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Even Solutions Accountancy customer privacy notice
Registered name: Even Solutions Limited
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This privacy notice tells you what to expect us to do with your personal information.
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Contact details
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What information we collect, use, and why
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Lawful bases and data protection rights
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Where we get personal information from
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How long we keep information
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Who we share information with
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How to complain
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Contact details
What information we collect, use, and why
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We collect or use the following information to provide and improve products and services for clients:
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Names and contact details
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Addresses
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Gender
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Occupation
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Date of birth
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Marital status
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Third party information (such as family members or other relevant parties)
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Payment details (including card or bank information for transfers and direct debits)
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Financial data (including income and expenditure)
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Transaction data (including details about payments to and from you and details of products and services you have purchased)
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Usage data (including information about how you interact with and use our website, products and services)
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Credit history and credit reference information
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Criminal records data (including driving or other convictions)
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Information relating to compliments or complaints
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Account access information
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Website user information
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We collect or use the following personal information for the operation of client or customer accounts:
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Names and contact details
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Addresses
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Account information, including registration details
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Information used for security purposes
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Marketing preferences
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Technical data, including information about browser and operating systems
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We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:
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Names and contact information
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Client accounts and records
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We collect or use the following personal information for information updates or marketing purposes:
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Names and contact details
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Addresses
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Profile information
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Marketing preferences
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We collect or use the following personal information to comply with legal requirements:
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Name
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Contact information
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Identification documents
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Client account information
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Any other personal information required to comply with legal obligations
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Criminal offence data
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We collect or use the following personal information to protect client welfare:
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Names and contact information
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Client account information
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Health and wellbeing information
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Emergency contact details
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We collect or use the following personal information for dealing with queries, complaints or claims:
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Names and contact details
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Address
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Payment details
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Account information
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Purchase or service history
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Relevant information from previous investigations
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Customer or client accounts and records
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Financial transaction information
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Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
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Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
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Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
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Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
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Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
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Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
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Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
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If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
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Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information to comply with legal requirements:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information to protect client welfare are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
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Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
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Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
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Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
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Where we get personal information from
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Directly from you
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Regulatory authorities
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Legal bodies or professionals (such as courts or solicitors)
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Publicly available sources
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Market research organisations
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Credit reference agencies
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Who we share information with
Others we share personal information with
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Debt collection agencies
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Other financial or fraud investigation authorities
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Professional or legal advisors
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Emergency services
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Insolvency practitioners
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Regulatory authorities
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External auditors
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Organisations we’re legally obliged to share personal information with
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How long we keep information
We keep personal information only for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements. The periods for which we retain personal information vary depending on the nature of the information and our legal obligations. As a general guide:
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• Client financial and transaction records – 6 years from the end of the client relationship
• Marketing and communications data – until consent is withdrawn or data is no longer active
• Complaint records – 6 years after the matter is resolved
• Contractual information – 6 years after the end of the contract
• Regulatory or legal requirement data – as required by applicable laws or regulations
If you would like more specific information about our data retention practices for a particular type of data, please contact us using the contact details at the top of this privacy notice.
International data transfers
We do not routinely transfer personal information outside of the UK. Where it is necessary to do so, for example when using third-party service providers that process data in other countries, we ensure that appropriate safeguards are in place to protect your personal information. This may include using Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office or transferring data only to countries with an adequacy decision.
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Use of processors
We may use third-party service providers (also known as data processors) to support our operations. These may include IT service providers, cloud storage platforms, professional advisers and consultants, and customer relationship management (CRM) platforms. All processors are required to agree to contractual terms that ensure your personal information is protected and processed only as instructed by us.
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Automated decision-making and profiling
We do not use your personal information to make automated decisions that have a legal or similarly significant effect on you. We also do not conduct profiling using your personal information.
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Cookies and website user information
We may collect information about how you use our website through the use of cookies and other tracking technologies. This includes technical data such as your IP address, browser type and version, time zone setting, browser plug-in types, operating system, and platform, as well as information about how you use our website. We use this information to improve website functionality and user experience.
For more information, including how to manage your cookie preferences, please refer to our [Cookie Policy].
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Changes to this privacy notice
We may update this privacy notice from time to time to reflect changes in our practices or legal obligations. When we make changes, we will revise the “last updated” date at the bottom of this notice. We encourage you to review the privacy notice regularly to stay informed about how we protect your personal information.
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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 a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113