CT is committed to respecting the privacy and confidentiality of your personal data (“data”) and this Privacy Notice explains how and why we collect, use and manage the data of our clients, and officers, employees and others related to them, our suppliers and contacts. It is also relevant to those who use our website or consent to hear more about our services.

We have a separate Privacy Notice for our employees.

Who are we?

Chiene + Tait  LLP (trading as CT Accountants and Advisers) is a Limited Liability Partnership incorporated and registered in Scotland. We are a professional firm of accountants and business advisers, regulated by the Institute of Chartered Accountants of Scotland (ICAS) providing a wide range of services to individuals, businesses and regulated entities.

Our registered office is 61 Dublin Street, Edinburgh, EH3 6NL and contact details are in the Contact us section below.

What personal data do we collect?

In order to provide you/ your organisation with advice, services and information, and to facilitate the  operation of our business, we request, collect and  process your data. That data will vary from person to person depending on the reason or nature of service being provided but will generally include:

Clients

Identification data

Including, but not limited to, name, age, addresses, National Insurance number, nationality, marital status and gender.

Contact data

Including home, business and other addresses, email addresses, and telephone numbers.

Financial data

We may request your bank details, including sort codes and account numbers, and obtain data through credit checking services. We will also collect any financial data required to allow us to provide you with the services you have requested us to provide.

Past and present employment data

We may collect data about your employment, past and present, including earnings, pensions and tax related information.

Trust data

We may collect data about you that relates to trusts.

Sensitive data

At times we may need to collect sensitive data such as medical information, protected characteristics, information about civil and criminal legal matters and information about investigations and disciplinary matters.

Images and voice recordings

Where you attend virtual meetings or seminars, these may be recorded and shared. This might mean that images of you and comments you make are shared with those who could not attend. Where you do not wish to be identifiable in this way you can choose to turn off your camera and mute your microphone.

Cookies

Our website uses cookies and further details can be found in the Our website section below.

Suppliers

Contact details of suppliers who provide/ have provided services to us as individuals or on behalf of their employer.

Contacts

Contact details of individuals who have given us personal data to enable us to remain in contact with them.

Where do we collect data from?

We will generally collect data directly from you through personal contact, telephone, email or written correspondence but we may also collect it from:

• Communicating through secure portals.
• Sources of publicly available data, such as Companies House and other websites
• Client identification services such as Smart Search
• Social media, such as LinkedIn
• Information received through contact with other advisers who provide services to you such as solicitors, independent financial advisers, property managers and banks
• HMRC and other Government agencies
• Power of Attorney
• Other third parties

What do we process your data for and what is the legal basis?

Clients

The following are the main reasons we process your data:

• To provide you with services
• Fraud prevention, anti-money laundering, anti-bribery, anti-tax evasion, and for the prevention and detection of crime in line with our legal and regulatory responsibilities.
• Operating and managing our business,
• Requesting feedback relating to client satisfaction (e.g. by asking you to participate in surveys).
• Where necessary, disclosures to our auditors, our legal and professional advisers and our insurers and insurance brokers.
• Advertising, marketing and public relations, including sending you direct marketing communications where you have agreed to this.

The lawful basis for processing your data will depend upon the context, but will be one or more of the following:

1. To allow us to deliver advices and services in line with our contract with you.
2. To satisfy our legal obligations including providing information to HMRC, regulatory bodies (such as OSCR, the Pensions Regulator, the Insolvency Service and the FCA) and law enforcement agencies such as the Police and National Crime Office.
3. To address our legitimate interests.
4. Where you consent, such as agreeing to receive marketing information, news or updates.

Suppliers

We only use personal data to enable us to contact you about supply of services. We rely on our legitimate interest as the lawful basis for collecting and using that data.

Contacts

We only use personal data you have given us to contact you about information we believe will be of interest to you. We rely on our legitimate interest/ consent as the lawful basis for using that data. You can opt out of further communication with us at any time.

How do we protect your data?

All supplied personal data is held securely on our in house or hosted systems. All data is considered confidential and will not be shared with any other party except as noted in the “Who do we share your data with?” section.

Who do we share your data with?

We only share your data where there is a lawful basis to do so, such as third parties who provide us with products and services such as identity checking or data hosting and storage.

We may also share your data with third parties where we have a legal obligation to do so or are otherwise are required or permitted by law.

How long do we retain your data for?

It depends on the reason we hold the data, but we retain, delete or destroy data in line with our internal retention procedures, which are in accordance with legal and regulatory requirements and best practice.

Our website

We use cookies (small text files stored on the users device that identify a browser) to recognise your device when you visit our website. This helps improve the usability of the website for the user and helps us  administer and analyse use of the website.

See our Cookie Policy for more information: Cookie Policy – CT.

Other websites

Our website and other communication you receive from us may contain links to other websites. We are not responsible for the content or practices of other sites and therefore recommend that you check their own privacy and cookie policies.

Automated decision making

We do not perform  automated decision making using personal data.

Your rights

Access to your data

You have the right to request a copy of the personal data about you that we hold.

Correcting your data

We want to make sure that your personal data is accurate, complete and up to date and you may ask us to correct any personal data about you that you believe does not meet these standards.

Deletion of your data

You have the right to ask us to delete personal data about you where:

• You consider that we no longer require the data for the purposes for which it was obtained.
• We are using that data with your consent and you have withdrawn your consent – see Withdrawing consent to using your data below.
• You have validly objected to our use of your personal data – see Objecting to how we may use your data below.
• Our use of your personal data is contrary to law or our other legal obligations.

Objecting to how we may use your data

You have the right at any time to require us to stop using your personal data for direct marketing purposes. In addition, where we use your personal data to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal data unless there are overriding legitimate grounds to continue.

Restricting how we may use your data

In some cases, you may ask us to restrict how we use your personal data. This right might apply, for example, where we are checking the accuracy of personal data about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal data but you don’t want us to delete the data. Where this right to validly exercised, we may only use the relevant personal data with your consent, for legal claims or where there are other public interest grounds to do so.

Automated processing

If we use your personal data on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your data with your consent or as part of a contractual relationship with you.

Withdrawing consent using your data

Where we use your personal data with your consent you may withdraw that consent at any time and we will stop using your personal data for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the Contact Ussection if you wish to exercise any of these rights.

Changes to this privacy notice

We review this notice regularly and any updates will be put on this website. Paper copies of this privacy notice may also be obtained by writing to our office at 61 Dublin Street, Edinburgh, EH3 6NL.

This privacy notice was updated in January 2024.

Contact us

If you have any questions about this notice  or the way we process personal data, please

contact our Data Protection Officer at:

A: 61 Dublin Street, Edinburgh, EH3 6NL

E: compliance@ct.me

T: 0131 558 5800

Complaints

While we seek to directly resolve all complaints about how we handle personal data, you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:

The Information Commissioner’s Office – Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Telephone: 0303 123 1115

Email – Scotland@ico.org.uk

Website – https://ico.org.uk/make-a-complaint/