Home Privacy Policy

Privacy Policy

Contents

1. Introduction
2. The information we collect on our website
3. How we use your personal data
4. Who we might share your personal data with
5. International Transfers
6. How we keep you updated on our business, products and services
7. Security
8. Cookies used by this website
9. How long we keep your information for
10. Your legal rights over your information
11. How to contact us

 

1. Introduction

Ensors is a trading name of Ensors Accountants LLP Ltd and who are registered in England & Wales with company number OC396130. We are committed to protecting the privacy and security of your personal information. This privacy notice will inform you as to how we look after your personal data when you visit your website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide to this website for example when you sign up to one of our newsletters, events or create an account via our website.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Ensors Accountants LLP Ltd is the controller and responsible for your personal data (referred to below as “Ensors”, “we”, “us” or “our” in this privacy notice).

We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out at the end of the policy.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to your personal data

We keep our privacy policy under regular review. 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.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The information we collect on our website

Personal data, or personal information, means any information about an individual from which that personal can be identified. It does include data where the identity has been removed (anonymous data). We only collect, process and store personally identifiable information in accordance with UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 and used expressly for the purposes of responding to enquiries on the basis of recorded communication, preferences or indicated requests for marketing information.

If you contact us other than via our website and you give us permission to do so, we may keep a record of that correspondence, adding your information and enquiry details to our CRM system. From time to time we may also use third party services, to collect your information, for example for events bookings.

We may collect, use, store and transfer different kinds of personal data about you. This includes details of your journey through our website, which we have grouped together as follows:

  • Identity Data includes your name.
  • Contact Data includes you’re the name of your company, address, email address and telephone numbers.
  • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Usage Data includes information about how you use our website, products and services.
  • Profile Data includes your interests, preferences, feedback and survey responses.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not use this website to collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Contact Form

The primary instance where our website will ask you for personally identifiable information is our contact form. The contact form specifically, is powered by a popular WordPress plugin called Contact Form 7. Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.

Once submitted, your information will be processed and forwarded to us within a single email sent by the website application. Your information will not be stored within the website application’s database.

Hotjar

We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies (listed in our Cookie Policy) and other technologies to collect data on our users’ behavior and their devices (in particular device’s IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website).

Hotjar stores this information in a pseudonymised user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

Hubspot

This website uses the HubSpot – an inbound marketing and sales platform to customise content to visitors and adapt how we communicate with them.

HubSpot uses cookies (which are detailed in our Cookie Policy) and pixel tags to analyse your use of our website. This anonymous information is transferred to and stored in a HubSpot server in the USA. You can learn more about HubSpot’s privacy practices by reading their privacy policy.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

 

Purpose Type of Data Lawful Basis for processing including basis of legitimate interest
To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about. (a) Identity
(b) Contact
(c) Profile
(d) Technical
Performance of a contract with you.
Make available our services to you. (a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communication
(f) Technical
Necessary for our legitimate interests (to develop our products/services and grow our business).
For statistical analysis and to get feedback from you about our website and other services and activities. For example, we may occasionally invite you to review a service you’ve used from us. If we do, it’s possible that we will use independent research and feedback providers to act on our behalf. (a) Usage
(b) Technical
(c) Profile
Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and inform our marketing strategy).
To power our security measures and services so you can safely access our website and mobile apps. (a) Technical
(b) Usage
(a) Necessary for our legitimate interests (for running our business, provision of IT services, network security).(b) Necessary to comply with legal obligation.
To help us understand more about you as a customer, the products and services you consume, so we can serve you better. (a) Identity
(b) Contact
(c) Profile
(d) Usage
Necessary for our legitimate interests (to develop our products/services and grow our business).
To help answer your questions and solve any issues you have. (a) Identity
(b) Contact
(c) Profile
Necessary for our legitimate interests (to develop our products/services and grow our business).

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

4. Who we might share your personal data with

We will only share your personal data where it is necessary to do so, for examples for the purposes of maintaining this website.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. International transfers

We do not transfer your personal data outside the UK or the EU. The only exception is where you may request being added to our mailing list. Our mailing lists are administered via Mailchimp (www.mailchimp.com). Mailchimp is based in the US, and so data is transferred accordingly. There are specific safeguards in place to protect personal data. The transfer is governed by standard contractual terms containing provisions relating to data security that have been approved by the UK.

Please contact us if you require further information in relation to this.

6. How we keep you updated on our business, products and services

Email Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. From time to time we may send you relevant news about our business, products and services in a number by email, but only if you have consented to receive these marketing communications, and if it is in our Legitimate Interests to use your personal data in this way.

When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and you will be asked explicitly to opt-in to receiving these.

Third-party marketing

Generally we do not share personal data with third parties for the purposes of their marketing activities. If decide to do so then we will get your express opt-in consent before we share your personal data with any external provider for marketing purposes.

Opting out

You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.

 

Your Data and Social Networks

When using this website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.

7. Security

Data security is of great importance to us and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

Physical & Managerial Security Procedures

  • Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);
  • Implementing access controls to our information technology
  • We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.
  • We will never ask you to disclose your own passwords.
  • Advising you never to enter your account number or password into an email or after following a link from an email.

Website Application and Hosting Security Procedures:

  • HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to intercept the connection, they would not be able to decrypt any of the data which passes between you and the website.
  • Secure Update Process – In line with the security processes of our website development partner agency, this website application’s code-base is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.
  • Two Factor Authentication – Where possible, the administration interface to this website application and any personally identifiable information herein, is secured behind a two factor authentication login to all staff who have access to it. Additionally, our website development agency can only access the same interface via their secure Google GSuite accounts and hold no password records for accessing the platform at super-admin level.
  • Web Application Maintenance – Working in collaboration with our website development agency, regularly monitor the security of this website and consistently update the core CMS platform and supporting extensions and plugins.
  • PCI-DSS Compliant Server – Our website application is hosted and operations on a PCI-DSS compliant server independently certified by Security Metrics. The Payment Card Industry Data Security Standard (PCI DSS) applies to companies of any size that accept credit card payments.
  • CloudFlare – Our website’s DNS is managed through CloudFlare who provide our content delivery network (CDN), DDoS attack mitigation, Internet security and distributed domain name server services.

Third parties 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 regulatory of a breach where we are legally required to do so .

8. Cookies used by this website

What are Cookies?

Cookies are small pieces of data, stored in text files that are stored on your computer or other device when a website is loaded within your chosen browser. They are widely used to ‘remember’ you and your preferences, either for a single visit (through a ’session cookie’) or for multiple repeat visits (using a ‘persistent cookie’). They ensure a consistent and efficient experience for visitors, and perform essential functions such as allowing users to register and remain logged in. Cookies may be set by the site that you are visiting (known as ‘first party cookies’), or by other websites who serve up content on that site (‘third party cookies’).

What is Cookie Control?

You may notice that our website utilises a third party Cookie preference tool called ‘Cookie Control’. Cookie Control is a mechanism for controlling user consent and the use of cookies on this website application.

When (as the user) you consent to one of the optional cookie categories, Cookie Control will place a cookie to remember that decision. The name of the cookie will be the name of the category specified within the Cookie Control widget itself. That cookie will be removed when you (the user) revokes consent to that category.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

9. How long we keep your information for

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 and never retain your information for longer than is necessary, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

10. Your legal rights over your information

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are as follows:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.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.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.

You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

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.

Time limit to respond

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.

11. How to contact us

If you would like to exercise one of your rights as set out earlier in this policy, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

Assigned Data Protection Officer: Hilary Richardson, Practice Manager

By email: data.protection@ensors.co.uk
By post: Ensors Accountants LLP, Connexions, 159 Princes Street, Ipswich, IP1 1QJ

Thank you for taking the time to read our Privacy Policy.

This Policy was last updated March 2023.