PRIVACY POLICY
1. Introduction
ExpatUX Ltd (“We”) are committed to protecting and respecting your privacy at all times.
We are a private limited company established in England and Wales with company number 12570370 with registered address at Units 1 & 2, Bridge Road Business Park, Haywards Heath, RH16 1TX. For the purposes of the Data Protection Act 2018 (“DPA 2018”) and any other applicable data protection laws (including the EU General Data Protection Regulation (the “EU GDPR”)), we are the data controller regarding any personal data that you have provided to us.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The DPA 2018 gives data subjects (living individuals in respect of whom personal data is processed) enhanced rights and protections in relation to their personal data. We have updated our Privacy Policy so we are completely clear as to what personal data we collect, why we collect that personal data and how we handle it.
This Privacy Notice sets out the basis on which we will process any personal data we collect from you, or that you or third parties provide to us. Please read this Privacy Notice (“Notice”) carefully so that you understand your rights in relation to your personal data, and how we will collect, use, and process your personal data.
This Notice explains our policy in relation to:
- what information we collect about you;
- how we use your information;
- who we share your information with;
- where and how long we will keep your data;
- how we keep your information safe;
- your rights regarding the personal information you provide to us;
- technical information that we collect about you (including via the use of cookies on our website); and
- who you can contact if you have questions or complaints about how we process your personal data.
2. Information we collect about you and how we use it
You and your employer provide certain information to us in relation to your personal circumstances and your employment which enables us to manage the data collection for tax compliance purposes and/or when contacting us online, by phone, email, post or any other engagement or correspondence that you or your employer may have with us.
You acknowledge that we may collect, use, process and transfer your personal data as set out in this Notice.
We reserve the right to change this Notice from time to time and you should therefore check this page frequently to ensure that you are happy with any changes. We will ensure that your personal data is handled in accordance with this Notice.
3. What types of personal information do we collect about you
We hold the following personal information about you:
- personal details such as your name, gender, age, date of birth, email address, postal address, telephone or mobile number and identifiers such as national insurance number;
- marriage, partnerships and marital history, details of family and dependants;
- employment details such as employment and career history, recruitment and termination details, job title and job responsibilities, financial details such as income, salary, assets and investments, bank account details for tax compliance purposes, voluntary deductions, benefits, grants etc;
- technical information and other information about your visits to our website.
If you provide us with information about someone else, for example your family members and dependants, we will assume that you have their permission to do so. We will process their personal data in accordance with this Notice. Please let them know you have provided their information to us and encourage them to read this Notice.
4. How do we use your information
We will use your personal information for the purposes of tax compliance purposes. We may receive information from third parties who collect your personal data and pass it on to us. Where this is the case, the third party is responsible for obtaining the relevant consents from you to ensure you are happy with the ways in which your personal data will be used.
More information on the purposes for which we process your data and the legal bases for this processing can be found in additional information.
5. Who we share your personal data with
We will never sell, rent or lease your personal information. We share your information with selected recipients as set out in this Notice. This includes sharing information with those who are involved in the tax compliance process, those who provide assistance to run the process, those who oversee the process, and those who may have a legal or regulatory right to request such information.
6. Where do we store your personal data
The information that we collect from you will be transferred to and stored at/processed in the UK/EEA. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this Notice.
7. Keeping your information safe
Unfortunately, the transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your information transmitted through this website or over email; any transmission is at your own risk. Once we have received your information, we will take appropriate technical and organisational measures to safeguard your personal data against loss, theft and unauthorised use, access or modification.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping such password confidential. Please do not share your password with anyone.
8. How long will we keep your personal data
We will delete the data held in relation to you after 6 years, or earlier on request from your employer or yourself, subject to the following. Your personal information may be held for longer where: (i) it is required by law or a court order; (ii) it is needed to establish, exercise, defend or pursue tax/ legal claims (iii) to deal with any queries relating to your tax affairs as necessary; and (iv) to protect the rights of another natural or legal person.
9. Your rights regarding the personal information you provide to us
You have certain rights in relation to the personal information we hold about you, which we detail below. Some of these only apply in certain circumstances as set out below. We also set out how to exercise those rights. Please note that we will require you to verify your identity before we respond to any of your requests. We must respond to a request by you to exercise those rights without undue delay and at least within one calendar month (although this may be extended by a further two months in certain circumstances). To exercise any of your rights, please contact us using the details at the end of this Policy.
Name of Rights |
Right Description |
How to make a complaint |
right of information |
You have the right to know the personal information we hold about you, how we use it, who we share it with and how long we keep your personal data. |
Please contact us as soon as possible via the contact details at the end of this Policy |
right of access |
You have the right to know whether we process your personal information, and if we do, to access information we hold about you, how we use it and who we share it with. If you require more than one copy of information we hold about you, it is free of charge, unless we deem it necessary to charge you an administration fee. We may not provide you with certain personal information if providing it would interfere with a person’s rights and freedom (e.g., where providing the personal information would reveal information about another person) or where another exemption applies. Please See “how long will we keep your personal data”. |
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right to rectification |
The accuracy of the information we hold about you is important to us. Under the DPA 2018 and EU GDPR, you have the right to access the information we hold about you and have any inaccuracies corrected. Where you request correction, please explain in detail why you believe the personal data we hold about you to be inaccurate or incomplete so that we can assess whether a correction is required. Please note that whilst we assess whether the personal data we hold about you is inaccurate or incomplete, you may exercise your right to restrict our processing of the applicable data. |
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right to erasure |
This is also known as the “right to be forgotten”. Please see below for more information about the circumstances in which you may request that we erase the personal data we hold about you. |
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right to data portability |
You have the right to receive a subset of the personal data we collect from you in a structured, commonly used and machine-readable format and a right to request that we transfer such personal data to another third party. If you wish for us to transfer the personal data to another third party, please ensure you detail that third party and note that we can only do so where it is technically feasible. We are not responsible for the security of the personal data or its processing once received by the third party. We also may not provide you with certain data if providing it would interfere with the rights and freedom of another person (e.g., where providing the personal data we hold about you would reveal information about another person or our trade secrets or intellectual property). |
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restriction of processing to storage only |
You have a right to require us to stop processing the personal data we hold about you other than for storage purposes in certain circumstances. Please note, however, that if we stop processing the personal data, we may use it again if there are valid grounds under data protection laws for us to do so (e.g., for the defence of legal claims or to protect to right and freedom of another person. Please See “how long will we keep your personal data”. |
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make a complaint |
You have a right to lodge a complaint with relevant data protection supervisory authorities. In the UK, it is the Information Commissioner’s Office (ICO). |
Please contact ICO as soon as possible via here Please contact relevant data protection supervisory authorities via here |
10. Third Parties
We may share your personal data with a third party where it is necessary (i) for the performance of the services you have requested (ii) for us to comply with our legal obligations or (iii) for our legitimate business interest.
11. Technical information (including cookies) that we collect about you
When you visit our website, we collect technical information about your computer, such as your internet protocol address (which is a number that can uniquely identify a specific computer on the internet), time zone setting, your login information, browser type and version, browser plug-in types and versions, operating systems and platforms.
We use cookies to collect information about your browsing activities over time following your use of our services. This allows us to recognise and count the number of users and to see how users navigate on our website when they are using it. This helps us to improve the services we provide to you and the way our website works.
12. Complaints
If you wish to make a complaint about how we process your personal data, please contact us using the contact details below and we will endeavour to deal with your request as soon as possible. This does not interfere with your right to raise a complaint with a relevant data protection supervisory authority.
13. Representative
We value your privacy and your rights as a data subject and have therefore appointed Prighter as our privacy representative and your point of contact for the following regions:
- European Union (EU)
- Switzerland
Prighter gives you an easy way to exercise your privacy-related rights (e.g., requests to access or erase personal data). If you want to contact us via our representative Prighter or make use of your data subject rights, please visit the following website. https://prighter.com/q/17012529084
14. Changes to our Privacy Notice
Any changes we make to our Privacy Notice in the future will be updated on this page. Please check back frequently to see any updates or changes to our Privacy Notice. Any changes to this Notice will become effective when we post the revised Privacy Notice on our website. Your use of the tax compliance service, following these changes means that you accept the revised Privacy Notice. It is your responsibility to ensure that you are aware of the latest version of this Notice.
15. Contact
If you have any questions, comments or requests regarding any aspect of this Notice, please contact us as soon as possible using the details as follows:
Data Protection Officer
ExpatUX Ltd
Units 1 & 2, First Floor Bridge Road Business Park,
Bridge Road,
Haywards Heath,
West Sussex,
RH16 1TX
Additional Information
1. Legal Bases of Processing
Category of Personal Data |
Purpose for Processing |
Legal Basis of Processing |
personal details such as your name, gender, age, date of birth, email address, postal address, telephone or mobile number and identifiers such as national insurance number |
|
Performance of a contract as required under Tax compliance services Legitimate interest to run an effective business |
Personal details and family, lifestyle and social circumstances such as details about current marriage and partnerships and marital history, details of family and dependents |
|
Performance of a contract as required under Tax compliance services |
employment details such as employment and career history, recruitment and termination details, job title and job responsibilities, financial details such as income, salary, assets and investments, bank account details for tax compliance purposes, voluntary deductions, benefits, grants etc; |
|
Performance of a contract as required under Tax compliance services Legitimate interests to run an effective business |
Technical information and other information about your visits to our website |
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Legitimate interest to ensure our website and systems are operating effectively |
2. Who Do We Share Your Personal Data With
The categories of recipients |
Who do we |
Categories |
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We will share your information with law |
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Categories |
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3. Your Right to
Erasure
Right to |
You may request that we erase the personal data |
Right to |
Also note Please Where you |
4. Restriction of Processing to Storage Only
Restriction of |
You have a right to require us to stop processing You may request we stop processing and just store
You may object where:
|
5. Transfer
Mechanism
Transfer |
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