Privacy Policy for Taxchimp Ltd.

Effective Date: 16.04.2024

Welcome to TaxChimp’s Privacy Policy.

This Privacy Policy explains how we collect, use, store, and safeguard your personal data when you visit our website or use our services.

Please note that the English version of this Privacy Policy is the only legally binding version. Translated versions are provided for convenience only. In the event of any conflict, the English version shall prevail.

1. Definitions and Interpretation

In this Privacy Policy, the following terms are defined as:

• Personal Data: All information you submit to Taxchimp Ltd. when using our services, including information as defined under the Data Protection Act (“The Act”).
• Data Protection Laws: Any applicable law related to the processing of personal data, including but not limited to the UK General Data Protection Regulation (UK GDPR), as amended from time to time.
• UK GDPR: The UK General Data Protection Regulation.
• User (You): Any third party accessing the website who is not (i) employed by Taxchimp Ltd. and acting in the course of their employment or (ii) engaged as a consultant or providing services to Taxchimp Ltd. and accessing the website in connection with those services.
• Website: The website you are currently using, www.taxchimp.co.uk, including any sub-domains unless expressly excluded by their own terms and conditions.

Our Commitment to Privacy

At Taxchimp Ltd. ("we," "us," "our"), we are dedicated to protecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your personal data. We comply with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

This policy explains your rights and how we handle your personal data. If you do not agree with our policy, please do not use our services. For questions or concerns, contact us at info@taxchimp.co.uk.

Who We Are

The General Data Protection Regulation (“GDPR”) imposes certain legal obligations in relation to the processing of personal data. Taxchimp Ltd is the Data Controller for the personal data we process. This means that we are responsible for determining how your personal data is used and ensuring its compliance with the law.

Company Name: Taxchimp Ltd.

Registered Address: Unit 353, 1st Floor, 415 High Street, Stratford, London, United Kingdom, E15 4QZ

Contact Email: info@taxchimp.co.uk

Data Protection Officer (DPO): Usman Khan

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). However, we would appreciate the opportunity to address any concerns you may have before you approach the ICO. Please contact us first.

2. Information We Collect

We collect and process the following types of personal data:

• Personal Details: Full name, date of birth, profession. We also require proof of valid ID and proof of address in order to comply with money laundering regulations.
• Contact Information: Email address, phone numbers (optional), address.
• Demographic Information: Postcode, preferences, and interests.
• Financial Information: UK bank details (for refund/repayment purposes only).
• Transaction Data: Details of payments to/from you and services you have purchased from us.
• Technical Information: IP address, browser type, operating system, login details, time zone, location, and device data.
• Website Activity: URLs of referring sites, your activity on the website, and the sites you exit to.
• Tax Information: Information required by HMRC for self-assessment tax returns, such as National Insurance number, Unique Taxpayer Reference (UTR), and tax codes. This also includes financial records, such as P60s, invoices, income/expense details, and other financial information related to tax filing.
• Additional Data: Changes to address, marital status, sources of income, and business activities (e.g., shareholding).

Personal data refers to any information that can identify an individual. It does not include data that has been anonymised (i.e., anonymous data).

Account Signup Information

When you sign up for TaxChimp, we require minimal information: UserID, email address, and password.

Payment Information

To process payments on the TaxChimp platform, we may request financial information. We use third-party payment processors and do not store full credit card details. We only store the last four digits of your card number.

Communications

When you communicate with TaxChimp (via messaging, email, or other means), we collect information related to the communication, including data from your TaxChimp account or purchase history, if applicable.

Marketing and Communications Data

We use your data to tailor marketing communications and provide you with information about our services, promotions, events, and reminders (e.g., tax return deadlines). If you become a client or subscribe to our services, you will also receive service-related communications.

Platform Development

We use data, including public feedback, to improve our platform and offer a better, more intuitive experience. This also helps us drive membership growth.

Customer Support

We use data to assist you with any issues or complaints and resolve problems (e.g., bugs).

Security and Investigations

We use your data for security purposes, fraud prevention, and investigations. This includes using your data to address any violations of our Terms of Use or this Privacy Policy, as well as to prevent harm to our users.

Aggregated Data

We may collect, use, and share aggregated data (e.g., statistical or demographic information) for any purpose. Aggregated data is not considered personal data, as it does not identify you. However, if we combine aggregated data with personal data, we treat it as personal data and process it according to this policy.

We do not collect any Special Categories of Personal Data (such as race, religion, sexual orientation, political opinions, health information, genetic or biometric data) or data related to criminal convictions and offences.

3. Data Sources

We collect and receive your personal data directly from you, as well as from the following sources:

• Social Networks: We may receive data from platforms like Facebook, Instagram, Google, YouTube, TikTok, etc.
• Third-Party Service Providers: This includes payment processors, suppliers, and partners.
• Publicly Available Sources: We may also collect data from public records or government bodies such as HMRC.

4. How We Collect Your Data

We collect data in several ways:

• Direct Interactions: You may provide us with personal data by filling out forms or corresponding with us via post, phone, or email. This includes creating an account, subscribing to our services, or giving us feedback.
• Automatically Collected Data: Some data is automatically collected when you visit our website, such as your IP address, browser information, and usage details. This helps us improve our website's functionality and content.

Errors and Omissions

If you believe there is an error in any of the information you have provided, please email us at info@taxchimp.co.uk for corrections.

5. Data Collected Automatically

When you access our website, we may automatically collect certain data to improve our services:

• Usage Data: Includes your IP address, the date and time of your visits, and how you interact with our website.
• Cookies: We collect data via cookies based on your browser settings. You can accept or reject cookies, and for more details, please refer to our Cookie Policy.

Third-Party Data Sources

We may also receive personal data from third parties, such as:

• Technical Data: From analytics providers, advertising networks, or search information providers.
• Financial and Transaction Data: From payment and delivery services.
• Accounting Data: From HMRC and other government bodies.

6. How We Use Your Data

We use the information we collect for the following purposes:

• To prepare and submit your self-assessment tax return to HMRC.
• To communicate with you regarding your tax return and related services.
• To improve our website and services.
• To comply with legal and regulatory obligations, including record-keeping for tax purposes.
• To ensure the security of our website and systems.

We process your personal data based on the following lawful grounds:

• Contractual Necessity: To fulfil our contract with you, e.g., preparing and filing your tax return.
• Legal Obligation: To comply with legal requirements, such as submitting data to HMRC and maintaining tax records.
• Legitimate Interests: To ensure the security, performance, and improvement of our website and services, and for business risk management.

We may also process your personal data as necessary to establish, exercise, or defend legal claims, whether in court proceedings or other procedures. Similarly, we may process your data to obtain or maintain insurance coverage or manage business risks, based on our legitimate interests.

We may contact you in future tax years to offer assistance with your tax return preparation.

7. Data Transfers

We do not transfer personal data outside of the European Economic Area (EEA) unless we comply with applicable data protection laws.

When transferring personal data outside of the EEA, we ensure that a similar level of protection is maintained.

We also impose strict contractual obligations on our suppliers and partners to ensure that they handle your personal data securely and in accordance with this policy.

Storing Your Data

By submitting your personal data, you consent to its transfer, storage, and processing. Most personal data is stored securely on servers with controlled access. We take appropriate measures to protect your data in compliance with applicable data protection laws.

8. Data Retention

We retain your personal data only for as long as necessary to provide our services and comply with legal obligations. Once your data is no longer required, we ensure it is securely deleted.

• Tax Records: We retain tax records and related data for 6 years in line with HMRC requirements.
• Other Data: Data not required for tax purposes will be retained only as long as necessary to provide our services or until you request its deletion.

Additionally, even after the closure of your TaxChimp account, we may retain some personal data for the following purposes:

• To protect against fraud and enhance security, certain data may be kept to prevent the reopening of accounts by individuals who have previously violated our terms.
• To comply with legal obligations, such as tax, reporting, or auditing requirements.
• For ongoing dispute resolution, enforcement of agreements, or the pursuit of legitimate interests.
• To protect against accidental or malicious data loss; residual copies of your data may remain in backup systems for a limited period.

9. How We Protect Your Data

We take the protection of your personal data seriously and have implemented a range of technical and organisational measures to safeguard it from unauthorised access, disclosure, alteration, or destruction:

• Secure Servers: Your data is stored on EU-based, secure servers with industry-standard encryption.
• Payment Security: Payment card details are encrypted using SSL technology. Payment data is encrypted in accordance with industry security standards.
• Anonymisation: Data not required for tax purposes is anonymised wherever possible to minimise risks.
• Breach Response: In the event of a data breach, we will notify the Information Commissioner’s Office (ICO) within 72 hours as required by GDPR. We will also inform you promptly if your data is affected.

We regularly monitor our systems for vulnerabilities and continuously work to enhance security. However, we cannot guarantee absolute protection against unauthorised access or breaches. We encourage you to use strong passwords and be cautious about sharing sensitive information.

If you have concerns about the security of your personal data, please contact us at info@taxchimp.co.uk.

10. Third-Party Service Providers

TaxChimp works with various third-party suppliers to deliver services such as website hosting, tax return preparation, and email communications. We may share your personal data with these providers as necessary to fulfil a transaction or service request. These providers are obligated to handle your data in accordance with this privacy policy.

Legal and Regulatory Compliance

• We will only use your personal data for the purposes for which it was collected. If we need to use it for any other purpose, we will notify you and explain the legal basis for this new purpose.
• We may process your data without your knowledge or consent if required or permitted by law. We will only do so to the extent necessary to comply with any applicable legal obligations.
• We do not sell your personal data to third parties for marketing purposes.
• However, we may share data with third parties in the following contexts:
  • HMRC: To submit your self-assessment tax return.
  • Payment Processors (e.g., Stripe): To securely process payments.
  • Cloud Tax Preparation Software: For tax preparation purposes.
  • Review Platforms (e.g., Google, Trustpilot): To invite you to leave a review of our services.

11. Marketing and Advertising

We do not use your personal data for marketing purposes (e.g., promotional emails or newsletters). However, we may use interest-based advertising, which involves the use of cookies to track your online activity across websites to provide more relevant ads. This data is not shared with third-party advertisers.

If you have opted out of receiving marketing communications from us, we will not use your data for such advertising.

12. Analytics and Third-Party Tools

We use various tools to monitor and analyse website traffic and user behaviour:

• Google Analytics: We use Google Analytics to gather information about website usage, which helps us improve the user experience. Google may use this data to contextualise and personalise ads within its advertising network. For more information, please see Google’s Privacy Policy.

We may also use third-party services for sending messages, managing email communications, and collecting reviews.

14. Data Breach and Protection Resources

If you suspect misuse or unauthorised access to your data, please inform us immediately at info@taxchimp.co.uk.

For more information on how to protect your devices and personal data, visit www.getsafeonline.org, supported by HM Government and leading businesses.

15. Your Rights

Under the General Data Protection Regulation (GDPR), you have the following rights regarding your personal data:

• Right to Access: You can request a copy of the personal data we hold about you at any time.
• Right to Rectify: You can request corrections to any inaccuracies in your personal data.
• Right to Erase: You can request the deletion of your personal data, subject to certain legal exceptions.
• Right to Restrict Processing: You can request the restriction of our use of your data in specific circumstances.
• Right to Data Portability: You can request that we transfer your data to another service provider in a structured, commonly used, and machine-readable format.
• Right to Object: You can object to our use of your data, including any processing based on legitimate interests.

It is important that the data we hold about you is accurate and current. Please notify us of any changes to your personal information during the time we hold it.

16. Children’s Privacy

We do not knowingly collect or process personal data from individuals under the age of 18. If we discover that we have unintentionally collected data from someone under 18, we will take immediate steps to delete that data.

17. Review of this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, legal obligations, or services. Any updates will be posted on this page, and we will notify you of significant changes where appropriate.

Changes to Our Policy

We reserve the right to modify or update this Policy at any time. By continuing to use our website or services after any changes to this Policy, you accept the revised terms. We recommend that you regularly review this page for updates.

18. Access to Your Data

You have the right to request a copy of the personal data we hold about you. Under the GDPR, this request is free of charge, and we will provide the information to you promptly. If you wish to request a copy of your data, please contact us at info@taxchimp.co.uk.

19. Acceptance of This Policy

By using the TaxChimp Platform, you acknowledge that you have read and understood this Privacy Policy and agree to its contents. If you do not agree with this policy, you should refrain from using our website or mobile applications. We reserve the right to update or change this Policy at any time. Continued use of the platform after changes are made implies your acceptance of the updated terms.

20. Amendments to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, and we may notify you of significant updates (e.g., via email for certain services). It is your responsibility to review this policy periodically for updates.

21. Conclusion

We are committed to protecting your personal data and ensuring that your rights are respected. If you have any questions about this Privacy Policy, or if you need further information about how we handle your personal data, please contact our Data Protection Officer at the contact details provided above.