Our Privacy Policy

con tel 01243 555611

 privacy policy

 

Independent Examiners Ltd (IEL) respects, and is committed to protecting, your privacy.

Personal data is any information related to a natural person or ‘Data Subject’ that can be used to directly or indirectly identify that person, i.e. a name, an email address, a computer IP address, etc.

It is IEL’s policy to take all necessary steps to ensure that any personal information is held securely, and processed fairly, lawfully, and transparently, and in accordance with the UK's Data Protection Act 2018 (DPA 2018), the General Data Protection Regulations (GDPR) and the Privacy and Electronic Communications Regulations (PECR).

This Privacy Notice also adheres to the guidelines laid down by the Information Commissioners Office, if further clarification is required, please see the ICO website: https://ico.org.uk/

DATA CONTROLLER

Independent Examiners Ltd is the data controller for the personal information we process (unless otherwise stated).

There are many ways you can contact us, such as: by phone, email, and post.

Our postal address:

Sovereign Centre
Poplars
Yapton Lane

Walberton         

West Sussex      

BN18 0AS           

UK         

Our telephone numbers are:

01243 555611

01243 554198

Our email address is:

This email address is being protected from spambots. You need JavaScript enabled to view it.

Our website address is:

http://www.iel.org.uk

data Protection officer

Our Data Protection Officer (DPO) is Anthony Ashment. You can contact him at:

This email address is being protected from spambots. You need JavaScript enabled to view it.

or by post to:

Independent Examiners Ltd,

Sovereign Centre,

Poplars,

Yapton Lane,

Arundel, West Sussex

BN18 0AS

data PROCESSOR

Independent Examiners Ltd also operates as a data processor.

The categories of information

The categories of information that we process include:

  • personal information (such as: name of trustees, contact information, etc.);
  • special categories of information (such as gender, age, ethnic group);
  • contract information (such as: letter of engagement, etc.)
  • statutory requirement (such as: HMRC).

Lawful basis for processing personal information

In accordance with the DPA 2018 and the GDPR, IEL will only process personal information if there is a lawful basis to do so. The lawful basis depends upon our relationship with you.

We may process your personal information under the lawful basis of legitimate interests, but only if we can:

  • identify a legitimate interest;
  • show that the processing is necessary to achieve it; and
  • balance it against the individual’s interests, rights and freedoms.

IEL may also process personal information under the lawful basis of:

  • consent;
  • contract; or
  • legal obligation (e.g. gift aid, HMRC).

WIthdrawing consent

If consent is the lawful basis of processing, then you have the right to withdraw consent at any time.

How personal information is used

This privacy notice aims to give you, the data subject, an understanding of what happens when we collect and process your personal data.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have made an enquiry to us.
  • You have instructed us to carry out an independent examination of your charity.
  • You have made an information request to us.
  • You are representing your organisation.

IEL will never share your personal information with a third-party without your knowledge and/ or permission.

Your rights

Under the DPA 2018 and the GDPR, you have rights as an individual which you can exercise in relation to the information we hold about you.

These could include:

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object to processing;
  • the rights in relation to automated decision making, including profiling.

retention period

IEL will never keep the personal information for longer than is necessary for the purpose for which it was obtained, and in line with our retention policy and any legal obligations.

Website

When individuals access our website: https://iel.org.uk/ third-party services will be used to track and report on website traffic. This assists us to gather information about patterns of user behaviour.

Third-party services used are: GoDaddy.com, LLC and its Affiliates (“GoDaddy”) and Google Analytics.

You can read their privacy policy by following this link:

https://uk.godaddy.com/agreements/showdoc.aspx?pageid=PRIVACY

Our website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.  Further information about Google’s privacy policy may be obtained from http://www.google.com/privacy.html.

Google Analytics Opt-out Browser Add-on

To provide website visitors the ability to prevent their data from being used by Google Analytics, Google Analytics have developed an opt-out browser add-on for the Google Analytics JavaScript (ga.js, analytics.js, dc.js).

If you would like to opt out, you can download and install the add-on for your web browser. The Google Analytics opt-out add-on is designed to be compatible with most browsers. Further information about Google Analytics opt-out add-on may be obtained from https://tools.google.com/dlpage/gaoptout

Cookies

Cookies are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site by placing small text files on your computer when you visit the website. Please see the table below for an explanation of the cookies we use, and why we use them.

First-party cookies

Name

Purpose

Google Analytics

_ga –

Registers unique ID that is used to generate statistical data on how the visitor uses the website

Google Analytics

_gat –

Used by Google Analytics to throttle request rate

Google Analytics

_gid –

Registers unique ID that is used to generate statistical data on how the visitor uses the website

Third-party cookies

Name

Purpose

LLC and its Affiliates (“GoDaddy”)

               

GoDaddy.com

These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and blog, where visitors have come to the website from and the pages they visited. For further information on their privacy and safeguarding, please read:

https://uk.godaddy.com/agreements/showdoc.aspx?pageid=PRIVACY

Google Analytics

_utm.gif

Tracking code that logs details about the visitor’s browser and computer

FeedBlitz.com

_utma

Collects data on the number of times a user has visited the website as well as dates for the first and most recent visit

FeedBlitz.com

_utmb

Registers a timestamp with the exact time of when the user accessed the website

FeedBlitz.com

_utmc

Registers a timestamp with the exact time of when the user leaves the website

FeedBlitz.com

_utmz

Collects data on where the user came from, what search engine was used, what link was clicked and what search term was used

Google Analytics

ads/ga-

Used to re-engage visitors that are likely convert to customers based on the visitor’s online behaviour across websites.

Google Analytics

NID –

Registers a unique ID that identifies a returning user’s device

 

Consent to the use of Cookies

English law now requires all websites to request permission when using cookie technology. If your browser is set to take cookies, and if you continue to use our website, then we will understand this to mean that you consent to the use of cookies. However, if you wish to remove or stop use of cookies from our site then you could choose either to stop using our website or adjust your browser to disable cookies, as explained below.

Changing Cookie Settings

Using browser settings usually allows some control of most cookies. You can block cookies by activating the setting on your browser, which allows you to refuse the setting of cookies. Please note however that if you use browser settings to block cookies, then from time to time, you may not be able to access all, or some parts of the site and our site may not work as intended.  

You can find out more about how to manage and delete cookies by visiting: 

www.allaboutcookies.org

http://www.aboutcookies.org/

To find information relating to your specific browser, visit the browser website.

To opt out of being tracked by Google Analytics across all websites, visit:

http://tools.google.com/dlpage/gaoptout

Links to other websites

This privacy notice does not cover the links to other websites. We strongly encourage you to read the privacy statements on the other websites you visit.

Phone line/ Helpline

When you call IEL’s helpline, we may collect Calling Line Identification (CLI) information. We use this information to help improve efficiency and effectiveness.

Email

To encrypt and protect email traffic, we use Transport Layer Security (TLS), in-line with government recommendation. You should be aware that if your email service does not support TLS, any emails we send or receive may not be protected in transit.

We also monitor any emails sent to us for viruses or malicious software, including file attachments. Please be aware that you have a responsibility to ensure that any email you send is within the confines of the law.

International transfers

 If we transfer personal data outside the European Union, to third countries or international organisations it will only be on the basis that the organisation receiving the personal data has provided adequate safeguards. Therefore, individuals’ rights will be enforceable and effective legal remedies for individuals will be available following the transfer.

Automated decision-making, including profiling

IEL does not use automated decision-making, including profiling.

Complaints or queries

We endeavour to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously and encourage individuals to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate, and welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive details of all aspects of the organisation’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address shown at the end of this notice.

If you want to make a complaint about the way we have processed your personal information, you can contact https://ico.org.uk/make-a-complaint/

When we receive a complaint from an individual, we prepare a file containing the details of the complaint, which usually contains the identity of the complainant and any other individuals involved in the complaint.

Only the personal information collected to process the complaint and to check on the level of service we provide will be used. If we compile and publish statistics showing information, it will not be in a form which identifies any individual.

Usually the identity of the complainant will need to be disclosed to whoever the complaint is about. This is necessary where, for instance, the accuracy of a person’s record is in dispute.

If a complainant does not want information identifying him/ her to be disclosed, we will try to honour that. However, it may not be possible to guarantee anonymity.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Furthermore, when dealing with enquiries, we will only use the information supplied to us to deal with the enquiry, and any subsequent issues, and to examine the level of service we provide.

If it is necessary to take enforcement action against someone, the identity of the defendant may be published in the Annual Report etc. However, complainants are not usually identified, unless the details have already been made public.

Breaches

We are required by law to report any security breaches involving personal data to the ICO.

The data collected to record the breach and to make decisions about any possible action is only retained for as long as necessary to carry out these functions, and in line with our retention schedule (two years from receipt); however, it may be longer where this information leads to action being taken.

IEL have measures in place to ensure the security of data collected and transferred to the ICO.

Access to personal information

We aim to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 2018. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request for any personal information you may need to put the request in writing addressing it to:

This email address is being protected from spambots. You need JavaScript enabled to view it.

or by post to:

Data Protection Officer

Independent Examiners Ltd,

Sovereign Centre,

Poplars,

Yapton Lane,

Arundel, West Sussex

BN18 0AS

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes made by us.

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However, it may be necessary to comply with legal obligations.

Changes to this privacy notice

We keep our privacy notice under regular review.

Date of last review: May 2018

Next review due: May 2019

 

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