The VAT Practitioners Group is committed to protecting and respecting your privacy.
This policy (together with our Constitution and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.vpgweb.com you are accepting and consenting to the practices described in this policy.
For the purpose of the General Data Protection Regulation (“GDPR“) the data controller is The VAT Practitioners Group, c/o The National Secretary at PEM Accountants, Salisbury House, Station Rd, Cambridge CB1 2LA.
Our nominated representative for the purpose of GDPR is the National Secretary.
INFORMATION WE MAY COLLECT FROM YOU
We may collect and process the following data about you:
Information you give us. We collect and hold your name, your postal address(es), your email address(es), your telephone number and/or mobile phone number, your credit card or other financial information, the name of your business, the name of any person or organisation you work for, your personal description, your profile photograph and any other personal information that you voluntarily submit to us.
We collect the said data about you when you fill in forms on our site www.vpgweb.com (“our site”) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our services, participate in discussion boards, the VAT Forum or other social media functions on our site, enter a survey, and when you report a problem with our site.
Information we collect about you. With regard to each of your visits to our site we (through our server log files, for example) may automatically collect the following information:
- technical information, including the Internet protocol (IP) address used to connect your computer to the Internet (where you access our website via a computer), unique mobile device ID number (where you access our site via a mobile application), your login information (including your user name and password(s)), location, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
- information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call us.
Information we receive from other sources. We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site. We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
USES MADE OF THE INFORMATION
We use information held about you in the following ways:
- to carry out our obligations arising from any contracts entered into between you and us;
- to provide membership benefits in accordance with any such contract, including (without limitation):
- sending you the weekly technical bulletin via email;
- inviting you to monthly Chapter meetings;
- providing you with access to minutes of all Chapter meetings, Council meetings, etc;
- providing you with access to the VAT Forum;
- enabling you to participate in interactive features of our services;
- providing you with access to other members’ details and other members with access to your details;
- inviting you to our annual Conference and other events we organise, such as the Annual Lecture and Reception or networking events or lectures on VAT; and
- inviting comments from you to help influence VAT policy (for example, through our membership of bodies such as the JVCC and the Land & Property Liaison Group),
- and to provide you with any information or services you may request from us;
- to manage our contractual relationship with you, including (without limitation):
- fulfilling any specific requests from you made through our website;
- sending administrative information to you (such as information regarding our services or changes to our terms, conditions, and policies);
- to carry out activities for the purpose of ensuring our website and apps function properly;
- to ensure that content from our website is presented in the most effective manner for you and for your computer or other device; and
- to store your preferences and settings on our website.
We also use information held about you in the following ways
- in accordance with our objects, to comply with any legal obligations or where we have a legitimate interest in the use, including (without limitation):
- to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;to improve the efficiency of, or otherwise enhance, improve or modify, our services;
- for legal compliance;
- for internal auditing purposes (for example, to verify we are compliant with legal, regulatory and/or contractual requirements); and
- as part of our efforts to keep our website and/or your personal data safe and secure.
We may use and disclose your personal information as necessary or appropriate, especially when we have a legal obligation or legitimate interest to do so. We will only use information held about you in the following ways with your prior written (including, without limitation, electronically transmitted) consent:
- to provide you with information, or
- to deliver advertising to you, or
- to make suggestions and recommendations to you, about goods, services or events that may interest you; and
- to provide specified information about you to selected third parties (such as the sponsors of events we organise).
You may notify us in writing at any time if:
- you wish to review, correct, update, suppress or delete any information we hold about you; or
- you no longer wish to receive marketing-related communications from us.
We will comply with your request(s) as soon as reasonably practicable.
We will retain information held about you for as long as needed or permitted in light of the purpose(s) for which it was obtained.
On termination of your membership:
(a) where you have notified us in writing of your decision to terminate or we have notified you of our decision to terminate, we will delete all information held about you within three calendar months after the effective date of termination; and
(b) where termination is consequential on non-payment of subscription fees, we will delete all such information within 12 calendar months after the date of the outstanding demand for such fees.
DISCLOSURE OF YOUR INFORMATION
- We may share your personal information with any member of our group, as long as you agree to this by ticking the appropriate box on your member details page.
- We may share your information with selected third parties including business partners (including sponsors of events we organise), suppliers and sub-contractors for the performance of any contract we enter into with them or you. We may share information about you with our service providers who process information to provide services to us or on our behalf. We have contracts with our service providers that prohibit them from sharing the information about you that they collect or receive with anyone else or from using such information for other purposes.
We may disclose your personal information to third parties:
- In the event that we sell (or otherwise transfer) or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer (or other transferee) of such business or assets.
- If all or substantially all of the assets of the VAT Practitioners Group are acquired by or otherwise transferred to a third party (including the successor company where we decide to incorporate), in which case personal data held by it about its members will be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Constitution or terms and conditions of supply and other agreements; or to protect the rights, property, or safety of the VAT Practitioners Group, our members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- If you as an individual member wish for your details to be made available on our web site www.vpgweb.com to non members.
WHERE WE STORE YOUR PERSONAL DATA
- All information you provide to us is stored on secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting the National Secretary at The VAT Practitioners Group, 115 Billy Lows Lane, Potters Bar, Herts EN6 1UY.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
ACCESS TO INFORMATION
GDPR gives you the right to access information held about you. Your right of access can be exercised in accordance with GDPR. Any access request may be subject to a fee of £10 (plus VAT) to meet our costs in providing you with details of the information we hold about you.
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