Privacy Notice


What is the purpose of this notice?

To describe how we collect and use personal data about you in accordance with the General Data Protection Regulation (GDPR).

The “Data Controller” of the personal data you provide to us is Foremans LLP of Grove Park House, Grove Park Road, Wrexham, LL12 7AA.


What we need

Personal information is any information about an individual from which that person can be directly or indirectly identified. It does not include anonymised data, i.e. where all identifying particulars have been removed.

Foremans LLP collects, uses and processes a range of personal information about you. This includes (as applicable) name, address, date of birth, gender, marital status, e-mail address, telephone number, photographic ID documents, training records or information and financial information including bank details, payroll records, tax status information, tax code, National Insurance number and unique tax reference number (UTR) .

There are also “special categories” of personal information, and personal information on criminal convictions and offences, which requires a higher level of protection because it is of a more sensitive nature. The special categories of personal information comprise information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and genetic and biometric data. It is entirely your choice whether to provide such sensitive personal information.

We may ask you for more sensitive personal information for reasons such as health and safety reasons and where it is required for the insurance cover provided by Foremans’ free Block Policy. We may also ask for additional information where required in order to assess your tax status.


How we collect your personal information

Your personal information is collected when you complete our Registration Form, registration process, and when you provide details via telephone, email or through our website. We will also collect additional personal information throughout the period of providing services to you. Whilst some of the personal information you provide to us is necessary to comply with a statutory or contractual requirement, some of it you may be asked to provide to us on a voluntary basis. We will inform you whether you are required to provide certain personal information to us or if you have a choice in this.

We may also receive information about you from third parties, such as Employment Agencies, clients of your business or HMRC. We will inform you when we receive such information and you should be aware that it may be combined with the other personal information that we hold for you.


Why we need it

We need to know your basic personal data in order to:

We will not collect any personal data from you we do not need to provide and oversee these service to you.


What we do with it

We only ever use your personal data with your consent, or where it is necessary:

We may process personal information for certain legitimate business purposes, which include some or all of the following:

Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times. 

When we process your personal data for our legitimate interests, we will make sure that we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests and we will 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 have the right to object to this processing if you wish, and if you wish to do so please email contactus@foremansllp.com or your Advisor at Foremans LLP. Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.


Where we keep it

Your personal information is held on systems that are maintained and managed by Foremans LLP. It may be stored in different places within the business, including paper file, in the Partnership's software system and in other IT systems, such as the e-mail system.

Foremans LLP has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try and prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, workers, agents, contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities.

In some situations it may be necessary for us to share your information with selected third parties where required by law or where this is necessary in order to provide services to you as agreed. This may include, where applicable:

Where your personal information is shared with third-party service providers, we require all third parties to take appropriate technical and organisational security measures to protect your personal information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process your personal information for specified purposes and in accordance with our written instructions and we do not allow them to use your personal information for their own purposes.

We are based in the UK and we store our data within the UK. Some organisations which provide services to us may transfer personal data outside of the EU, but we will only allow them to do so if your data is adequately protected.

The Partnership also has in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and you of a suspected breach where we are legally required to do so.


How long we keep it

We will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements.

How long information will be stored depends on the information in question and what it is being used for. If, for example, you ask us not to send you marketing e-mails, we will stop storing your e-mails for marketing purposes, although we will keep a record of your preference not to be e-mailed.

We continually review what information we hold and delete what is no longer required and we will not retain your data for any longer than necessary. Your information will be held for at least as long as the duration of the services that we provide to you.

We are required, however, to retain client records for a period of at least six years following the tax year in which our services ceased, to protect against legal risk and to comply with the recommended requirements of the ICAEW.

After six years following the tax year in which our services ceased we will only retain such information as is needed to evidence the nature of the client relationship. We may, where applicable, ‘thin’ the file of information we hold so that we only retain what is strictly necessary. Any information that we still hold will then be put into deep archived storage and access restricted to essential Foremans LLP employees only.

In some circumstances we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.


What we would also like to do with it

We would also like to use your name and e-mail address to inform you of our future offers and similar products and services.

The majority of our emails to clients are sent through Foremans’ own email systems, however from time-to-time we may use MailChimp as an EMS (email marketing service) to distribute information about offers, products and competitions that may be of interest but which do not already form part of your service agreement with Foremans. We may hold the following information about you within our EMS system;

Email marketing messages that we send in this way may contain tracking beacons/tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

This information is not shared with any third parties and you can unsubscribe at any time via phone, e-mail or on our website.

We require your consent to use your data in this way. You can update your preferences via phone, e-mail or on our website.


What are your rights?

We want to ensure that you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:         

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you wish to raise a complaint on how we have handled your personal data, you can contact Jennifer Warner at contactus@foremansllp.com who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioners Office, the UK supervisory authority for data protection issues.


What if you fail to provide personal information?

If you fail to provide certain personal information when requested or required, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations.

It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes, e.g. you change your home address, so that our records can be updated. We cannot be held responsible for any errors in your personal information in this regard unless you have notified Foremans LLP of the relevant change.


Change of purpose

We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a purpose other than that for which it was collected, we will provide you, prior to that further processing, with information about the new purpose, we will explain the legal basis which allows us to process your personal information for the new purpose and we will provide you with any relevant further information. We may also issue a new privacy notice to you.


Changes to this privacy notice

Foremans LLP reserves the right to update or amend this privacy notice at any time. We will make you aware if we issue a new privacy notice or when we make significant updates or amendments. An up-to-date version of our privacy notice will also be available on our website.


Contact

If you have any questions about this privacy notice or how we handle your personal information, please contact Foremans LLP on 01244 625 500, email contactus@foremansllp.com or contact your Client Liaison Advisor directly.