1. PURPOSE OF THIS NOTICE
This notice governs the use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Hodgson Trustee Services ("we", “us”, “our” and “ours”) respects your privacy. We understand that how your personal data is used and shared matters to you, and we take the privacy of those that contact us very seriously. We will always process that data in compliance with the law.
Please read this Policy Notice carefully, and ensure that you understand our practices regarding your personal data and how we will treat it.
2. ABOUT US
Hodgson Trustee Services provides professional services to Trusts and related individuals. We are
· Owned by John Hodgson
· regulated by the Institute of Chartered Accountants in England and Wales,
· John Hodgson is an FCA. And is also a member of the Chartered Institute of Taxation, and the Society of Trust and Estate Practitioners
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
John Hodgson is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact us you can do so using the contact details noted below.
3. HOW WE MAY COLLECT YOUR PERSONAL DATA
We obtain personal data about you, for example, when:
· you request a proposal from us in respect of the services we provide;
· you engage us to provide our services and also during the provision of those services;
· you contact us by email, telephone, post or
· from third parties and/or publicly available resources
4. THE KIND OF INFORMATION WE HOLD ABOUT YOU
The information we hold about you may include the following:
· your personal details (such as your name and/or address);
· details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
· details of any services you have received from us;
· our correspondence and communications with you;
5. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU
We may process your personal data for purposes necessary for the performance of our arrangements with you and to comply with our legal obligations.
We may process your personal data for the purposes necessary for the performance of our engagements with our clients. This may include processing your personal data where you are a trustee, beneficiary, employee, subcontractor, supplier or customer of our client.
We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data.
We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
Situations in which we will use your personal data
We may use your personal data in order to:
· carry out our obligations arising from any arrangements entered into between you or our clients] and us (which will most usually be for the provision of our services);]
· carry out our obligations arising from any arrangements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a trustee, beneficiary, employee, subcontractor, supplier or customer of our client;
· provide you with information related to our services and our activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes; and
· notify you about any changes to our services.
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the services we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
Data retention
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
· the requirements of our business and the services provided;
· any statutory or legal obligations;
· the purposes for which we originally collected the personal data;
· the lawful grounds on which we based our processing;
· the types of personal data we have collected;
· the amount and categories of your personal data; and
· whether the purpose of the processing could reasonably be fulfilled by other means.
Change of purpose
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
6. DATA SHARING
Why might you share my personal data with third parties?
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
Which third-party service providers process my personal data?
“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, administration services, investment management services and banking services.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
What about other third parties?
We may share your personal data with other third parties, for example in the context of the management of investments. We may also need to share your personal data with a regulator or to otherwise comply with the law.
7. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)
We will not transfer the personal data we collect about you outside of the EEA and Switzerland.
There is an adequacy decision by the European Commission in relation to Switzerland therefore it is deemed to provide an adequate level of protection for your personal information for the purpose of the Data Protection Legislation.
8. DATA SECURITY
We have put in place commercially reasonable and 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
9. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.
Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
· Request access to your personal data.
· Request correction of the personal data that we hold about you.
· Request deletion of your personal data where there is no good reason for us continuing to process it.
· Object to our processing your personal data for particular purposes.
· Request the restriction of processing of your personal data.
· Request the transfer of your personal data to you or another data
If you want to exercise any of the above rights, please email using the contact details below.
10. RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, email using the contact details below.
11. CONTACT US
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please use our ‘contact us’ facility.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns
CHANGES TO THIS NOTICE
Any changes we may make to our privacy notice in the future will be immediately posted on our website and you will be deemed to have accepted this Policy if you continue to use our services.