Privacy Policy

Introduction

Jones and Partners Limited (“we”) are strongly committed to protecting personal data.  This privacy statement describes why and how we collect and use personal data and provides information about individuals’ rights.  It applies to personal data provided to us, both by individuals themselves or by others.  We may use personal data provided to us for any of the purposes described in this privacy statement or as otherwise stated at the point of collection.

Personal data is any information relating to an identified or identifiable living person.  We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose may differ.  When collecting and using personal data, our policy is to be transparent about why and how we process personal data.

Security

We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.

When and how we share personal data and locations of processing

We will only share personal data with others when we are legally permitted to do so.  When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

Personal data held by us may be transferred to:

  • Third party organisations that provide applications/functionality, data processing or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems.  For example, providers of information technology, cloud based software as service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services.  The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world, and personal data may be stored in any one of them.
  • Third party organisations that otherwise assist us in providing goods, services or information.
  • Auditors and other professional advisers.
  • Law enforcement or other government and regulatory agencies or to other third parties as required by, and in accordance with, applicable law or regulation.

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights.  We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation. 

 

If another company acquires our company or our assets, that company will possess the Personal Data collected by it and us and will assume the rights and obligations regarding your Personal Data as described in this Privacy Policy and the terms under which you submitted your data. 

 

Your Personal Data may be processed both in and outside of your own country. When you submit your details and in whichever country you are situated you agree to the data being transferred to the UK and processed under the terms of the UK Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 which stem from European Directives 95/46/EC and 2002/58/EC respectively. If you are not in agreement please do not give us your personal details. 

 

We may need to transfer your data outside the UK (and possibly to places outside the European Economic Area) and by using Jones & Partners Limited or responding to our communications, you consent to us transferring any such data in this way. However any company, whether inside or outside the EEA, to whom we transfer data is contractually bound to protect your Personal Data. 

 

Jones & Partners Limited are committed to protecting the security of your Personal Data.  We use a variety of industry-standard security technologies and procedures to help protect your Personal Data from unauthorised access, use, or disclosure.  When collecting your credit card information for online settlement of fees or by telephone, we comply with the use of security (PCI) technology and industry-standard secured-server transactions that encrypt your Personal Data. 

 

Jones & Partners Limited has implemented other industry-standard electronic means of protecting your Personal Data. We store Personal Data behind a firewall, a barrier designed to prevent outsiders from accessing our servers. We may also require you to enter a password to access or update your account information. In addition, we protect your Personal Data from unauthorised physical access by storing your Personal Data in a controlled facility. 

 

Except as provided elsewhere in this Privacy Policy, we limit access to Personal Data in electronic databases to those persons (including employees and contractors) in of Jones & Partners Limited who have a business need for such access and those persons are under contract to keep your data secure.  Even though we have taken significant steps to ensure that your Personal Data is not intercepted, accessed, used, or disclosed by unauthorised persons, you should know that we cannot eliminate security risks associated with Personal Data. 

 

Retention of data

 

The length of time we retain data to comply with statutory regulations is usually up to 7 years. We may retain data longer than 7 years where we feel it necessary and when we do so, the data will be stored securely, for example encrypted and saved on external hard drive, unless a client objects by writing to the company.

 

Cookies and other forms of online tracking

When visiting our website, we may use features which collect your IP address and data on which pages you are visiting on our site. We may also issue cookies to enable certain features to function properly, track traffic on our website or improve user experience in other ways. Cookies place certain information on your device to allow this to happen. For up-to-date information on this, please refer to our cookie policy at:

www.jonesandpartners.co.uk/privacy-statement-and-cookie-policy

This allows us to tailor your experience and electronic marketing to what we think you want to see.

Categories of data we collect

  • Personal data: name, date of birth, gender and title
  • Contact data: postal address, email address and telephone number
  • Tax data:  NI number, UTR number
  • Salary data: salary, tax code, gross and net pay, pensions data
  • Business data: all business on receipts and expenses data
  • Human resources data: all HR data for all our staff

Changes to this privacy policy

We recognise that transparency is an ongoing responsibility so we will keep this privacy statement under regular review.

We may amend this Privacy Policy from time to time. If we make material changes in the way we collect, use, and/or share your Personal Data, we may notify you by sending you an e-mail to the last e-mail address you provided to us, by writing to your last known postal address and/or by prominently posting notice of the changes on our website. Any material changes to this Privacy Policy will be effective thirty (30) calendar days following our posting of notice of the changes on our sites.

These changes will be effective immediately for new users of our services. Please note that at all times you are responsible for updating your Personal Data to provide us with your most current e-mail and postal address. In the event that the last e-mail or postal address that you have provided us is not valid, or for any reason is not capable of delivering to you the notice described above, our despatch of the e-mail or letter containing such notice will nonetheless constitute effective notice of the changes described in the notice. In any event, changes to this Privacy Policy may affect our use of Personal Data that you provided us prior to our notification to you of the changes. If you do not wish to permit changes in our use of your Personal Data, you must notify us prior to the effective date of the changes that you wish to deactivate your account with us.

Data controller and contact information

 

The data controller is Jones and Partners Limited (a company registered in England and Wales  under registration no. 03859907) trading as Jones and Partners and with its registration address at Solar House, 1-9 Romford Road, London, E15 4RG

 

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

 

Data Protection Officer

Jones and Partners Ltd

Solar House

1-9 Romford Road

London

E15 4RG

 

Email:   info@jonesandpartners.co.uk

Phone: 020 7631 3080

 

Website

 

Our Website is designed and hosted on behalf of Jones & Partners Limited by PracticeWEB a trading division of Sift Media Limited (company registration number 05923499) a subsidiary of Sift Limited (company registration number 03230061) who provide some of the information which is on this Website. This Website may have links to another website hosted by Sift Limited ("Sift Website") which enables you to access third party services.

 

In these terms and conditions: "Sift Limited" means Sift Limited (company registration number 03230061) whose registered office is Bridge House, Baldwin Street, Bristol BS1 1QP and any company which is at the relevant time a subsidiary or holding company of Sift Limited and any subsidiary of any such holding company (and "subsidiary" and "holding company" shall have the meanings set out in sections 736 and 736A of the Companies Act 1985).

 

Individuals’ rights and how to exercise them

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights.  Where we decide how and why personal data is processed, we are a data controller and include further information about the rights that individuals have and how to exercise them below.

 

Access to personal data

You have a right of access to personal data held by us as a data controller.  This right may be exercised by emailing us at info@jonesandpartners.co.uk. We may charge for a request for access in accordance with applicable law.  We will aim to respond to any requests for information promptly, and in any event within the legally required time limits (currently 30 days).

 

Amendment of personal data

To update personal data submitted to us, you may email us at info@jonesandpartners.co.uk. or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which you registered.

 

When practically possible, once we are informed that any personal data processed by us is no longer accurate, we will make corrections (where appropriate) based on your updated information.

 

Withdrawal of consent

Where we process personal data based on consent, individuals have a right to withdraw consent at any time.  We do not generally process personal data based on consent (as we can usually rely on another legal basis).  To withdraw consent to our processing of your personal data please email us at info@jonesandpartners.co.uk. Or, to stop receiving an email from a Jones and Partners marketing list, please click on the unsubscribe link in the relevant email received from us.

 

Social Media, social commerce and other third parties

We do not work with social media companies other than having a Facebook, Twitter and Linked-in presence, then only on a limited basis.  We will not provide comments about you without your express permission.

 

Other data subject rights

This privacy statement is intended to provide information about what personal data we collect about you and how it is used.  As well as rights of access and amendment referred to above, individuals may have other rights in relation to the personal data we hold, such as a right to erasure/deletion, to restrict or object to our processing of personal data and the right to data portability. 

 

If you wish to exercise any of these rights, please send an email to info@jonesandpartners.co.uk.  

 

Complaints

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to info@jonesandpartners.co.uk. We will look into and respond to any complaints we receive.

 

You also have the right to lodge a complaint with the Information Commissioner's Office (“ICO”) (the UK data protection regulator).  For further information on your rights and how to complain to the ICO, please refer to the ICO website.

 

This Privacy Policy was last revised in May 2018