Privacy Policy

Privacy Policy

At HMT LLP (HMT), we are committed to ensuring the security and protection of the personal information that we hold and process, and to provide a compliant and consistent approach to data protection.

About us

This Privacy Policy explains how we collect, use and process the personal information that we hold as a business and outlines the procedures which are in place to guarantee your privacy. It also explains your rights and how you can update or change how your data preferences.

The information by which you can be identified either when visiting our website or engaging in a relationship with us will be used in accordance with this privacy statement.

We are a data controller in respect of the data that we hold about you, and we manage all our personal data whether client data, data on targets, data relating to our professional contacts, employee data and any other personal data in accordance with the General Data Protection Regulations (GDPR).

The types of data we hold

The personal data that we hold about you will be specific to you and your relationship with us and may include some of the following types of data and other data relevant to the transaction:

  • Personal information including your name,  job title, and date of birth;
  • Contact information including your address, email address and telephone number(s);
  • Information to assist us to verify your identity as part of our anti-money laundering checks process which may include a certified copy of your passport or driving licence and copies of recent utility bills; and
  • Information about your visits to our website, and any engagement with our online information services.

In order to provide our services, we will collect and process personal data relating to third parties who are engaged in transactions that involve our clients (including other shareholders; professionals; or individuals in a target business).

Collecting personal data

We collect most of your personal information directly from you when you contact us directly via call, email or through our website, when you subscribe to any of our information services or when you interact with us through social media.

We also collect information that is publicly available such as information on any company website, news articles, or other multimedia sources as well as any records held on Companies House, MarketIQ and Mergermarket.

If you have a business relationship with one of our clients or contacts, they may collect data which is passed on to us for legitimate interests such as completing a transaction or introducing you to us.

The collection of our employees’ personal information is covered by a separate privacy policy.

Using personal data

We primarily use your personal data to deliver our services to you and complete transactions. Where we have a contract with you, it is necessary for us to process personal data in order to deliver our obligations stated in the contract.

If you are a referrer or potential referrer with whom we have a business relationship, we will use your data to enable us to liaise with you on current or future transactions.

We hold and process your personal data for legitimate interests ie. to share business opportunities, to provide information about our services and completed transactions, to update on any changes made within our organisation or to provide details of any events we are hosting or new services we may be offering to clients generally, both alone and/or in conjunction with others which may be of interest.

We may contact you by email, post or via the telephone. f you do not wish to receive our communications, you can easily opt out by contacting our Data Protection Officer Melissa Dainelli at [email protected].

Sharing personal data with third parties

Generally, we do not share your personal information with third parties. In case we need to share your information, we will notify you of any third party to whom such personal information is to be passed. We will not pass on personal information to any third party unless you agree.

Where we are facilitating introductions with other professionals or organisations, we will ask for your permission to share contact details, or arrange a meeting in person.

We may disclose information where necessary to undertake client identification checks, or other regulatory obligations.

Protecting personal data

HMT takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures.


Your rights under the General Data Protection Regulation (GDPR)

As an individual you have a number of rights under GDPR, including:

  • the right to request access to the personal information we hold about ;
  • the right to rectify any inaccurate information held by us;
  • the right to restrict the processing of the personal information we hold about you
  • the right to request the erasure of your personal information;
  • the right to object to the processing of your personal information; and
  • the right to request that decisions are automatically taken.

These rights may be limited to certain defined circumstances and we may not be able to comply with your request. If you request to exercise these rights, we aim to respond to you within one month.

If you wish to receive a copy of your personal data or exercise these rights, please email our Data Protection Officer Melissa Dainelli at [email protected] or write to us at HMT LLP, The Hub, Station Road, Henley-on-Thames, RG9 1AY.

Whilst we will always strive for excellent service and to manage your expectations, if you feel your data has not been handled correctly or if you have any concerns or complaints about our data handling, please contact us  and we will try to resolve any issues. You also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for GDPR.

Keeping your personal data

We will hold your personal information on our systems for as long as it is necessary for the purpose for which it was collected. Personal data held on client files is stored for the period of any transaction to which it relates and for at least 7 years post transaction.

Client contact details are stored until you tell us to remove them from our records.

Third party websites

Our website may contain links to other websites that may be of interest. However, we do not have any control over those other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

Cookies policy

Cookies are small files which are stored on a user’s computer. They are designed to hold a modest amount of data specific to a particular client and website, and can be accessed either by the web server or the client computer. This allows the server to deliver a page tailored to a particular user and so is able to carry information from one visit to the website (or related site) to the next.

We use analytical and performance cookies on this website. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it.

Cookies help us to improve the way our website works by ensuring that you are finding what you look for easily.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Data Protection Officer

We have appointed a Data Protection Officer (DPO) to ensure compliance with GDPR. HMT’s data protection officer is Melissa Dainelli. You can contact her by email at [email protected] or by phone on 01491 579740.

Changes to our privacy notice

Any changes we may make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice.

If you need more information about our privacy notice and data protection compliance, please contact Melissa Dainelli at [email protected] or by writing to us at The Hub, Station Road, Henley-on-Thames, RG9 1AY


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