Update: This policy was last updated on 18 May 2018 in line with GDPR requirements.
Taxfiler Limited (“We”) are committed to protecting and respecting your privacy.
4th Floor Heathrow Approach
470 London Road, Slough
INFORMATION WE MAY COLLECT FROM YOU
“Personal data” means any information that identifies any person (such as you or your staff), that you provide to us when signing up for an account on “Taxfiler”, when contacting us via email, telephone or any other contact method, or that is contained in any other information that you provide to us (or that you authorise a third party to give to us on your behalf).
We may also collect “Personal data” in connection with your usage of the Taxfiler website or Taxfiler, such as the IP address of computers that you use to access your account, or other information that we might use for purposes such as account security.
We may collect the following data about you:
Information that you provide by filling in forms on the Taxfiler Website. This includes information provided at the time of registering to use our site, subscribing to our service or requesting further services. We may also ask you for information when you report a problem with our site.
If you contact us, we may keep a record of that correspondence.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs, operating system, browser usage and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
We do not collect or process special categories of personal data, as defined under GDPR. We do not knowingly collect or request information from persons under the age of sixteen. If we learn that we have inadvertently collected any such data we will ensure it is deleted as quickly as possible.
IP ADDRESSES AND COOKIES
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.
YOUR CLIENT DATA
In addition to the personal data that you tell us about yourself and which we collect to manage and administer your account with us, you can enter and upload data into Taxfiler about your clients and their accounting and tax affairs. You own all of the data you enter or upload into Taxfiler and have ultimate control over who has access to it. For example, if you give your staff access to your account then they will have access to the personal data of your clients. It is our job to ensure that the access to your data is secure and limited only to you and those to whom you grant permissions. It is up to you to control who has access to that data and how it is used, and you must ensure that you have a valid reason for holding and processing that data in accordance with the various provisions of the GDPR.
We do not use your clients’ personal data for any purpose. We may use anonymised aggregated data for licensing and informational purposes such as ensuring that you do not exceed your licensed number of clients or determining how many submissions are being made to HMRC or Companies House. This statistical information will not contain any personal data and our staff will not have access to your clients’ personal data.
HOW WE USE YOUR DATA
We use information held about you in the following ways:
To allow you to register in order to provide you with access to Taxfiler.
To enable us to contact you via email, telephone, post or other means where necessary concerning Taxfiler.
To ensure that content from our site is presented in the most effective manner for you and for your computer.
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
To carry out our obligations arising from any contracts entered into between you and us.
To allow you to participate in interactive features of our service, when you choose to do so.
We may validate your information and in some cases check it against information held by a third party (e.g. Companies House, IP lookup services etc). When we use third parties to assist us in validating or processing your personal data we will only pass to them information which they require to perform the service we are requesting. We will only share data with third parties that we trust, and where we have assurance as to how they will process and protect the data.
We shall aim to ensure that the personal data we know about you is accurate. If you would like to update the personal data we hold about you, please login to your Taxfiler account or contact us at email@example.com with your request.
SECURITY AND DATA STORAGE
We take security and data privacy seriously and we will take all reasonable steps to keep your personal data secure. We review our data processing and storage practices regularly and have security measures in place to protect against unauthorised access or disclosure.
Where we use third parties to help provide our services we will always ensure that the security policies of those third parties are consistent with our own standards as minimum.
You must ensure that you keep your account access details and password(s) private and do not share them with anybody else. Taxfiler will never ask you for your password and will never expect you to grant somebody else access to your account.
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
All communication with our website will be via secure encrypted browser connection. Look for the green bar or padlock on your browser to ensure that you are connected securely to the services. You should note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
WHO WE SHARE YOUR INFORMATION WITH
We will share your personal data with third parties in certain circumstances:
We may disclose your data to any member of a group company of which we are or may be a member. This includes our ultimate holding company and its subsidiaries and any other companies which may be added to the group in future.
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
We may pass aggregate information on the usage of Taxfiler to maintain, improve and manage our service, but this will not include your personal data.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation; to cooperate with law enforcement officials in the investigation of unlawful activities of Taxfiler users or relating to Taxfiler users; or in order to enforce or apply any contract with you; or to protect our rights, property, or safety of our employees, customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
We utilise a number of carefully selected third parties to help provide our services to you. Examples of these functions include IP address lookup, handling credit card transactions and direct debit services, email, marketing and data analysis, data management and customer support services. When working with any such third parties, we will always ensure that the security policies and confidentiality arrangements of those third parties are in line with the requirements we ourselves follow as a minimum.
HOW LONG WE STORE DATA
We will store your data for as long as you have an account with us. When you close your account you have the option of removing your data form our system or retaining your account for future access. If you ask us to remove your account we will retain some data in line with our legal and taxation record-keeping obligations, such as details of invoices and payment details. The information we retain is reviewed regularly in line with our retention policies and removed at the earliest opportunity.
All of our data is backed up in a regular cycle and deleted data will be retained for a period in our encrypted backup area before it is deleted as part of our usual process.
Note that we do not store your credit card or bank details. Payments are processed by our third party providers PayPal (paypal.com) and GoCardless (gocardless.com).
You have the right to access your personal data. You can login to your account or ask us to provide the information we hold by emailing us at firstname.lastname@example.org.
Where you have given us consent to use your personal data your have the right to withdraw your consent. Contact our support team at email@example.com.
You may ask us to update out of date or inaccurate information we hold about you. Contact our support team at firstname.lastname@example.org.
In some circumstances you have the right to object to us processing your data, or ask us to delete your data or restrict processing of your data. Contact our support team at email@example.com.
LINKS TO OTHER WEBSITES
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.