Home Privacy Policy

Privacy Policy

Introduction
The information we collect on our website
How we use your personal data
Who we might share your personal data with
International Transfers
How we keep you updated on our business, products and services
Security
How long we keep your information for
Your legal rights over your information
How to contact us

1. Introduction

Ensors is a trading name of Ensors Accountants LLP Ltd who are registered in England & Wales with company number OC396130. We are committed to protecting the privacy and security of your personal information. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide to this website, for example when you sign up to one of our newsletters or events.

This website is not intended for children, and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

We keep our privacy policy under regular review.

Controller

Ensors Accountants LLP is the controller responsible for your personal data (referred to below as “Ensors”, “we”, “us” or “our” in this privacy notice).

We have appointed a Data Protection Team who are responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the Data Protection Team by emailing data.protection@ensors.co.uk.

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). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to your personal data

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The information we collect on our website

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We only collect, process and store personally identifiable information in accordance with UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 and used expressly for the purposes of responding to enquiries on the basis of recorded communication, preferences or indicated requests for marketing information.

If you contact us other than via our website and you give us permission to do so, we may keep a record of that correspondence, adding your information and enquiry details to our CRM system. From time to time, we may also use third party services, to collect your information, for example for events bookings.

We may collect, use, store and transfer different kinds of personal data about you. This includes details of your journey through our website, which we have grouped together as follows:

Identity Data includes your first name, last name, and username.
Contact Data includes the name of your company, address, email address and telephone numbers.
Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Usage Data includes information about how you use our website, products and services.
Profile Data includes your interests, preferences, feedback and survey responses.
Marketing and Communications Data includes your preferences in receiving marketing from us and third parties and your communication preferences (including submitting an enquiry through our website).

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not use this website to collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

CookieHub

The website uses CookieHub to provide our cookie consent banner to allow users to set their cookie preferences and communicate cookie information.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://www.ensors.co.uk/cookies-policy/.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

How we collect your personal data

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
apply for our products or services;
subscribe to our service or publications;
request marketing to be sent to you;
sign up to and/or attend our external events; or
give us feedback or contact us.
Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy https://www.ensors.co.uk/cookies-policy/ for further details.
Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below:
Technical Data from analytics providers or search information providers.
Contact, Financial and Transaction Data from providers of technical, payment and delivery services.
Identity and Contact Data from data brokers or aggregators.
Identity and contact data from publicly available sources such as Companies House or the Charity Commission.

3. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data.

We have set out below, in table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose	Type of Data	Lawful Basis for processing including basis of legitimate interest
To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about.	(a) Identity (b) Contact (c) Technical (d) Marketing and Communication	Necessary for our legitimate interests (to respond to enquiries from website users)
Make available our services to you (Including via our secure messaging and document portal, OneClick which can be accessed via our website).	(a) Identity (b) Contact (c) Profile (d)Usage (e)Marketing and Communication (f) Technical	Necessary for our legitimate interests (to develop our products/services and grow our business).
For statistical analysis and to get feedback from you about our website and other services and activities. For example, we may occasionally invite you to review a service you’ve used from us. If we do, it’s possible that we will use independent research and feedback providers to act on our behalf.	(a) Usage (b) Technical (c) Profile	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).
To power our security measures and services so you can safely access our website.	(a) Technical (b) Usage	(a) Necessary for our legitimate interests (for running our business, provision of IT services, network security) (b) Necessary to comply with a legal obligation.
To help us understand more about you as a customer, the products and services you consume, so we can serve you better.	(a) Identity (b) Contact (c) Profile (d) Usage	Necessary for our legitimate interests (to develop our products/services and grow our business).
To help answer your questions and solve any issues you have.	(a) Identity (b) Contact (c) Profile (d) Marketing and Communication	Necessary for our legitimate interests (to develop our products/services and grow our business).
To provide you access to our E+ newsletter	(a) Identity (b) Contact (c) Profile (d) Marketing and Communication	Consent provided for the collection of personal data (to keep users and former employees) up to date with relevant updates, that they have chosen to sign up to)
To provide you access and allow sign up to our events	(a) Identify (b) Contact (c) Profile (d) Marketing and Communication	Consent provided for the collection of personal data (to allow users to attend events that they have chosen to sign up to)

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

4. Who we might share your personal data with

We will only share your personal data where it is necessary to do so, for example for the purpose of maintaining this website.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. International transfers

Some of our external third-party providers are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. Currently we only transfer data to the following third-party service providers:

Our mailing lists are administered via Mailchimp (mailchimp.com). Mailchimp is based in the US.
Our website forms are also hosted by WordPress. WordPress is based in the US. Our website is hosted by WP Engine Inc. WP Engine Inc. are also based in the US.

There are specific safeguards in place to protect personal data. This includes the UK-US Data Bridge and Standard Contractual Clauses which have been approved by the UK. Please contact us if you require further information in relation to this.

6. How we keep you updated on our business, products and services

Email Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. From time to time, we may send you relevant news about our business, products and services in a newsletter by email, but only if you have opted in to receive these marketing communications, and if it is in our Legitimate Interests to use your personal data in this way.

When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and you will be asked to opt-in to receive these.

Third-party marketing

Generally, we do not share personal data with third parties for the purposes of their marketing activities. If we decide to do so, then we will get your express opt-in consent before we share your personal data with any external provider for marketing purposes.

Opting out

You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.

Your Data and Social Networks

When using this website, you may be able to share information through social networks like Facebook, LinkedIn and X. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts, so you are comfortable with how your information is used and shared on them.

7. Security

Data security is of great importance to us.

To protect your data, we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. How long we keep your information for

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 and never retain your information for longer than is necessary, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. Your legal rights over your information

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are as follows:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. How to contact us

If you would like to exercise one of your rights as set out earlier in this policy, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

Hilary Richardson, Practice Manager.

By email: data.protection@ensors.co.uk.

By post: Ensors Accountants LLP, Connexions, 159 Princes Street, Ipswich, IP1 1QJ.

Thank you for taking the time to read our Privacy Policy.

This Policy was last updated May 2024.