. Change of purpose

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 [email protected].

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

10. Automated decision-making and profiling

We do not use your personal data for any automated decision-making, including profiling, that produces legal effects or similarly significantly affects you, within the meaning of Article 22 of the UK GDPR.

We may use basic automation to help deliver our services efficiently (e.g. routing your request to an accountant), but these processes do not constitute decision-making that has legal or similarly significant effects under UK GDPR.

E. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

External third parties in the following categories

• Communication and administration (e.g. Microsoft Azure)
• Analytics, tracking and website functionality (e.g. Google and Auth0):
• Accounting:
  • Payments: (e.g. Stripe);
  • Anti-money laundering compliance: and
  • External accountants

Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

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.

F. International transfers

Some of our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK Secretary of State or European Commission, or use legally approved safeguards under the UK GDPR, such as the UK International Data Transfer Agreement (“IDTA”), the UK Addendum to the EU Standard Contractual Clauses, or other approved contractual clauses, supplemented by additional technical and organisational measures where necessary.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA.

G. Data security

We use appropriate technical and organisational measures to prevent your personal data from accidental loss, unauthorised access, use, alteration, or disclosure. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who need it to perform their duties. They will only process your personal data in accordance with our instructions and they are bound by confidentiality obligations.

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

H. Data retention

1. How long will you use my personal data for?

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.

2. Retention Period

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.

3. Retention Period

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

I. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

1. Request access

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.

2. Request correction

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.

3. Request erasure

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.

4. Object to processing

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.

5. Request restriction of processing

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:

• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

6. Request the transfer

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.

7. Right to make a complaint

Right to make a complaint to the data controller. You have the right to make a complaint directly to us if you believe that we have infringed on your data protection rights. You can send your complaint either directly to [email protected] or submit it through the form on our website. Upon receiving your complaint, we will send you an acknowledgment of its receipt within 30 days. We will then investigate the matter, and will notify you of the final outcome without undue delay. While we hope to resolve any complaint brought to us, you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues (www.ico.org.uk).

8. Withdraw consent at any time

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.

9. No fee usually required

No fee usually required – 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.

10. How to exercise your rights

To exercise any of your rights, please contact us at [email protected] with “Data Protection Request” in the subject line. We may need to verify your identity before acting on your request. We will respond 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.