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Privacy notice for professional members

At the IAB we’re committed to protecting and respecting your privacy.  We will always hold your information securely.  To prevent unauthorised disclosure or access to your information, we have implemented strong physical and electronic security safeguards.

With the new EU General Data Protection Regulation (GDPR) coming into force on 25th May 2018 we want to ensure you are aware of the information we currently hold about you and how we use this information.

The bases on which we process your personal information

The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.

If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

The bases we will process your personal information under are:

  • Contractual obligation: We process your information in order to service our contract with you as a professional member.
  • Legitimate interests: Some of your information will be processed in relation to marketing communications to make you aware of benefits and services available to you as part of your professional membership. We may also contact you about relevant events which have either been arranged by the IAB or third parties we work with which may be of interest to you.
  • Legal obligation: As an approved supervisor under the Money Laundering Regulations we do have a duty to process your information, if you are a member in practice, in order to comply with legal For example, if you act as a Trust or Company Service Provider (TCSP) we are required to add your personal details to the TCSP register which is hosted by HMRC.  There may be other scenarios when we may be required to pass on your personal information to legal or tax authorities.

How do we use your information?

We use your information in relation to your professional membership and the support and benefits you receive as a result of this.  We will also use your information in the following ways:

  • to send marketing communications to you to make you aware of benefits and services available to you as part of your professional membership
  • to invite you to participate in surveys in relation to your membership or on other areas where we would like your feedback and input
  • to inform you about relevant events which have either been arranged by the IAB or third parties we work with which may be of interest to you

Where you have provided us with special category data, such as ethnicity, processing will be carried out with appropriate safeguards and on condition that the processing relates solely to your membership.  Special category data will not be disclosed outside of the IAB without your prior consent.

Your information is stored securely on our systems.  There are third parties who we share your information with in relation to the benefits and support you receive as part of your membership.  The third parties we share your details with are:

  • Croner-i: We provide them with your name, membership number and email address. This is used so they can send you directly a technical e-newsletter, called Kestrian Small Practitioner, provided by Croner-i. This invaluable and informative newsletter is specifically designed for the small practitioner and will ensure you are kept up to date with the latest developments affecting you, your employer or your clients.  You can opt out from receiving this newsletter if you wish.

You are also able to opt into access the free version of Accountancy Daily which provides unlimited access to news stories, technical alerts and email newsletters.  You can manage which emails and alerts you receive or opt out from receiving these communications if you are already opted in.

  • Holbrooks Printers: Holbrooks send our quarterly printed magazine to you. We provide them with your name, membership number, designatory letters and postal address so they can print and send this directly to you.
  • Company Cards: We send this company your name, membership number and IAB and/or IAAP designatory letters so they can produce your membership card which is then sent directly to you by the IAB.
  • AMLCC: If you are registered as a member in practice under the Money Laundering Regulations and hold a Certificate of AML Supervision or Practising Certificate with the IAB, then you get free access to AMLCC. AMLCC is an online compliance system which makes it easier to comply with the regulations by providing the structure and framework for professionals to stay compliant.  You are not automatically subscribed to use AMLCC.  Instead we will send AMLCC your name, company name, membership number and IAB designatory letters so they can set up a discount code for you to use.  You will then be required to visit AMLCC’s website and register to use the system at which point you would enter your discount code so that you aren’t charged.
  • Assessors: We have several experienced assessors who work for the IAB. We may share your personal information with them if you are a member in practice and supervised by the IAB under the Money Laundering Regulations.  Our responsibilities under the regulations require us to carry out telephone assessments or visits to your place of work so we can carry out an assessment at your premises.  If you are selected for an assessment you will be notified of this by the IAB and we will send your details to the assessor who has been assigned to you.

Any other communications from third parties are sent to you directly by the IAB.

Should you not wish to receive the communications sent to you as part of your membership, you can opt out of receiving these by following the opt out links at the bottom of the communications sent.

If you don’t wish us to share your information with one or more of the third parties listed above please contact us:

Email: membership@iab.org.uk

Post: Suite 5, 20 Churchill Square, Kings Hill, West Malling, Kent, ME19 4YU.

How long do we keep your information on file?

We will keep your information on record for the duration of your professional membership.  In the event that you write to us to resign your membership or your membership lapses, we will continue to keep your information on file for a maximum of 6 years.  We hold it for this duration in case you wish to reinstate your membership within this period.

Access to your information and correction

You have a right to request the personal information we hold about you.  If you would like a copy of some or all of your information please let us know via one of the following methods:

Email: membership@iab.org.uk

Post: Suite 5, 20 Churchill Square, Kings Hill, West Malling, Kent, ME19 4YU

Phone: +44 (0)1732 897750

If your request is manifestly unfounded, excessive or repetitive then under GDPR we are able to make a charge for this service, taking into account the administrative costs of providing the information.  This will be dependent on the nature of the request.

We also want to ensure the information we have on file for you is correct.  You can ask us to correct or remove information which you think is inaccurate.  Please contact us using the contact details provided above.

Data portability

You are able to request a copy of the information we hold about you or ask for us to send the information to another data controller with your permission.  We can send personal data in structured, commonly used and machine readable formats, using secure methods.  You can request information about what data we hold about you, how long your personal data is stored for, who we share your data with etc.

Restriction requests

You can request that restrictions are applied to the processing of your data if for instance you believe the data we hold is inaccurate or if the processing is unlawful or we no longer have any need to process it.  You can also request that restrictions are in place where the processing is being carried out for third party reasons or public interest.

Objection requests

You can object to your data being processed for certain purposes such as for direct marketing.  If you contact us to request this we will stop processing your data unless we have a legitimate ground for continuing to process it.

Other

If you are registered as a member in practice with the IAB and are therefore supervised under the Money Laundering Regulations, then you do have a legal requirement to provide us with certain information each year so we can continue to supervise you under the regulations.

Servers used to store your personal information are all located within the EU.

We do not use your information for automated decision making.0

 Cookie policy

To view the cookie policy for our website please click here: https://www.iab.org.uk/cookie-policy/

Other websites

Our website contains links to other websites.  Our privacy policy only applies to visits you make to the IAB website, so when you link to other websites you should read their own privacy policies.

What to do if you aren’t satisfied with how we handle your information:

If you aren’t satisfied with the way we handle your information you have the right to make a complaint to the relevant supervisory authority which is the Information Commissioner’s Office (ICO): https://ico.org.uk/.

How to contact us:

Please contact us if you have any questions or requests in relation to the information we hold about you, the third parties we share it with or any other aspect of our privacy policy.

Email: membership@iab.org.uk

Post: Suite 5, 20 Churchill Square, Kings Hill, West Malling, Kent, ME19 4YU

Phone: +44 (0)1732 897750