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Privacy Statement and Cookie Policy

Bates Weston Privacy Statement

About Us

At Bates Weston we are committed to protecting the personal data of our clients, potential new clients, professional contacts and employees. This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us which we may use for the purposes described in this privacy statement or as otherwise stated at the point of collection. 

Bates Weston is the trading name of Bates Weston LLP. Bates Weston LLP, registered in England OC361828, is regulated for a range of investment business activities and Bates Weston Audit Limited, registered in England and Wales No 264228, is registered to carry on audit work in the UK and Ireland, both by the Institute of Chartered Accountants in England and Wales. A full list of members is available at the registered office: The Mills, Canal Street, Derby DE1 2RJ. 

Neither firm is authorised under the Financial Services and Markets Act 2000 but Bates Weston LLP is able, in certain circumstances to offer a limited range of investment services to clients because we are members of the Institute of Chartered Accountants in England and Wales. We can provide these investment services if they are an incidental part of the professional services we have been engaged to provide. 

BW Financial Services Limited, firm number 189042, is an appointed representative of David Booler & Company, which is authorised and regulated by the Financial Conduct Authority. Registered office: The Mills, Canal Street, Derby DE1 2RJ.

Bates Weston Tax LLP is a Limited Liability Partnership. Registered in England and Wales OC402712. Registered office: The Mills, Canal Street, Derby DE1 2RJ. 

Bates Weston Corporate Finance LLP is a Limited Liability Partnership. Registered in England and Wales OC402713. It is also   regulated by the Financial Conduct Authority, firm number 768950. Registered office: The Mills, Canal Street, Derby DE1 2RJ. 

BW IT Services Limited, registered in England and Wales No 05279089. Registered office: The Mills, Canal Street, Derby DE1 2RJ. 

Bates Weston Probate is a trading name of Bates Weston Audit Limited. Bates Weston Probate is licensed by the Institute of Chartered Accountants in England and Wales to carry out the reserved legal activity of non-contentious probate in England and Wales. 

Our Data Protection Representative is Glyn Evans, who is Bates Weston’s Managing Partner. We have also identified an individual within each of our core services who considers the data protection, retention, retrieval and disposal of personal information. 

This policy is under regular review in the interests of transparency and accuracy. This document was last updated: Wednesday, 25 April 2018

Data Collection

Bates Weston processes personal data about business contacts, existing and potential Bates Weston clients and/or individuals associated with them, job applicants, and current and former employees using IRIS software.

The collection of that data and its addition to our software is initiated by a Bates Weston member of staff. Data may be gathered from the individual, third parties acting on the instruction of our clients, Companies House, Experian, Market IQ and other public sources of information such as company websites. Bates Weston will only use the data to fulfil a contract we mutually agree to, a legitimate interest for the subject, or to fulfil our legal duties.

Types of Data

Bates Weston offers many services (see http://www.batesweston.co.uk/services), that process personal data. 

Names, Address, Email, Telephone, Emergency contacts.

Ensuring we can contact our client, potential new client, professional contact, job applicant or employee.

Bank account, Bank transactions, Credit Card, Unique Tax reference, National Insurance number, Date of Birth, Date of Death, Investments, Shareholders and holdings, Vehicle ownership, Life policies, Insurance policies.

These are dependent on which of the services you contract us to do:

Accountancy and audit, Business start-up, Probate, Taxation, Corporate Finance, Financial Planning, Business Recovery and Insolvency, Payroll and IT services.

Passport, photo ID, Utility bills

We need these to perform credit checks and to confirm identities.

Payroll information, Doctors notes, Maternity notes, Pension, Date of Birth

For our Payroll service to complete their lawful obligation.

CCTV, Number plates

We want to protect our offices and ensure our car park is only used by visitors to Bates Weston and our staff.

Categories of Data

The categories of personal data collected are: contact, communications, financial, transactional, contractual and public data. We also store minimal special types of data: criminal, trade union membership, medical data (including gender) which are processed for fraud and money laundering prevention and our payroll service.

Use of Personal Data

Personal data is visible to and used by Bates Weston staff and, if relevant, with BW Financial Services Ltd (a joint venture between Bates Weston LLP and David Booler & Co FCA 146287). The data may be used for the following purposes:

  • Providing our professional services
  • Administering, managing and developing our services
  • Providing information about us and our range of services
  • Making contact information available to BW staff
  • Security and risk management activities
  • Complying with the law and our regulatory bodies 

Bates Weston does not sell or otherwise release personal data we hold to third parties for the purpose of allowing them to market their products and services. 

We do share data with third parties for the provision of internet based services supplied to our clients or to check their suitability for a potential new client. If your Bates Weston service is supplied using an online accounting software package, you will have an account that allows you to view your data at any time. 

Our current online software providers are: IRIS, Xero, Sage, Caseware, Kashflow, QuickBooks, Futrli, F2B, SSLPost, ReceiptBank and AutoEntry. 

Our work is personal to your own unique circumstances. We do not use any automated profiling or decision making methods. 

To complete our contractual and legal obligations we may share data with these organisations: HMRC, NCA, Office National Statistics, ICAEW, FCA, FSA Principal, Land Registry, Police, County Courts, City Councils, Child Maintenance Services, Pension Providers, Mortgage Providers, Registered Banks, Registered Auditors, and any persons the client or potential client expressly instructs us to share their data with. 

We try to keep the data within the EEA, however as Amazon Web Services and Microsoft offer secure cloud storage and services, the data may be transferred to a country which is considered safe: USA, New Zealand and Australia. 

We work with any third party providers to make sure that when any transfer occurs it is done securely. Each is subject to an internal Data Security Impact Assessment and these are available on request. These arrangements will be outlined in our clients’ Letter of Engagement, and we are happy to discuss alternatives if any aspect of these arrangements is considered unacceptable.

Bates Weston does use the services of Mailchimp to circulate marketing emails. Mailchimp is a USA based company protected by a privacy shield which meets the requirements of GDPR. If you receive marketing information from Bates Weston and you do not wish to continue to receive it, please email: unsubscribe@batesweston.co.uk and we will remove you from any further marketing communication.

Your Rights and How To Exercise Them

At any time you can contact Bates Weston’s Data Protection Representative to ask for a copy of your personal data, ask why we are processing it, ask for it to be corrected, or ask for it to be deleted.  We will be as transparent as possible when working towards these requests, however we must also comply with our legal obligations and professional confidentiality requirements. If your request is subject to these requirements we will explain that to you clearly on receipt of your request.

Contact: dataenquiry@batesweston.co.uk; 01332 365855

How Long We Keep Your Data

We store communications and documents that we send and receive regarding you within an internal secure document management system, so we can make sure that we are processing your data professionally and legally. Data will generally be stored for 7 years, though there are exceptional items such as deeds and wills which are necessarily kept for much longer periods of time.

 We regularly review our internal procedures for the storage of this data to make sure that we are complying with data retention and data minimisation requirements, whilst still fulfilling our legal obligations.

When Accessing the Bates Weston Website:

Our Privacy Statement

By using our site, you consent to us processing your data and you warrant that all data provided by you is accurate.

Information about us

We are Bates Weston LLP The Mills Canal Street Derby DE1 2RJ UK Company Registration No OC361828 Registered in England

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 Bates Weston LLP 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 Bridge House, Baldwin Street, Bristol BS1 1QP 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).

Personal information

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.

Correcting/Updating Personal Information

If a user’s personally identifiable information changes (such as your postcode) the User can update or remove that user’s personal data provided to us in the User's personal profile page or by sending an email to enquiries@batesweston.co.uk.

Log Files

We use IP addresses to analyse trends, administer the site, track user's movement, and gather broad demographic information for aggregate use.

Google Analytics

This website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyze how Users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

Surveys & Contests

From time-to-time our site requests information from users via surveys or contests. Participation in these surveys or contests is completely voluntary and the user therefore has a choice whether or not to disclose any information requested. Information requested may include contact information (such as name and delivery address), and demographic information (such as postcode, age level). Contact information will be used to notify the winners and award prizes. Survey information will be used for purposes of monitoring or improving the functionality of the site.

Security

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.

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. While on a secure page, such as the user profile page, the lock icon in the address bar of Web browsers such as Internet Explorer, Chrome and Firefox becomes locked, as opposed to un-locked or open, as will be the case for most of the time that a user is browsing the web.

If you have any questions about the security at our website, you can send an email to enquiries@batesweston.co.uk.

Notification of Changes

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. 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.

If you register as a user of the website you will be asked for some basic information. Please note that registration is not required for all areas of the website, however we do encourage you to register in order to gain full access to the website content/information and online services. There are technological and operational security systems in place that provide protection for personally identifiable information from loss or misuse.

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 through any link provided on this  website.

Notices and Disclaimers

These disclaimers also extend the above rights to our website provider - see service agreement, terms and conditions.

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.

And Finally

If you have any queries about our approach to data processing please contact our Data Protection Representative at Bates Weston, dataenquiry@batesweston.co.uk 01332 365855 

If you feel you are unable to resolve any data related issue directly with us, you have the right to bring your concerns to the Independent Commissioners Office https://ico.org.uk/concerns/