Braithwaite Technology Consultants Inc, a registered Ontario Business Corporation (Registry ID: 1051291) and its group companies (together “we”, “us”, “our”) are committed to protecting and respecting your privacy. Your privacy is important to us and we are committed to protecting and safeguarding your data privacy rights.
The companies within the Braithwaite group are:
2. Who are we and what we do?
We are a group of tax recovery consultants and tax credit advisory businesses. We provide tax credit advisory services and other related services to our clients. We collect the personal information of the following types of people to allow us to undertake our business:
We collect personal information in order to carry out our core business and ancillary activities.
3. How we obtain personal information?
a. Information you give us or we may collect from you:
We may collect personal information when corresponding with us by phone, e-mail or otherwise. It includes information you provide when we carry out tax credit advisory services, undertake sales meetings, attend events, register on our website, employ staff, pay suppliers and appoint consultants/subcontractors.
The personal information given to us or we collect may include:
b) Information we collect about you when you visit our websites
With regards to each of your visits to our websites, we will automatically collect the following information:
c) Information we obtain from other sources
We work closely with other third parties including other group companies, our clients, other suppliers and other agencies who may be acting on your behalf. We may receive personal information about you from them for the purposes of tax credit advisory services and other related support services.
4. Why we hold personal information and how we use it?
Please note that not all purposes set out below will apply to you all the time. Our purposes for processing personal information include:
Except for the mailing list activities which each group company runs on some parts of our websites, where you explicitly consent to receive materials from us, we will not use your personal information collected from our websites to carry out unsolicited marketing activities. You may change your marketing preferences at any time by contacting us.
We do not use personal information to make automated decisions. All our tax credit advisory services and related support services involve human decision making in the process.
5. The legal basis for processing personal information
Your right to be informed requires Braithwaite to provide you with details about our legal basis for processing personal information. Depending on the purpose that we hold and process personal information for, we will rely on one or more of the following legal grounds to process personal information:
a) Legitimate Interests
We will rely on legitimate business interests to process personal information to carry out tax credit advisory services and other related support services. The exchange of personal information of our client contacts and other contacts is a fundamental, essential part of this process. We believe that the processing of personal information is necessary in order to provide tax credit advisory services and does not prejudice any individuals in any way.
Legitimate business interests mean the interests of Braithwaite and/or any of its group companies in conducting and managing our tax credit advisory business. Legitimate business interests can also apply to the processing of personal information that is in your interests of clients. When we process personal information, we make sure we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws by carrying out a Legitimate Interest Assessment. We will not use personal information for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
b) Necessary for the performance of a contract
Personal information will be processed as necessary throughout the carrying out of services in order to perform the contract. We will also rely on the contract if we are negotiating or have entered into a contract to provide services to you or receive services from you or your organisation.
c) Necessary for compliance with a legal obligation
We will rely on legal obligation if we are legally required to hold personal information to fulfil our legal obligations and where the processing of personal information is necessary for Braithwaite to comply with the law.
6. Who do we share personal information with?
Personal information provided to us allows us to provide tax credit advisory services and other related support services. Personal information shared internally at Braithwaite is limited to what is required by us to provide tax credit advisory services.
Personal information may be shared externally with the following:
The legal basis for the third-party processing of personal information will include:
7. How do we store and protect personal information?
Braithwaite holds personal information in a combination of secure online and offline computer storage facilities, and paper-based files. All information that you provide to us in physical form such as documents will be stored securely at our offices or at a secure storage facility. All information you provide to us electronically is stored on our secure servers.
We use several processes to protect personal information including:
Our website and integrated email systems are protected to ensure that unauthorised or unlawful processing of personal information, accidental loss or destruction of, or damage to, personal information does not occur.
Where required by law, we put in place legal mechanisms designed to ensure adequate data protection of your personal information. We also require our third-party suppliers to guarantee the same level of protection as provided by ourselves. Please note that our third-party suppliers have confirmed they hold personal information in a combination of secure online and offline computer storage facilities and any paper-based files are stored securely at their offices.
Unfortunately, sending personal information to us via post, fax, email or the internet is not completely safe and secure. Although we will do our best to protect personal information, we cannot guarantee the security of personal information sent to us by any of these means and any information sent to us in this way is at your own risk. Once we have received personal information, we will use strict procedures and security features to try to prevent unauthorised access and require our third-party suppliers to do the same.
8. How long do we hold personal information for?
We are required by law to hold personal information for as long as is necessary to comply with our statutory and contractual obligations (including tax authority obligations), and in accordance with our legitimate business interests in providing tax credit advisory services.
We will use reasonable endeavours to ensure that personal information is maintained and up to date. We may also contact you from time to time to check that the information is still correct. However, you are required to inform us of any changes to personal information to ensure it is up to date, and we will update or delete personal information accordingly.
We understand our legal duty to retain accurate information and only retain personal information for as long as we need it for our legitimate business interests and that you are happy for us to do so. Accordingly, we have a data retention policy and run data routines to remove data that we no longer have a legitimate business interest in maintaining.
9. International data transfers
Braithwaite is a global organisation and therefore personal information we collect from you may be transferred outside Canada to the overseas companies in the Braithwaite group. Such transfers will occur where they are necessary in providing tax credit advisory services or where the transfer is authorised by law. By providing personal information to us, you agree that personal information may be transferred outside of Canada in such circumstances.
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