Terms & Conditions

WE’VE SET OUT BELOW OUR TERMS AND CONDITIONS AND OTHER POLICIES.

1 Definitions

Please read these Terms and Conditions ("Terms", "Terms and Conditions") carefully before using our services and the http://www.unitedtaxrefunds.co.uk website operated by United Tax Refunds.

United Tax Refunds is a company incorporated in England and Wales (Company number 10904882). Our registered office is 16 CASTLE STREET, DOVER. CT16 1PW

United Tax Refunds may be defined in this document as "us", "we", or "our". The client may be defined as “client”, “you”, “your” or “customer”. Our services may be defined as “services”, “service”, “tax refund”, “claim”, “tax return” or “tax rebate.”

Your access to and use of our services are conditioned on your acceptance of and compliance with these Terms. These Terms apply to all visitors, users and others who access or use the Service.

By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the terms then you may not access the Service.

2 Our Services

United Tax Refunds will process your tax refund by compiling an accurate tax return based on information you have given to us.

We aim to complete your tax return as quickly as possible. It will usually take HMRC between 4-8 weeks to process your claim, though it can take longer due to a variety of circumstances. We cannot be held responsible for delays caused by HMRC.

We believe in putting clients first and delivering a personalised service, so we will keep in touch with you through every step of the rebate to ensure you are informed at all times.

When HMRC have processed your claim we will receive the full from HMRC on your behalf and deduct our fee quoted on the website prior to making a refund.

Our standard fee is 25% (plus VAT) of any refund we obtain for you. VAT is payable on the fee element only. Our charges apply to all refunds received including, but not limited to those relating to employment expenses. Our minimum fee is £50 per tax year (excluding VAT). Where the rebate does not cover our minimum fee, there will be no additional charges to pay.

In rare circumstances we may agree a special fee with a client, which will be outlined in the contract we sent to you to sign.

3 Using Our Services

Any estimates we provide you during the claim process are to be used as a guide only and this is not your final tax rebate amount. The final amount of any refund will be determined by HMRC. You may cancel your claim either up until the point you sign our contract, we apply for a UTR number for you or the point where we submit your tax return to HMRC, whichever is sooner. After either of those points has been actioned it is not possible to withdraw your claim. If you do withdraw from using our services after either of those points, and submit your own tax return using our calculations or calculations deemed similar, we will seek full payment for our work.

You may not use any of our calculations or work to submit your tax refund, through yourself or a third party. All calculations and work we produce to submit your tax refund or Tax Return are for our use only. If you use these calculations to submit your own claim, through yourself or a third party, we will seek full payment for our work. We will take all legal and necessary action to recover any fees owed to us.

If you receive the payment directly from HMRC, you agree to pay the full fee + VAT to United Tax Refunds within 14 calendar days of receiving the refund. If the full fee + VAT is not paid to us within 30 calendar days, an administration fee of £50 per month is levied for each month the payment is outstanding. We will take all legal and necessary action to recover any fees owed to us.

4 Providing Accurate Information

You agree to provide us with honest and accurate information about all your financial circumstances which may affect your rebate.

United Tax Refunds is not responsible for the refund of tax where:

1) The client has provided information which is false, inaccurate, incorrect, insufficient or misleading in any way.

2) The client has already received a refund.

3) The client has already applied for a refund, either directly or through another person, natural or legal.

4) The client owes money to the tax authority.

5) The tax authority has different information on its system than that provided by the client.

6) The tax authority information leads to a decision that the client is not due a refund. Where there is a possible case for appeal within the law, such measures will be the responsibility of the client, however we will provide a refund of fees charged per claim up to the extent of the loss.

We will not be held responsible for any underpayment of tax that arises from any attempt to try and reclaim any tax from HMRC. We will not be held responsible for the repayment of any refund where you have provided inaccurate information or withheld important information which affects your claim.

We will not be responsible for any penalties or issues that arise from a client missing HMRC deadlines or for penalties that arose before the use of our services, whether they are caused by the client or HMRC.

If you have made a mistake on your claim, you should inform us via email as soon as possible.

5 After care

We will check if your tax code changes after we process your tax rebate and we will arrange with HMRC to change it back to the correct tax code. Any changes thereafter will be your responsibility.

If for any reason we are unable to contact you before the deadline to submit a self-assessment, we will close down your self-assessment due to being unable to contact you.

6 Use of Information

To compile your claim we may engage with you via phone, email, letter or other methods of electronic communication. This data will be used and stored securely in line with the Data Protection Act (DPA) 1998 and the General Data Protection Regulations 2017 (GDPR).

In our role as your agent to compile your claim we may need to use, store, access, receive and share your Personal Data via phone, email, www.gov.uk, letter or other methods of electronic communication with certain bodies to fulfil our contract with you.

It may also be used by United Tax Refunds to help us provide you and other clients with a better service, through analysis in training or quality tests.

We will use and store your information and documents securely in order to provide our services, in line with our other Terms and Conditions for our referral scheme, competitions and other services.

We are registered with the Information Commissioners Office and registered under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. We are required to ask for proof of photo I.D. and proof of address to submit your tax return.

7 General Information

The United Tax Refunds web site including these terms of use shall be governed by, and construed in accordance with the laws of the United Kingdom of Great Britain and Northern Ireland.

While all reasonable care is taken by United Tax Refunds to ensure that the content of the website is accurate and up to date, material is provided without any warranties of any kind, either express or implied.

By using this Site, you signify your awareness of these terms and conditions. If you do not agree to this statement, please do not use our Site. We reserve the right, at our discretion, to change, modify, add, or remove portions from this statement at any time so visitors are encouraged to review this statement from time to time. Your continued use of our Site following the posting of changes to these terms means you are aware of these changes.

8 Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will try to provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

Our Terms and Conditions were updated 24.05.2023.

1. Credit

1.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

2. Copyright notice

2.2 Subject to the express provisions of this notice:

(a) we, together with our licensors, own and control all the copyright and other intellectual property rights in our website and the material on our website; and

(b) all the copyright and other intellectual property rights in our website and the material on our website are reserved.

Some photos on our website are used under license from the Ministry of Defence OGL (open government licence). The license agreement can found online at the National Archives website.

Some icons used on our website are sourced from the www.flaticon.com website and used under the Flaticon free license. The license agreement can found online at www.flaticon.com.

3. Copyright licence

3.1 You may:

(a) view pages from our website in a web browser;

(b) download pages from our website for caching in a web browser;

(d) [stream audio and video files from our website]; and

(e) [use [our website services] by means of a web browser], subject to the other provisions of this notice.

3.2 Except as expressly permitted by the other provisions of this notice, you must not download any material from our website or save any such material to your computer.

3.3 You may only use our website for [your own personal and business purposes], and you must not use our website for any other purposes.

3.4 Except as expressly permitted by this notice, you must not edit or otherwise modify any material on our website.

3.5 Unless you own or control the relevant rights in the material, you must not:

(a) republish material from our website (including republication on another website);

(b) sell, rent or sub-license material from our website;

(d) exploit material from our website for a commercial purpose; or

(e) redistribute material from our website, save to the extent expressly permitted by this notice.

4. Acceptable use

4.1 You must not:

(a) use our website in any way or take any action that causes, or may cause, damage to the website or impairment of the performance, availability or accessibility of the website;

(b) use our website in any way that is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity;

(c) use our website to copy, store, host, transmit, send, use, publish or distribute any material which consists of (or is linked to) any spyware, computer virus, Trojan horse, worm, keystroke logger, rootkit or other malicious computer software; or

(d) conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent.

5. Report abuse

5.1 If you learn of any unlawful material or activity on our website, or any material or activity that breaches this notice, please let us know.

5.2 You can let us know about any such material or activity [by email or using our abuse reporting form].

6. Enforcement of copyright

6.1 We take the protection of our copyright very seriously.

6.2 If we discover that you have used our copyright materials in contravention of the licence set out in this notice, we may bring legal proceedings against you, seeking monetary damages and/or an injunction to stop you using those materials. You could also be ordered to pay legal costs.

7. Permissions

7.1 You may request permission to use the copyright materials on our website by [writing to us by email or post, using the contact details published on the website].

1. Introduction

1.1 Our privacy policy was last updated July 2017.

1.2 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.

1.3 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

2. Credit

2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. Collecting personal information

3.1 We may collect, store and use the following kinds of personal information:

(a) [information about your computer and about your visits to and use of this website (including [your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths])];

(b) [information that you provide to us when registering with our website (including [your email address])];

(c) [information that you provide when completing your profile on our website (including [your name, profile pictures, gender, date of birth, relationship status, interests and hobbies, educational details and employment details])];

(d) [information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (including [your name and email address])];

(e) [information that you provide to us when using the services on our website, or that is generated in the course of the use of those services (including [the timing, frequency and pattern of service use])];

(f) [information relating to any purchases you make of our services or any other transactions that you enter into through our website (including [your name, address, telephone number, email address and card details])];

(g) [information that you post to our website for publication on the internet (including [your user name, your profile pictures and the content of your posts])];

(h) [information contained in or relating to any communication that you send to us or send through our website (including [the communication content and metadata associated with the communication])]; and

(i) [any other personal information that you choose to send to us].

3.2 Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.

4. Using personal information

4.1 Making sure we deliver excellent customer service is very important to us and to do this various methods of communication may be used when sending you information about your tax return. Most of the time you will be contacted by letter or telephone, but you may also be sent updates by text message, whatsapp, facebook messenger, skype or email when it is believed to be appropriate. You can ask us to stop sending these messages at any time.

Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.

As part of our on going commitment to understanding our customers better, we may research comments and opinions made public on social networking sites such as Twitter and Facebook.

4.2 We may use your personal information to:

(a) [administer our website and business];

(b) [personalise our website for you];

(d) [supply to you services purchased through our website];

(e) [send statements, invoices and payment reminders to you, and collect payments from you];

(f) [send you non-marketing commercial communications];

(g) [send you email notifications that you have specifically requested];

(h) [send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter)];

(i) [send you marketing communications relating to our business [or the businesses of carefully-selected third parties] which we think may be of interest to you, by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications)];

(j) [provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information)];

(k) [deal with enquiries and complaints made by or about you relating to our website];

(l) [keep our website secure and prevent fraud]; and

(m) [verify compliance with the terms and conditions governing the use of our website [(including monitoring private messages sent through our website private messaging service)]].

4.3 If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.

4.4 Your privacy settings can be used to limit the publication of your information on our website, and can be adjusted using privacy controls on the website.

4.5 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.

4.6 All our website financial transactions are handled through our payment services provider, Santander. You can review the provider's privacy policy at http://www.santander.co.uk. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

5. Disclosing personal information

5.1 We may disclose your personal information to [any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors] insofar as reasonably necessary for the purposes set out in this policy.

5.2 We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes set out in this policy.

5.3 We may disclose your personal information:

(a) to the extent that we are required to do so by law;

(b) in connection with any ongoing or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

(d) [to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling]; and

(e) [to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information].

5.4 Except as provided in this policy, we will not provide your personal information to third parties.

6. International data transfers

6.1 Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.

6.2 Information that we collect may be transferred to the following countries which do not have data protection laws equivalent to those in force in the European Economic Area: [the United States of America, Russia, Japan, China and India].

6.3 Personal information that you publish on our website or submit for publication on our website may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.

6.4 You expressly agree to the transfers of personal information described in this Section 6.

7. Retaining personal information

7.1 This Section 7 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

7.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

7.3 We will ask you to provide physical forms or digital copies of identity verification to carry out your tax return. Notwithstanding the other provisions of this Section 7, we will retain documents (including electronic documents) containing personal data:

(a) to the extent that we are required to do so by law;

(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

7.4 Recording phone calls We may monitor or record phone calls with you in case we need to check we have carried out your instructions correctly, to resolve queries or issues, for regulatory purposes, to help improve our quality of service, and to help detect or prevent fraud or other crimes. Conversations may also be monitored for staff training purposes.

8. Security of personal information

8.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

8.2 We will store all the personal information you provide on our secure (password- and firewall-protected) servers.

8.3 All electronic financial transactions entered into through our website will be protected by encryption technology.

8.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

8.5 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).

9. Amendments

9.1 We may update this policy from time to time by publishing a new version on our website.

9.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

9.3 We may notify you of changes to this policy [by email or through the private messaging system on our website].

10. Your rights

10.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:

(a) the payment of a fee (currently fixed at GBP 10); and

(b) the supply of appropriate evidence of your identity [(for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address)].

10.2 We may withhold personal information that you request to the extent permitted by law.

10.3 You may instruct us at any time not to process your personal information for marketing purposes.

10.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

11. Third party websites

11.1 Our website includes hyperlinks to, and details of, third party websites.

11.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.

12. Updating information

12.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.

13. Cookies

13.1 Our website automatically uses cookies, primarily to give our visitors a more personalized user experience.

13.2 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

13.3 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

13.4 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

13.5 Most browsers allow you to refuse to accept cookies; for example:

(a) in Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking "Tools", "Internet Options", "Privacy" and then "Advanced";

(b) in Firefox (version 47) you can block all cookies by clicking "Tools", "Options", "Privacy", selecting "Use custom settings for history" from the drop-down menu, and unticking "Accept cookies from sites"; and

(c) in Chrome (version 52), you can block all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Content settings", and then selecting "Block sites from setting any data" under the "Cookies" heading.

13.6 Blocking all cookies will have a negative impact upon the usability of many websites.

13.7 If you block cookies, you will not be able to use all the features on our website.

13.8 You can delete cookies already stored on your computer; for example:

(a) in Internet Explorer (version 11), you must manually delete cookie files (you can find instructions for doing so at http://windows.microsoft.com/en-gb/internet-explorer/delete-manage-cookies#ie=ie-11);

(b) in Firefox (version 47), you can delete cookies by clicking "Tools", "Options" and "Privacy", then selecting "Use custom settings for history" from the drop-down menu, clicking "Show Cookies", and then clicking "Remove All Cookies"; and

(c) in Chrome (version 52), you can delete all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Clear browsing data", and then selecting "Cookies and other site and plug-in data" before clicking "Clear browsing data".

13.9 Deleting cookies will have a negative impact on the usability of many websites.

14. Data protection registration

Under the Data Protection Act you have the right of access to your personal data. The Act allows us to charge a fee of £10 for this service. If anything is inaccurate or incorrect, please let us know and we will correct it. For further details on how to request a copy of your information, please write to:

FREEPOST Marlborough House, 16 CASTLE STREET DOVER CT16 1PW

United Tax Refunds Ltd.

DATA PROTECTION PRIVACY NOTICE

Purpose

This Notice outlines the data protection policies and procedures we have adopted and to which we abide to ensure we are GDPR compliant. The purpose of this Notice and any other documents referred to in it, is to clearly list and identify the legal requirements, procedures and rights which must be established when we obtain, process, transfer and/or store your personal data. This Notice will assist you in understanding the obligations, responsibilities and rights which arise from the Data Protection Laws.

Introduction

Everyone has rights with regard to the way in which their personal data is handled. In order to operate efficiently we need to collate and use information about the people with whom we work. This includes current, past and prospective employees, clients, and others with whom we communicate.

We regard the lawful and correct treatment of personal information as integral to successful operation and to maintaining the confidence of the people we work and communicate with. To this end we fully endorse and adhere to the principles of the relevant Laws.

We are registered as a Data Controller on the Register kept by the Information Commissioner’s Office.

Definitions in this Privacy Notice

Data:

Information stored electronically, on a computer, server or in certain paper-based filing systems.

Data Controller:

United Tax Refunds Ltd. has determined the purposes for which, and the manner in which, your Personal Data is processed. The Data Controller has overall responsibility for compliance with the Data Protection Laws. Any questions about the operation of this Notice or any concerns that the Notice has not been followed should be referred in the first instance to United Tax Refunds Ltd at 16 CASTLE STREET, DOVER. CT16 1PW.

Privacy Manager:

Peter Wallace is the appointed officer who is responsible for awareness-raising, training staff and informing and advising the Data Controller, Data Processors and Data Users how to ensure compliance with the enactments, and to monitor that compliance. Peter Wallace can be contacted at 16 CASTLE STREET, DOVER. CT16 1PW.

Data Processor: Any person or organisation that is not a Data User that processes personal data on our behalf and in accordance with our specific instructions. Our staff will be excluded from this definition but, the definition could include suppliers who handle personal data on our behalf.

Data Subjects:

All living individuals about whom we hold Personal Data. All Data Subjects have legal rights concerning the processing and storage of their personal information.

Data users:

Our employees whose work involves processing your Personal Data. Data users are responsible for the proper use of the data they process and must protect the data they handle in accordance with this Notice.

The Enactments:

The Data Protection Act 1998 (the Act) up to and until 25 May 2018 after which The General Data Protection Regulations 2017 (GDPR) will apply, both of which regulate the way in which all Personal Data is held and processed.

Personal Data:

Information which can be used to directly or indirectly identify a living individual.

Processing:

Any activity in which the data is used, including (but not limited to) obtaining, recording, organising, amending, retrieving, using, disclosing, erasing, destroying and/or holding the data. The term “processing” also includes transferring personal data to third parties.

Supervisory Authority:

The Authorised Body which is empowered to govern and manage how the GDPR is implemented and abided by in a particular EU state. In the case of the UK the Supervisory Authority is the: Information Commissioner’s Office.

Sensitive Personal Data:

This includes information about a person's race, ethnicity, political opinions, convictions, religion, trade union membership, physical and/or mental health, and sexual preference. Sensitive personal data can only be processed with the express written consent of the person concerned

Notice Statement

In accordance with the GDPR anyone processing Personal Data must comply with the six principles of good practice. These provide that Personal Data must:

1. be processed fairly, lawfully and transparently;
2. only be used for the purpose for which it was collected;
3. be adequate, relevant and not excessive for the purpose for which it is being processed;
4. be accurate and kept up-to-date;
5. not be kept longer than necessary to fulfil the purpose of its collection; and
6. be kept secure and protected from unauthorised processing, loss, damage or destruction [which includes the data not being transferred to a country or territory outside the European Economic Area unless the Personal Data is adequately protected and/or consent of the Data Subject has been provided].

1. Fair, Lawful and Transparent Processing

For Personal Data to be processed lawfully, the basis for the processing must be one of the legal grounds set out in the Enactments. These include, among other things, your written consent to the processing, or that the processing is necessary for the performance of our contract with you.
In the event we collect Personal Data directly from you, this Notice should assist in informing you about: 1.1 The purpose or purposes for which we intend to process your Personal Data.
1.2 The types of third parties, if any, with which we may share or disclose your Personal Data.
1.3 The means with which you can limit our processing and disclosure of your Personal Data.
If we receive Personal Data about you from other sources, we will provide you with this information as soon as possible thereafter. When sensitive personal data is being processed, additional conditions and securities must be in place to ensure protection.

2. Processing for Limited Purposes

In the course of our business, we shall process the Personal Data we receive directly from you (for example, by you completing forms, sending us papers or from you corresponding with us by mail, phone, email or otherwise) and your Personal Data which we receive from any other source.
We shall only process your Personal Data to fulfil and/or enable us to satisfy the terms of our obligations and responsibilities in our role as your agent or for any other specific purposes permitted by the Enactments. Should we deem it necessary to process your Personal Data for purposes outside and/or beyond the reasons for which it was originally collected, we will contact you first, to inform you of those purposes and our intent and may also apply for your consent.

3. Adequate, Relevant Non-Excessive Processing

We will only collect and process your Personal Data as required to fulfil the specific purpose/s of our contract and agreements with you.

4. Accurate and up to date data

We shall ensure that all Personal Data held is accurate and up to date and will check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. If you become aware that any of your Personal Data is inaccurate, you are entitled to contact us and request that your Personal Data is amended. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.

5. The Timely Processing of the Data

We will not keep Personal Data longer than is necessary for the purpose or purposes for which it was collected. Once Personal Data is no longer required, we will take all reasonable steps to destroy and erase it.

6. Keeping Your Personal Data Secure

Our employees and contracted personnel are bound to our privacy policies, procedures and technologies which maintain the security of all your Personal Data from the point of collection to the point of destruction.
We maintain data security by protecting the confidentiality, integrity and availability of your Personal Data, and when we do so we abide by the following definitions:
6.1 Confidentiality: We ensure that the only people authorised to use your personal data can access it.
6.2 Integrity: We will make certain that your Personal Data is accurate and suitable for the purpose for which it is processed.
6.3 Availability: We have established procedures which mean only our authorised Data Users should be able to access your Personal Data if they need it for authorised purposes. We also maintain security procedures which include, but are not limited to:
6.4 Secure lockable desks and cupboards. Desks and cupboards shall be kept locked if they hold your personal data.
6.5 Methods of disposal. Paper documents containing Personal Data are shredded and digital storage devices shall be physically destroyed when they are no longer required.
6.6 Data Users shall be appropriately trained and supervised in accordance with this Notice which include requirements that computer monitors do not show confidential information to passers-by and that Data Users log off from or lock their PC/electronic device when it is left unattended.
6.7 Our computers have appropriate password security, boundary firewalls and effective anti-malware defences. We routinely back-up electronic information to assist in restoring information in the event of disaster and our software is kept up-to-date with the latest security patches.
6.8 One or all of the following measures shall be applied to the personal data held; separating the personal data and/or pseudonymisation and/or the encoding of the data
6.9 Our Privacy Manager will ensure that this Notice is kept updated in response to any amendments to the Law.

We shall take appropriate security measures against unlawful and/or unauthorised processing of personal data, and against the accidental loss of, or damage to, your Personal Data. We shall only transfer your Personal Data to a Data Processor (a Data User outside our business) if the Processor agrees to comply with our procedures and policies, or if the Processor puts in place security measures to protect Personal Data, which we consider adequate and are in accordance with the Enactments.

Transferring the Personal Data out of the EEA

We shall only transfer any Personal Data we hold to a country outside the European Economic Area ("EEA"), if one of the following conditions applies:
• The country to which your Personal Data shall be transferred ensures an adequate level of protection and can ensure your legal rights and freedoms.
• You have given your consent that your Personal Data is transferred.
• The transfer is necessary for one of the reasons set out in the Enactments, including the performance of a contract between you and us, or to protect your vital interests.
• The transfer is legally required on important public interest grounds or for the establishment, exercise or defence of legal claims.
• The transfer is authorised by the ICO and we have received evidence of adequate safeguards being in place regarding the protection of your privacy, your fundamental rights and freedoms, and which allow your rights to be exercised.

The Personal data we hold may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Those Data Users may be engaged in, among other things, the fulfilment of contracts with you, such as the processing of payment details and/or the provision of support services.

How We Will Use Your Personal Data

We will only collect and process your Personal Data to the extent that it is needed to fulfil our operational and contractual needs or to comply with any legal requirements.

We shall access and use your Personal Data in accordance with your instructions and as is reasonably necessary:
• to fulfill our contractual obligations and responsibilities to you;
• to provide, maintain and improve our services;
• if we intend to use your personal data for the advertising and marketing of our services and/or the services of our affiliates. We shall seek your separate express consent and you are entitled to opt out of these services at any time; and
• to respond to your requests, queries and problems;
• to inform you about any changes to our services and related notices, such as security and fraud notices.

When We May Share Your Personal Data

There are times when we may need to share your Personal Data. This section discusses how and when we might share your Data.

In the course of us fulfilling our role as your agent it will be necessary for us to disclose your Personal Data in certain situations:
• In our role as your agent we will need to use and share your Personal Data with certain bodies, such as HMRC, to fulfil our contract with you. Your data will be used solely to provide our services to you.
• We use the following software provider to process electronic data, including personal data: HMRC.
This provider states that it is GDPR compliant and/or applies equivalent/adequate safeguards. It’s privacy notice can be found here:

https://www.gov.uk/government/publications/data-protection-act-dpa-information-hm-revenue-and-customs-hold-about-you/data-protection-act-dpa-information-hm-revenue-and-customs-hold-about-you

• We use secure external servers to process/store our electronic records, including your Personal Data which are maintained by Microsoft.
• If we are under a duty to disclose or share your Personal Data in order to comply with any legal obligation, lawful requests, court orders and legal process.
• To enforce or apply any contract or other agreement with you.
• To protect our rights, property, or safety and that of our employees, members, or others, in the course of investigating and preventing money laundering and fraud.

Your Rights and Requests Concerning Your Personal Data

We will process and manage all your Personal Data in line with your rights; in particular your rights to:
• request access to any data we hold about you;
• prevent the processing of your Personal Data for direct-marketing purposes, if so instructed;
• ask to have inaccurate Personal Data amended;
• be forgotten, and have all relevant Personal Data erased (subject to our overriding legal obligations);
• prevent processing which is likely to cause damage or distress to you or anyone else;
• request certain restrictions on the processing of your Personal Data;
• receive a copy of your Personal Data and/or request a transfer of your Personal Data to another Data Controller;
• not be subject to automated decision making;
• be notified of a data security breach which affects your rights and freedoms, without undue delay;
• if you have provided your express consent that your Personal Data may be processed for marketing and advertising purposes, you are entitled to withdraw that consent. Such a withdrawal will not affect any processing of the data completed before consent was withdrawn; and
• to make certain requests to us concerning how your Personal Data is managed.

Access and portability requests

You are entitled to request access to your Personal Data unless providing a copy would adversely affect the rights and freedoms of others.

You can also request information about the different categories and purposes of data processing; recipients or categories of recipients who receive your Personal Data, details on how long your Personal Data is stored for, information on your Personal Data's source and whether the Data Controller uses automated decision-making.

You also have “Data Portability” rights which includes the right to request a copy of your Personal Data be sent to you or transmitted to another Data Controller.

Correction requests

You are entitled to request we correct or complete your inaccurate or incomplete Personal Data without undue delay and we will update the information and erase or correct any inaccuracies as required.

Erasure requests

You can exercise your “right to be forgotten” and can request we erase your Personal Data. Once receiving a request we must erase the Personal Data without delay, unless an exception applies that permits us to continue processing your data. Details of such exceptions are contained in the Enactments and include situations where we might need to retain the information to carry out our official duties and/or comply with legal obligations and/or for the establishment of exercising or defending legal claims, or it is in the public interest to retain your Personal Data.

Restriction requests

You may request restrictions be applied to the processing of your Personal Data for some specific reasons such as you contest the accuracy of the data, the processing is unlawful or if we no longer need to process your Personal Data. You can also request restrictions be applied if the processing is being done for public interest or third party reasons.

If such a request is received we can continue to store your Personal Data, but may only process it under certain circumstances, such as: you give consent for us to continue processing your data, we need to establish, exercise, or defend legal claims or we need to protect the rights of another individual or legal entity or for important public interest reasons.

Objection requests

You may also object to your Personal Data being processed under certain circumstances, including for direct marketing purposes and profiling related to direct marketing. If we receive such an objection we will stop processing your Personal Data unless we can show a compelling legitimate ground for processing your Personal Data which overrides your interests and the basis of your request. Your Telephone Queries and Requests

When receiving telephone enquiries, in which Personal Data is requested we will only verbally disclose Personal Data held on our systems if we can confirm the caller's identity so as to ensure that the data is only given to a person who is entitled to receive it.

We may suggest that a caller put their request in writing to assist in establishing the caller’s identity, and to enable us to clearly record the nature of the request and to assist in further identity checks. If we have reasonable doubts about the identity of the person making the request, we may request additional information to confirm the caller’s identity.

In difficult situations our Data Users may refer a request to their line manager for assistance.

Your Written Queries and Requests

When responding to written requests Personal Data will only be disclosed if we can confirm the identity of the sender and/or sufficient supporting evidence is provided by the sender establishing their identity.

Responding to Your Requests

Upon receiving a request from you concerning your Personal Data, we will respond within one month of receiving the request by email (unless you request a response in an alternative format).

If we are unable to immediately comply with your request we will inform you within our response stating whether we need to extend our response time (for up to a maximum of two months), along with an explanation for the delay.

If we do not take any action within one month after receiving your request, you are entitled to request an explanation from us as to why no action was taken and you may make a complaint to the ICO: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF (Tel: 0303 123 1113) (email. [email protected])

When responding to Personal Data requests we will provide the information upon your payment of an administrative fixed fee of [£10]. Once the GDPR comes into force, we will not be entitled to charge for the provision of your personal data, unless the requests are manifestly unfounded or excessive, particularly if it is repetitive in which case we may refuse to act on the request, or apply further fees to cover the associated administrative costs.

Your Complaints

If you feel that your questions or concerns regarding your Personal Data have not been dealt with adequately or that your request has not been fulfilled by us, you can use our complaints procedure, by emailing us at [email protected].

If, at the conclusion of our complaints procedure you do not feel that we have adequately dealt with your complaint you may make a complaint directly to ICO: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF (Tel: 0303 123 1113) (email. [email protected]).

Changes to our Data Protection Policy

We keep our privacy policy under regular review and reserve the right to amend and update the policy as required. Where appropriate, we will notify you of those changes by mail, email and/or by placing an updated version of the policy on our webs

This policy was updated on 21/09/2020.

1. Introduction

1.1 Our website uses cookies.

1.2 By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.

2. Credit

2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. About cookies

3.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

3.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

3.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

3.4 Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.

4. Our cookies

4.1 We use cookies and similar technologies for analyzing trends, site administration, tracking mobile application installations, and understanding how users interface with our site(s), and to gather demographic information about our user base as a whole. We may receive reports based on the use of these technologies by these companies on an individual and in an aggregated basis.

Visiting our website with your browser set to accept cookies or using our mobile applications or other software tells us you want to use our service and you consent to our use of cookies and other technologies to provide you our service. We use cookies for a number of purposes, some of which are strictly necessary. You can control the use of certain cookies at the individual browser level or in your operating system preferences. If you opt-out of such cookies, you may still use our Service, but your ability to use some features or areas of our Service may be limited.

If you are located in Europe, for more information about targeted advertising or to opt out of having your browser information used for these purposes, please click here or change your cookie preferences on your browser or device settings.

5. Analytics cookies

5.1 We use Google Analytics to analyse the use of our website.

5.2 Our analytics service provider generates statistical and other information about website use by means of cookies.

5.3 The analytics cookies used by our website have the following names: [_ga, _gat, __utma, __utmt, __utmb, __utmc, __utmz and __utmv].

5.4 The information generated relating to our website is used to create reports about the use of our website.

5.5 Our analytics service provider's privacy policy is available at: [http://www.google.com/policies/privacy/].

6. Blocking cookies

6.1 Most browsers allow you to refuse to accept cookies; for example:

(a) in Internet Explorer (version 11) you can block cookies using the cookie handling override settings available by clicking "Tools", "Internet Options", "Privacy" and then "Advanced";

6.2 Blocking all cookies will have a negative impact upon the usability of many websites.

6.3 If you block cookies, you will not be able to use all the features on our website.

7. Deleting cookies

7.1 You can delete cookies already stored on your computer; for example:

7.2 Deleting cookies will have a negative impact on the usability of many websites.

1. Introduction

1.1 In the context of electronic messaging, "spam" means [unsolicited, bulk or indiscriminate messages, typically sent for a commercial purpose].

1.2 We have a zero-tolerance spam policy.

2. Credit

2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. Spam filtering

3.1 Our messaging systems automatically scan all incoming [email and other] messages and filter out messages that appear to be spam.

3.2 We may also report incoming email as spam. This can result in IP addresses and domain names being blacklisted.

4. Spam filtering issues

4.1 No message filtering system is 100% accurate, and from time to time legitimate messages will be filtered out by our systems.

4.2 If you believe that a legitimate message you have sent has been filtered out by our systems, please advise the message recipient by another means.

4.3 You can reduce the risk of a message being caught by the spam filters by:

(a) sending the message in plain text (instead of, or in addition to, HTML);

(b) removing any message attachments;

(d) ensuring that your messages are scanned for malware before dispatch.

5. User spam

5.1 We provide a facility that enables users to send email messages, private messages and other types of communication.

5.2 Users must not use our messaging facility or any of our other services to store, copy, send, relay or distribute spam.

5.3 Full provisions concerning the use of our messaging facility are set out in [our website terms and conditions of use].

6. Receipt of unwanted messages from us

6.1 In the unlikely event that you receive any message from us or sent using our systems that may be considered to be spam, please contact us using the details below and the matter will be investigated.

7. Variation

7.1 We may amend this policy at any time by publishing a new version on our website.

1. Introduction

1.1 This disclaimer shall govern your use of our website.

1.2 By using our website, you accept this disclaimer in full; accordingly, if you disagree with this disclaimer or any part of this disclaimer, you must not use our website.

1.3 Our website uses cookies; by using our website or agreeing to this disclaimer, you consent to our use of cookies in accordance with the terms of our [privacy and cookies policy].

2. Credit

2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. Copyright notice

3.2 Subject to the express provisions of this disclaimer:

(a) we, together with our licensors, own and control all the copyright and other intellectual property rights in our website and the material on our website; and

(b) all the copyright and other intellectual property rights in our website and the material on our website are reserved.

4. Licence to use website

4.1 You may:

(a) view pages from our website in a web browser;

(b) download pages from our website for caching in a web browser; and

4.2 Except as expressly permitted by Section 4.1 or the other provisions of this disclaimer, you must not download any material from our website or save any such material to your computer.

4.3 You may only use our website for [your own personal and business purposes], and you must not use our website for any other purposes.

4.4 Unless you own or control the relevant rights in the material, you must not:

(a) republish material from our website (including republication on another website);

(b) sell, rent or sub-license material from our website;

(d) exploit material from our website for a commercial purpose; or

(e) redistribute material from our website.

4.5 We reserve the right to restrict access to areas of our website, or indeed our whole website, at our discretion; you must not circumvent or bypass, or attempt to circumvent or bypass, any access restriction measures on our website.

5. Acceptable use

5.1 You must not:

(a) use our website in any way or take any action that causes, or may cause, damage to the website or impairment of the performance, availability or accessibility of the website;

(b) use our website in any way that is unlawful, illegal, fraudulent or harmful, or in connection with any unlawful, illegal, fraudulent or harmful purpose or activity;

(d) [conduct any systematic or automated data collection activities (including without limitation scraping, data mining, data extraction and data harvesting) on or in relation to our website without our express written consent];

(e) [access or otherwise interact with our website using any robot, spider or other automated means[, except for the purpose of [search engine indexing]]];

(f) [violate the directives set out in the robots.txt file for our website]; or

(g) [use data collected from our website for any direct marketing activity (including without limitation email marketing, SMS marketing, telemarketing and direct mailing)].

5.2 You must not use data collected from our website to contact individuals, companies or other persons or entities.

5.3 You must ensure that all the information you supply to us through our website, or in relation to our website, is [true, accurate, current, complete and non-misleading].

6. Limited warranties

6.1 We do not warrant or represent:

(a) the completeness or accuracy of the information published on our website;

(b) that the material on the website is up to date; or

6.2 We reserve the right to discontinue or alter any or all of our website services, and to stop publishing our website, at any time in our sole discretion without notice or explanation; and save to the extent expressly provided otherwise in this disclaimer, you will not be entitled to any compensation or other payment upon the discontinuance or alteration of any website services, or if we stop publishing the website.

6.3 To the maximum extent permitted by applicable law and subject to Section 7.1, we exclude all representations and warranties relating to the subject matter of this disclaimer, our website and the use of our website.

7. Limitations and exclusions of liability

7.1 Nothing in this disclaimer will:

(a) limit or exclude any liability for death or personal injury resulting from negligence;

(b) limit or exclude any liability for fraud or fraudulent misrepresentation;

(d) exclude any liabilities that may not be excluded under applicable law.

7.2 The limitations and exclusions of liability set out in this Section 7 and elsewhere in this disclaimer:

(a) are subject to Section 7.1; and

(b) govern all liabilities arising under this disclaimer or relating to the subject matter of this disclaimer, including liabilities arising in contract, in tort (including negligence) and for breach of statutory duty, except to the extent expressly provided otherwise in this disclaimer.

7.3 To the extent that our website and the information and services on our website are provided free of charge, we will not be liable for any loss or damage of any nature.

7.4 We will not be liable to you in respect of any losses arising out of any event or events beyond our reasonable control.

7.5 We will not be liable to you in respect of any business losses, including (without limitation) loss of or damage to profits, income, revenue, use, production, anticipated savings, business, contracts, commercial opportunities or goodwill.

7.6 We will not be liable to you in respect of any loss or corruption of any data, database or software.

7.7 We will not be liable to you in respect of any special, indirect or consequential loss or damage.

7.8 You accept that we have an interest in limiting the personal liability of our officers and employees and, having regard to that interest, you acknowledge that we are a limited liability entity; you agree that you will not bring any claim personally against our officers or employees in respect of any losses you suffer in connection with the website or this disclaimer (this will not, of course, limit or exclude the liability of the limited liability entity itself for the acts and omissions of our officers and employees).

8. Variation

8.1 We may revise this disclaimer from time to time.

8.2 The revised disclaimer shall apply to the use of our website from the time of publication of the revised disclaimer on the website.

9. Severability

9.1 If a provision of this disclaimer is determined by any court or other competent authority to be unlawful and/or unenforceable, the other provisions will continue in effect.

9.2 If any unlawful and/or unenforceable provision of this disclaimer would be lawful or enforceable if part of it were deleted, that part will be deemed to be deleted, and the rest of the provision will continue in effect.

10. Law and jurisdiction

10.1 This disclaimer shall be governed by and construed in accordance with [English law].

10.2 Any disputes relating to this disclaimer shall be subject to the [exclusive] OR [non-exclusive] jurisdiction of the courts of [England].

11. Our details

11.1 This website is owned and operated by United Tax Refunds.

11.2 We are registered in [England and Wales] under registration number (Company number 10904882). Our registered office is 16 CASTLE STREET, DOVER. CT16 1PW.

11.3 Our principal place of business is at 16 CASTLE STREET, DOVER. CT16 1PW.

11.4 You can contact us via our contact us page.

If you are referring a friend to us, you should be aware of the following policy:

The Refer a Friend Scheme is open and available to individuals who are registered with United Tax Refunds as a referee. (“The referee”).

By entering the promotion as a referee you accept these Terms and Conditions and agree that from time to time your personal details, including your first name and the initial of your surname may be used in a “Leader Board”, published online, showing the number of successful referrals you have made against other participants of the Promotion. You also agree by referring a friend that we may share your name with them, so that they know who has referred them.

To be eligible to participate as a referee you must be a resident in the UK and be 18 years or over. For the avoidance of doubt, you cannot refer yourself.

The Refer a Friend Promotion (“Promotion”) may be withdrawn or amended, at any time and without notice. If the promotion is withdrawn, any rewards due as a result of a qualifying claim made as a result of a referral will be honoured.

If a person (candidate) you refer completes a tax refund using United Tax Refunds’ services they subsequently become a qualifying candidate (qualifying candidate) once they have received their rebate in either cheque, cash or bank transfer. You will receive, within 3 months, a £25 reward. You may refer an unlimited amount of candidates to become qualifying candidates.

Each candidate you refer must become a qualifying candidate within 12 months of the date you referred them to United Tax Refunds, in order to receive your £25 reward, otherwise you will not be entitled to the reward.

If a candidate you refer does not credit you at any point during their tax refund process as the referee, you or the candidate must do so within 30 days of becoming of a qualifying candidate and receiving their tax refund, otherwise you will not be entitled to the reward.

United Tax Refunds reserves the right to disqualify any entries which it deems, at its sole discretion, to contravene the spirit of the promotion and any prize if awarded must be returned immediately.

Any third party terms and conditions relating to the prize are beyond the control of United Tax Refunds.

United Tax Refunds cannot accept responsibility for entries lost or delayed in transmission. Under no circumstances will United Tax Refunds (or its parent, subsidiaries and affiliated companies) be liable (unless such liability cannot be lawfully excluded) for any losses, damages, costs or expenses arising from or in any way connected with any errors, defects, interruptions, malfunctions or delays in the Incentive Promotion or prize draw or any prize connected with the Incentive Promotion and it excludes liability, to the fullest extent permitted by law for any loss or damage caused to the winner/s and/or companion/s arising out of these prizes.

The referee may not be eligible to receive the referral reward under this scheme in the event that the referred person is already on the United Tax Refunds database at the date of referral or if United Tax Refunds have already received their details but have not yet entered them on the database. United Tax Refunds may make an exception at our discretion if it is believed there is a legitimate reason to grant the reward when the referred person is already known to United Tax Refunds.

The referred person must be notified and have consented to their details being passed to United Tax Refunds for this scheme before the date of the referral. This is the responsibility of the referee and is subject to the Data Protection Act 1998. The referee will indemnify United Tax Refunds for any loss or claim arising out of the referee's failure to procure such consent.

Candidates can only be referred to United Tax Refunds once. In the event that a candidate is referred to United Tax Refunds more than once, only the first person to refer that candidate to United Tax Refunds (with the referred person's permission) will be eligible for a referral reward under this scheme.

Permanent employees and contract and temporary workers working directly for United Tax Refunds [or a third-party recruitment agency] are not eligible to participate in the Incentive.

The referral amounts detailed in this scheme are gross payments and you (the referee) are responsible for any taxes, as required by law, arising from the provision of the referral bonus.

You agree to refund on demand (without any time limit) any reward where you are found to be in breach of these terms.

If you have been Referred to us we may hold the following personal data about you:
Your name;
Your email address;
Your phone number;
Details of your visits to any refer-a-friend programme you are participating in; and
A record of any correspondence between you and us.

As is true of most websites, we also automatically gather information about your computer such as your IP address, browser type, referring/exit pages and operating system. When you visit our hosted-pages, we also use cookies to identify you when you come back to the site. For more information on the cookies we use, why we use them and more information about cookies generally, please see our Cookie Policy.

Where did you get this data from? We receive your initial contact details: Either directly from you when you when enter it into our registration page after you have clicked on a sharing link; or From an existing Client, who believes you may be eligible for a refund.
What do you do with my data?
We need the above data:
To check that you are not an existing customer. To allow us to recognise and reward the Client when you fulfil the conditions necessary for them to receive a reward under the refer-a-friend programme you are participating in. To send you electronic messages and phone messages solely in connection with the refer-a-friend programme.
You can opt-out of receiving marketing from us at any time by contacting us using the contacts as listed on our website.
We keep your data strictly confidential and we only ever use your data in accordance with your instructions.

Do I have a right to object to processing? You have the right to object at any time to the processing of your personal information. You can make this objection in accordance with the procedure set out in their privacy notice which is available on our website.

What other rights do I have over the processing of my data?
You have the right to access any information we hold about you. Any request which is manifestly unfounded or excessive may be subject to a reasonable fee to cover our administrative costs in providing you with the necessary details.

You have the right to ensure the personal information we hold about you is up to date and accurate.

If you have given consent to us directly (or indirectly via the Client) to process any of your personal information you may withdraw that consent at any time.

You have the right to request that the personal information we hold about you be erased and/or request that the processing of that data be restricted.

This policy was updated 09.11.2022.

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