List of privacy notices
Website and network privacy notice
Version number: WS2.3
This notice (referred to as this “privacy notice”) explains what Personal Data the Institute of Chartered Accountants England and Wales (ICAEW) holds about you in connection with your use of our website and networks, how we collect it, and how we use and share Personal Data collected via the website. Please ensure that you read this privacy notice and any other privacy notices we may provide to you from time to time when we collect or process Personal Data about you.
Who can I contact if I have any questions?
ICAEW is the controller for the Personal Data collected from employees unless this is stated otherwise. ICAEW is registered with the Information Commissioner’s Office (ICO) with registration number (Z5765897). In this privacy notice, references to ‘we’, ‘us’ or ‘our’ mean ICAEW. You can contact ICAEW in a number of ways as follows:
- Email: firstname.lastname@example.org
- Post: The Data Protection Office, ICAEW, Metropolitan House, 321 Avebury Boulevard, Milton Keynes, MK9 2FZ UK
- Telephone: +44 (0)1908 248 250
What is Personal Data?
Personal Data is any information which directly or indirectly identifies an individual, for example, your name, email address, member/student number.
Special categories of Personal Data are a set of Personal Data that we are required to look after even more carefully. Special categories of Personal Data include 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.
Personal data we collect about you
Where we collect information, we are doing so in order to offer you better services, both on the website and in the rest of our operations.
|Information of your ‘read, edit and download’ activity of documents shared with you.
|Your member/student number
|Web Chat Data
|Any personal data provided by yourself to us via webchat
|Information collected during your use of our website. Please see our website privacy notice
|Information provided by you in response to ICAEW Surveys and Questionnaires
We do not collect any financial information on this website. If you make a debit or credit card payment online for example, to pay subscriptions or fees, to join a Faculty or Community, or to purchase any of our services or products, you will be taken to a secure payment service provider who will take your payment on our behalf and return you to this website when your order has been completed.
We collect your personal data for the following purposes:
|Purpose and/or activity
|Type of Data
|Legal basis for processing
|Consent: Where you have consented to take part in our research activities.
Legitimate Interests: in our legitimate interests to understand more about our users and how better to serve our users.
|Building a profile of how you use our website and its facilities
|Legitimate Interest - to improve our website and interactions.
|Serving you with targeted and retargeted advertisements
|Sending you Emails
|Consent - where you have consented to receiving the communications.
Legitimate Interest: where ICAEW has a legitimate business interest to send you service/research emails
|Collecting Management Information on Our Email Campaigns
|Legitimate Interest - to improve content and services
|Communicating with you via and responding to your queries
|Legitimate Interest – to provide easily accessible means of communication and support.
|Audit related activities to ensure ICAEW understands it business practices
|A Sample of all Personal Data
|Legitimate Interests: where we have a legitimate interest in auditing our internal processes and procedures to ensure that we are complying with applicable laws and internal and managing risk appropriately.
|Anonymisation of personal data for the onward activities of Management Information and Business Intelligence
|All Personal Data
|Legitimate Interest of the ICAEW for business improvement and intelligence purposes.
|Monitoring of One Drive Downloads and activity for IT Security purposes
|Legitimate Interest: in ICAEWs legitimate interest interests to ensure the safe sharing and transfer of data.
|Performing system testing in order to enhance and improve our products and services
|Legitimate interest: In our legitimate interest to review and improve our services provided to you.
You can delete or change your email address at any time or unsubscribe to particular types of email. You can do this by logging into your preference centre profile, or by clicking on the links provided in any of our emails.
If you have a web chat conversation, we will record a copy of that conversation will be stored with the membership number/student number/other identification ID you used to log in to this website.
Who will have access to the information?
ICAEW may share your Personal Data with third-party processors who provide services to the organisation where we have a legal obligation, contract or other legitimate interest to do so. These services include, but are not limited to;
- Email campaign service providers
- Insights and analytics service providers
- Webchat service providers
- We also occasionally work with external organisations to carry out market research about ICAEW on our behalf. We may share your email address with these organisations so that they can contact you directly and carry out this research independently from ICAEW. We only use organisations that adhere to the Market Research Society code of practice.
Your Personal Data may be transferred to other third-party organisations in certain scenarios:
- If we are discussing a merger or acquisition, Personal Data may be transferred to respective third parties under suitable terms as to confidentiality;
- If we are reorganised or sold, Personal Data may be transferred to a buyer who can continue to provide services to you;
- If we are required to by law, or under any regulatory code or practice we follow, or if we are asked by any public or regulatory authority, for example the Police, we may need to share your Personal Data; or
- If we are investigating or defending any legal claims your Personal Data may be transferred as required in connection with defending such investigations and/or claims.
Transferring Data Overseas
In some cases, we or our suppliers may need to process Personal Data outside the European Economic Area (EEA) and/or United Kingdom (UK). Where this is the case we will only share the minimal amount of Personal Data necessary for the purpose of processing and, where possible, we will share the Personal Data in an anonymised form.
Whenever we transfer your Personal Data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- we will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the UK;
- where we use certain processors, we may use specific contracts approved by the UK which give Personal Data the same protection it has within the UK. When we rely on this measure we will ensure that the third-party can comply with the provision of such contracts and we have confirmed that the country to which the Personal Data is transferred has adequate data protection laws in place to protect Personal Data.
Please contact us at email@example.com if you would like further information about the specific mechanism used by us when transferring your Personal Data
Like most websites, our server gathers limited information about you during a session, including the IP address and domain name from which you are accessing the server. We use this information to help us improve the content, design and performance of the site.
Our website software can recognise the configuration of the computer and the browser software you are using. This will help us to provide you with an optimised experience.
This site uses Google Analytics, including Google Analytics Demographics and Interests reporting. Should you wish you can opt-out of the Google Analytics advertising features used for demographics and interests reporting using. Google have provided more information and a simple plugin to allow you to do this on any website. For more information on how to opt-out of Google Analytics please visit: Google Analytics Opt-Out.
Our website and emails may contain links to other websites. We are not responsible for the content or practices of these other sites and we recommend that you check their own privacy policies.
How we protect your Personal Data
We have appropriate security measures in place to prevent Personal Data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your Personal Data to those who have a genuine business need to know it. Those processing your Personal Data will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your Personal Data.
- Your right to rectification – You have the right to ask us to rectify Personal Data you think is inaccurate. You also have the right to ask us to complete Personal Data you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your Personal Data in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your Personal Data in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your Personal Data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the Personal Data you gave us to another organisation, or to you, in certain circumstances.
- Rights related to automated decision making, including profiling -You have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you. We do not make any employment decisions, solely using automated decision making technologies.
In most cases we will deal with your request as soon as possible and at the latest within one calendar month of the request. If we need to extend the time period for responding to your request, we will let you know within the one-month period. We do not charge a fee for any such requests, unless there are exceptional circumstances.
If you wish to exercise any of your rights, please contact our Data Protection Office via email using firstname.lastname@example.org
If you have any concerns about the Personal Data we use about you, 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, by contacting them at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please feel free to contact us in the first instance via email using email@example.com.