Online Tax Rebate Services Ltd is committed to protecting and respecting your privacy. We wish to be transparent on how we process your data and show you that we are accountable with the GDPR in relation to not only processing your data but ensuring you understand your rights.
For the purposes of the GDPR the data controller is Online Tax Rebate Services Ltd Our contact details are [email protected]
When we refer to we/us, we mean Online Tax Rebate Services Ltd
Please read this Privacy Notice carefully as this sets out the basis on which any personal data, we collect from you, or that you provide to us, will be processed by us.
Who are we?
We are tax agents who focus on securing PAYE refunds from The Revenue Commissioner.
Email address [email protected]
How do we collect your information and what information do we collect?
The personal information we collect varies depending upon the nature of our services. We will endeavour to provide you with an overview of those categories of personal data our organisation collects and our purpose for using that data.
Our organisation collects personal data in the following ways, if you:
- request a service from us; for example when you signup via our website.
- register with or use any of our websites or online applications;
- use our website/apps and it installs cookies or other tracking technologies onto your device.
- engage with us on social media;
- contact us with a complaint or query;
- apply for a position with us
What information do we collect?
The information we collect about you includes the following:
Contact and Identifying information, e.g., name, address, contact details; email, mobile, landline. An electronic representation of your signature.
Unique identifiers e.g.
Demographic details, age, gender; date of birth, dependents, photo ID, as well as collecting personal information about you, we may also use personal information about other people, for example family members you wish to claim tax credits for.
Family and Beneficiary Data, e.g., dependants
Employment information e.g., role, employment status (such as full/part time, contract), salary information, employment benefits, and employment history;
This information is necessary for our Fact Find with our clients.
Financial details e.g., bank account details in the instance that you wish us to pay you via electronic transfer.
Marketing preferences: we will only send you direct marketing if you explicitly consent. We may contact you if we believe that there is the possibility of further repayments of tax available to you.
Online information: e.g., information about your visits to our websites. IP address.
Social media information (e.g., likes and posts) with our social media presence; this includes, Facebook, Instagram.
When our organisation collects sensitive personal data as defined within the GDPR we will ensure that we require this information, and we have your explicit consent and/or authorisation prior to our collection. Please see the further information contained in this Privacy Notice that outlines special categories of personal data.
Information we automatically collect.
We sometimes automatically collect certain types of information when you visit our websites and through e-mails when we communicate with you. Automated technologies may include the use of web server logs to collect IP addresses, “cookies” and web beacons. Other cookies such as functional cookies, marketing cookies and analytical cookies will only be used with your expressed consent.
How do we use your personal data?
Your Personal Data will be used to enable us to fulfil our contractual obligations in relation to your request to secure a repayment of tax from the revenue commissioner.
Performing services for our clients and prospective clients
Statutory and other regulatory requirements – we are required to carry out various obligations which include:
Communicate and marketing to you – Updating you on the progress of your request for a tax rebate. Inviting you to apply for further tax reliefs that may result in repayment of tax.
To contact you if required or to respond to any communications that you might send to us.
Carry out our obligations arising from any contracts entered between you and us and to provide you with the information, products and services that you request.
To notify you about changes to our service
We need to ensure that we process your personal data lawfully. We rely on the following legal grounds to collect and use your personal data.
Performance of a contract When we enter a contract with you, we will collect and use your personal data to enable us to fulfil that service.
Legal obligation The use of some of your personal data is necessary for us to meet our legal obligations
Consent Sometimes we may rely on consent as a legal basis for processing your information.
We may also rely on your consent to send direct marketing to you. We will ensure that we present this to you concisely. We will also ensure that we use clear and plain language and if you give us your consent you can withdraw this easily at any time.
Sometimes if you refuse to provide information that we reasonably require to provide the services, we may be unable to offer you the services and/or we may terminate the services provided with immediate effect.
Legitimate interests Where we rely on this legal basis to collect and use your personal information, we shall take appropriate steps to ensure the processing does not infringe the rights and freedoms conferred to you under the applicable data privacy laws.
If you require further information on any of the above basis for processing your data, we can provide you with further details.
How we share your data
When required, we may make your information available to third parties with whom we have a relationship, where that third party is providing services on our behalf. We will only provide those third parties (data processors) with information that is necessary for them to perform the services. We will take measures to protect your information, such as putting in place Standard Contractual Clauses and confidentiality agreements.
Legal advisers where necessary.
EU Law enforcement bodies, when required to do so by law and/or regulation, or another legal request.
Public authorities, regulators and government bodies, where necessary for us to comply with our legal and regulatory obligations, or in connection with an investigation of suspected or actual illegal activity
Third-party processors: We outsource our processing operations to suppliers that process personal information on our behalf. Examples include IT service providers who manage our IT and back-office systems and telecommunications networks, and accounting and payroll providers, CRM providers and outsourcing companies that we may use to process tax rebate requests and file tax returns. These processing operations remain under our control and we have data processing agreements in place with all our third party processors to ensure all processing is carried out in accordance with our security standards and the GDPR.
Internal and external auditors where necessary for the conduct of company audits or to investigate a complaint or security threat.
On the sale or reorganisation of our business whether by asset or share disposal or other transaction relating to our business.
Transferring personal data outside of Ireland
Where we transfer personal data to a country outside of the EEA (referred to in the GDPR as ‘third country,’) we will ensure it is done lawfully, i.e. there is an appropriate “level of protection for the fundamental rights of the data subjects”. We will therefore ensure that either the EU Commission has granted an adequacy decision in respect of the third country, or appropriate specified safeguards have been put in place, (e.g., Binding Corporate Rules (BCRs) or Standard Contractual Clauses (SCCs)).
The security of your personal data is important to us, we have implemented appropriate technical and organisational measures to ensure a level of security appropriate to the risk. We have processes in place to protect your personal data from loss, unauthorised access, misuse, alteration and destruction.
Online Tax Rebate Services Ltd shall not keep personal data in a form that permits identification of data subjects for a longer period than is necessary.
Online Tax Rebate Services Ltd may store data for longer periods if the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, subject to the implementation of appropriate technical and organisational measures to safeguard the rights and freedoms of the data subject.
The retention period for each category of personal data will be set out in our Retention Schedule along with the criteria used to determine this period, including any statutory obligations we have.
Personal data will be disposed of securely.
Data Subjects Rights:
Online Tax Rebate Services Ltd will facilitate your rights in line with our data protection policy and the Subject Access Request procedure.
Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records. (The erasure of such data will be dependent on our other legal obligations, and whether the data is subject of legal privilege).
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling.
- Right to make a complaint: if we refuse your request under rights of access, we will provide you with a reason as to why.
All the above requests will be forwarded on, should there be a third party involved, as we have indicated in the processing of your personal data.
If you wish to make a complaint about how your personal data is being processed by Online Tax Rebate Services or how your complaint has been handled, you have the right to lodge a complaint with our Data Protection Officer. [email protected]
You may also lodge a complaint with the Data Protection Commission (DPC) in Ireland, whose details are:
Data Protection Commission
21 Fitzwilliam Square South,
Email: [email protected]
See website for updated contact details to reach the appropriate section within the DPC.
Failure to provide further information.
If we are collecting your data for a contract and you cannot provide this data, the consequences of this could mean the contract cannot be completed or details are incorrect.
When you fail to provide us with information we require to fulfil our obligations to you, we may be unable to offer our services to you.
Special Categories of personal data
Special categories of data are sensitive in relation to your fundamental rights and freedoms and therefore require specific protection when processed as these could create significant risks to the rights and freedoms of individuals.
If we collect any special categories of personal data, such as health data, we will either obtain your explicit consent or we will adhere to the Data Protection Act 2018. This Act allows us to process special categories of personal data for insurance and pension purposes. We will ensure we have suitable and specific measures in place to safeguard the rights and freedoms of you and the processing of your data.
Your privacy is important to us. If you have any comments or questions regarding this statement, please contact us on [email protected]
Privacy notice/ statement changes
When we update this Privacy Notice/Statement, we will post a revised version online. Changes will be effective from the point at which they are posted. We would encourage you to review our Privacy Notice so that you are aware of updates.