Privacy & Cookies
How the law protects you
Data Protection regulations say that we can use personal information only if we have a proper reason to do so. The law says we must have one or more of these reasons:
- To fulfil a contract we have with you
- When it is our legal duty
- When it is in our legitimate interest
- When you consent to it.
A legitimate interest is when we have a business or commercial reason to use your information. It must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
Here is a list of all the ways that we may use your personal information and which of the reasons we rely on to do so.
|What we use your personal information for||Our reasons||Our legitimate interests|
|• To manage our relationship with you or your business.
• To develop new ways to meet our clients’ needs and to grow our business.
• To develop and carry out marketing activities.
• To study how our clients use products and services from us and other organisations.
• To provide advice or guidance about our products and services.
• Producing accounts for your business.
• Producing tax returns for you and your business.
• Running a payroll service.
•Giving business advice.
• Undertaking bookkeeping services.
|• Your consent.
• Fulfilling contracts.
• Our legitimate interests.
• Our legal duty.
|• Keeping our records up to date, working out which of our products and services may interest you and telling you about them.
• Developing products and services.
• Defining types of clients for new products or services.
• Seeking your consent when we need it to contact you.
• Being efficient about how we fulfil our legal duties.
Where we collect personal information from
We may collect personal information about you (or your business) from these sources:
- Data you give to us
- When you apply for our products and services
- When you talk to us on the phone
- When you use our websites
- In emails and letters
- In client surveys
- Data we collect when you use our services
- Data from third parties we work with
- Companies that introduce you to us
- Social networks
- Fraud prevention agencies
- Government and law enforcement agencies.
Who we share your personal information with
We may share your personal information these organisations:
- HM Revenue & Customs, regulators and other authorities
- Any party linked with you or your business’s product or service
- Companies we have a joint venture or agreement to co-operate with (including our Preferred Partners)
- Organisations that introduce you to us
- Companies that we introduce you to
- Market researchers and our marketing partners
- Companies you ask us to share your data with.
The information we use
These are some of the kinds of personal information that we use:
- Business address
- Contact details, such as email addresses and phone numbers
- Financial data
- Data that identifies computers or other devices you use to connect to the internet. This includes your Internet Protocol (IP) address.
How we protect your personal information
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. 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.
Sending data outside of the EEA
We will only send your data outside of the European Economic Area (‘EEA’) to:
- Follow your instructions.
- Comply with a legal duty.
- Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries.
We may use your personal information to tell you about relevant services and offers from Smith Newmans.
We can only use your personal information to send you marketing messages if we have either your consent or a ‘legitimate interest’. That is when we have a business or commercial reason to use your information.
We may ask you to confirm or update your choices, if you take out any new products or services with us in future. We will also ask you to do this if there are changes in the law, regulation, or the structure of our business.
As part of the registration process for our e-newsletter, Smith Newmans collects personal information. We use that information for a couple of reasons: to send you updates about Smith Newmans that you’ve asked us to tell you about; to contact you if we need to obtain or provide additional information; to check our records are right and to check every now and then that you’re happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.
We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice.
You can ask us to stop sending you marketing messages by contacting us at any time by clicking the unsubscribe link at the bottom of any of our emails or contacting us via our website.
How long we keep your personal information
We will keep your personal information for as long as you are a client of Smith Newmans.
After you stop being a customer, we have to keep relevant records for statutory minimum periods for one of these reasons:
- To respond to any questions or complaints
- To maintain records according to rules that apply to us
We may keep your data for longer if we cannot delete it for legal, regulatory or technical reasons. We may also keep it for research or statistical purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.
If you leave a comment on our website, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
The principles of good data protection
These are the principles under which we seek to operate and manage your data.
- Processed lawfully, fairly and in a transparent manner in relation to individuals;
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
- Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
What rights you have over your personal information
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request
- require Smith Newmans to change incorrect or incomplete data
- require Smith Newmans to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
- object to the processing of your data where Smith Newmans is relying on its legitimate interests as the legal ground for processing.
You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
If you would like to exercise any of these rights, please contact:
Leylands Farm Business Park
Letting us know if your personal information is incorrect
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this. If you do, we will take reasonable steps to check its accuracy and correct it.
What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.
We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.
You can ask us to restrict the use of your personal information if:
- It is not accurate
- It has been used unlawfully but you don’t want us to delete it
- It is not relevant any more, but you want us to keep it for use in legal claims
- You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.
If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.
How to withdraw your consent for non-statutory personal information
You can withdraw your consent at any time. Please contact us if you want to do so. If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.
Information about us
We are Smith Newmans, a trading name of C&M Scott Limited (company registration number 4664196). Registered address is Hillview House, Leylands Farm Business Park, Colden Common, Winchester, Hampshire, SO21 1TH.
For more information, please see our Contact Us page and/or the footer of this website.
This website is designed on behalf of Smith Newmans by Pure Brand Media Limited (company registration number 05705038) who provide some of the information on this website. The website is hosted by Coretek Group.
We do not collect any personal information about website users other than:
- information provided by users when completing forms on the website including the contact 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.
What Are Cookies
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site. Therefore it is recommended that you do not disable cookies.
The Cookies We Set
When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
Third Party Cookies
This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
Automated decision making and/or profiling
As you interact with our website, we may automatically collect technical information about your equipment, browsing actions and patterns. We may also collect usage data about how you use our website. We collect this personal data by using cookies (detailed above), server logs and other similar technologies.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.).
Embedded content on our website is hosted on YouTube, Vimeo and WordPress.
Changes to the privacy notice and your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Notification of Changes
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.
How to complain
Please let us know if you are unhappy with how we have used your personal information. You can contact us in writing at this address:
Leylands Farm Business Park
You also have the right to complain to the Information Commissioner’s Office if we do not respond to your complaint appropriately and in a timely manner. Find out on their website how to report a concern.