This website is operated by HMRB Associates Limited, registered in England & Wales with the registered office at 16 Winchester Road, Alton, Hampshire GU34 1RX. HMRB Associates Limited is the data controller.

This privacy notice provides and overview on how we use your personal data.

What data do we collect?

We collect personal data including your name, email address, telephone number, and location.

If we work together we may also collect other contact data including a billing address and bank account details for payment.

We do not collect sensitive data such as race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinion or affiliation or health data; nor do we collect any information about criminal convictions.

How do we use your personal data?

We will only use your personal data for legally permitted reasons, primarily to perform any contract between us, for our legitimate interest of running our business or to comply with a legal or regulatory obligation.

Disclosure of your personal data

We may have to share your personal data with the parties set out below for the purposes set out above:

• Service providers providing IT and system administration services, such as Xero and GoCardLess;

• Professional advisors including lawyers, bankers and insurers;

• Institute of Chartered Accountants in England & Wales (ICAEW) who are our professional body;

• HM Revenue & Customs, regulators and authorities based in the United Kingdom and, where appropriate, other jurisdictions who may require reporting of processing activities in certain circumstances;

• Third parties to whom we may sell, transfer or merge parts of our business or assets.

International Transfers

Some of our third party service providers may process data outside of the European Economic Area (EEA).

Whenever we transfer your personal data out of the EEA, we do our best to provide a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

• We only transfer personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or

• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or

• Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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

Data Retention

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements. We have to keep basic information about our customers (including contact, identity and financial data) for six years after they cease being customers to comply with Companies Act and taxation requirements.

In some circumstances you can ask us to delete your data (see below).

Your Legal Rights

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

• Request access to your personal data.

• Request correction of your personal data.

• Request erasure of your personal data.

• Object to processing of your personal data.

• Request restriction of processing your personal data.

• Request transfer of your personal data.

• Right to withdraw consent.

You can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/ .If you wish to exercise any of the rights set out above, please email us at hmrb.associates@baylissgb.uk.

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 may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may 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.