Privacy Policy

Above all else, TekXera values your trust and privacy. Our policy, in short, is to only ever collect and handle necessary personal data that supports the delivery of service we can provide for you.

By agreeing to our terms and using our website and services, you consent to be governed by this Privacy Policy.

This policy was last reviewed in January 2025.

 

Opening statements

This privacy statement applies to TekXera, subsidary of Gemraj Technologies Limited, with the registered office at 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia London, W1T6EB, United Kingdom

, and the entities we own, control or work with, such as third party service providers (‘TekXera’, ‘we’, ‘us’, ‘our’).

We are committed to protecting your privacy and handling your information openly and transparently. This privacy statement explains how we will collect, handle, store and protect your personal information.

References to ‘our website’ or ‘this website’ denote to https://tekxera.com, https://tekxera.co.uk and any other subdomain of these root domains.

This privacy statement also contains information about how we share your personal data with other members of TekXera and third party organisations, such as our service providers.

Your information may also be referred to as ‘personal data’. We may also refer to ‘processing’ your data, which encompasses collecting, handling, storing and protecting.

Personal data we collect

We may collect, record and use your personal data in physical or digital form, and will hold, use and otherwise process that data in accordance with relevant data protection legislation and as laid out in this statement.

We may perform due diligence checks before providing one of our services, and during this process we may collect and use your personal data. We may also collect personal data from you during your use of this website.

We may process your personal data for any of the following reasons:

  1. You provide it for us willingly, such as through our contact form.
  2. Other parties provide it for us, such as third party service providers that we use to help operate our business.
  3. This information is already publicly available, such as through a LinkedIn profile.

We may process personal data from you because we observe or infer data about you from the way you interact with us or other organisations. This allows us to personalise and improve your experience of this website and to make sure that your journey aligns with our vision.

We may also use cookies or web beacons to collect personal data from time to time. More information on how we use cookies and collect data from them, as well as how you control them, can be found in our cookie policy.

What we collect

Personal data we process includes, but is not limited to:

  • Your full name
  • Gender
  • Age/date of birth
  • Contact information, such as address, email or mobile number
  • Lifestyle and social circumstances, such as hobbies
  • Messages on blogs, forums, wikis, social media or any service we provide
  • IP address
  • Browser type
  • Language
  • Peak hours
  • Complaints
  • Details of how you use and interact with our products and services
  • CCTV footage and other information collected when you visit our premises

We may also collect data classified as ‘sensitive’ or ‘special’. We will typically seek explicit permission from you in writing to process these types of data:

  • Dietary requirements
  • Heath or special accessibility requirements
  • Sexual orientation
  • Ethnic or racial origin
  • Political opinions

We may collect these special types of data for the following reasons:

  1. You are attending an in-person meeting for us with included catering
  2. You have special requirements for accessing buildings
  3. You provide us details about your spouse or partner
  4. For multicultural networks you belong to
  5. Any political associations you belong to or have contributed to

You reserve the right to opt out of collection of this data at any time, but please note that doing so will limit or prevent our ability to effectively provide our products or services. Please refer to section 11 below for more information.

Personal data provided by or about third parties

When you or a third party provides us personal data about you, we’ll process this information in accordance with this policy and relevant privacy laws and regulations.

If any information you give us relates to a third party, such as a spouse, financial dependant or joint account holder, you acknowledge and confirm that you obtained the necessary permission to do so. In any such scenario where prior permission was not obtained and TekXera was not aware, TekXera and its parent are not liable.

How we use your personal data

We process information about you or your business to enable us and other members of TekXera to provide you with our services and meet legal and regulatory obligations.

Use of personal data for service delivery

We will use your personal data to provide services to you, our clients, or other third parties. This includes using your personal data in correspondence related to those services. Such correspondence may be with:

  • You,
  • Third parties,
  • Other members of TekXera,
  • Our service providers, or
  • Competent authorities.

Additionally, we may use your personal data to conduct due diligence checks related to our services.

Given the wide range of services we offer, how we use personal data can vary. For instance, we might use personal data about:

  • A client’s employees to assist them with managing their tax affairs when working overseas.
  • A client’s employees or customers during an audit (or similar activity) for that client.
  • A client to help them complete a tax return.

Use of personal data for business operations

We may also use your personal data for activities that form part of our business operations, including:

  1. Compliance with Legal or Regulatory Requirements

    • Responding to requests or communications from competent authorities.

  2. Administrative and Financial Management

    • Client account opening and other administrative tasks.
    • Financial accounting, invoicing, and risk analysis.

  3. Relationship Management and Marketing

    • Sending you thought leadership materials or information about our products and services.
    • Contacting you for feedback on our services.
    • Sending invitations to events.
    • Conducting marketing or research activities.

  4. Recruitment and Business Development

    • Using testimonials from a client’s employees (with their permission) in our recruitment or promotional materials.
    • Verifying and improving information we hold about key business relationships using third-party data sources.

  5. Professional Services

    • Engaging with professional advisors such as lawyers, accountants, and consultants.

  6. Security and Rights Protection

    • Investigating or preventing security incidents.
    • Protecting our rights and those of our clients.

Use of personal data collected via our website

In addition to the above, personal data collected through our website may be used to:

  • Manage and improve the website’s functionality.
  • Personalize the content you see for a tailored experience.
  • Highlight information about products or services that may interest you.
  • Manage and respond to requests or inquiries submitted through the website.

How we can collect your personal data

We are required by law to outline the legal grounds on which we rely to process your personal data. TekXera relies on one or more of the following lawful grounds:

  1. Consent

    • You have explicitly agreed to us processing your information for a specific reason.

  2. Performance of an Agreement

    • The processing is necessary to fulfill the agreement we have with you or to take steps to enter into an agreement with you.

  3. Legal Obligation

    • The processing is necessary to comply with a legal obligation, such as maintaining records for tax purposes or providing information to a public body or law enforcement agency.

  4. Legitimate Interests

    • The processing is necessary for purposes of a legitimate interest pursued by TekXera or a third party, such as:
      (a) Providing our services to you, our clients, or other third parties, and ensuring engagements are well-managed.
      (b) Preventing fraud.
      (c) Protecting our business interests.
      (d) Investigating complaints.
      (e) Evaluating, developing, or improving our services or products.
      (f) Keeping you or our clients informed about relevant products and services, unless you have opted out of such communications.

Processing special categories of data

In cases where TekXera processes special categories of data about you, we will do so only when:

  • Explicit Consent: You have explicitly provided your consent.
  • Legal Obligation: We are required by law to process the data to comply with ‘know your client’ and ‘anti-money laundering’ obligations or other legal requirements.
  • Employment or Social Law Obligations: The processing is necessary to fulfill obligations under employment, social security, or social protection law.
  • Legal Claims: The processing is necessary for the establishment, exercise, or defense of legal claims.
  • Public Data: You have made the data manifestly public.

Withdrawal of consent

If you withdraw your consent, TekXera may, in certain circumstances, continue to process your personal data where another lawful basis applies, as outlined above.

Sharing your personal data

In connection with any of the purposes outlined in the “How We Use Your Personal Data” section, we may disclose information about you to:

  1. TekXera Members and Service Providers

    • Other members of TekXera or third parties that provide services or online platforms to us and/or TekXera.

  2. Competent Authorities

    • Competent authorities, including courts and regulatory authorities overseeing TekXera and its members.

  3. Your Employer and Advisors

    • Your employer, its advisors, or your personal advisors.

  4. Other Relevant Third Parties

    • Other third parties that reasonably require access to your personal data.

Personal data shared on social media applications

Our website may host various blogs, forums, wikis, and other social media applications or services that allow you to share content with other users (collectively referred to as “Social Media Applications”).

Please note that any personal data you contribute to these Social Media Applications can be read, collected, and used by other users of the platform. TekXera has limited or no control over these other users. As a result, any personal data you share through these applications may not be handled in accordance with this privacy statement.

Transferring your personal data outside the United Kingdom

Information we hold about you may be transferred to other countries (including those outside the European Economic Area [“EEA”]):

  • Where TekXera conducts business.
  • That are linked to your engagement with us.
  • From which you regularly receive or transmit information.
  • Where our third parties operate or conduct their activities.

These countries may have less stringent privacy laws than the United Kingdom or the EEA. Consequently, any information transferred to these locations could become subject to their local laws and disclosure requirements, including disclosures to governmental bodies, regulatory agencies, or private individuals. Additionally, many countries participate in international agreements that facilitate the exchange of information for purposes such as law enforcement, taxation, and regulatory compliance.

Ensuring data protection during transfers

When TekXera or its authorized third parties transfer your personal data outside the EEA, we will ensure appropriate safeguards are in place, such as:

  • Imposing contractual obligations on recipients of the data to protect it in line with EEA standards.
  • Requiring recipients to adhere to international frameworks that promote secure data sharing.

We may also transfer your personal data when:

  1. Adequacy decision: The data is transferred to a country deemed by the European Commission to provide adequate protection for personal data.
  2. Your consent: You have explicitly consented to the transfer.

In cases where personal data must be transferred outside the EEA due to legal obligations, TekXera will take all reasonable steps to ensure your data remains adequately protected.

Sharing non-personal data

We may share anonymized and aggregated information with third parties for various purposes, including:

  • Data analytics and research.
  • Industry submissions and thought leadership.
  • Marketing and promotional activities.

Protecting your personal data

We implement a variety of measures to ensure that your personal data is secure, accurate, and up to date. These include:

  • Education and training: Providing relevant staff with education and training to ensure they are aware of their privacy obligations when handling personal data.
  • Access controls: Applying administrative and technical controls to restrict access to personal data on a strict ‘need-to-know’ basis.
  • Technological security: Utilizing technological safeguards such as firewalls, encryption, and antivirus software to protect personal data.
  • Physical security: Implementing physical security measures, including the use of security passes to control access to our premises.

While we use appropriate measures to protect your personal data, it is important to note that the transmission of data over the internet (including by email) is never entirely secure. As such, we cannot guarantee the absolute security of data transmitted to us or by us.

How long we retain your personal data

We aim to retain your personal data only for the longer of:

  • The period necessary for the relevant activity or services.
  • Any retention period required by law.
  • The duration in which litigation or investigations may arise in relation to the services.

Your rights

You have several rights concerning your personal data. These include the right to:

  1. Access your personal data

    • Obtain confirmation that we are processing your personal data.
    • Request a copy of the personal data we hold about you.

  2. Be informed

    • Receive information about how your personal data is processed, including:
      • The purposes of processing.
      • The types of personal data involved.
      • To whom your data is disclosed.
      • Storage periods.
      • Sources of data (if obtained from a third party).
      • Whether we conduct automated decision-making, including profiling, and its logic, significance, and consequences.

  3. Update or correct data

    • Request that we update or correct personal data that you believe is inaccurate or incomplete.

  4. Delete or restrict data

    • Ask us to delete the personal data we hold about you or restrict how we use it.

  5. Withdraw consent

    • Withdraw consent to our processing of your personal data where the processing is based on your consent.

  6. Data portability

    • Request a copy of your personal data in a structured, commonly used, and machine-readable format.
    • Transmit that data to another party, where processing is based on consent or a contract.

  7. Manage marketing preferences

    • Request that we stop or start sending you marketing messages at any time by contacting us using the details provided in section 13.

  8. Object to processing

    • Object to how we process your personal data in certain circumstances.

Making a request

If you wish to access or obtain a copy of your personal data, you must make the request in writing. We will strive to respond within a reasonable timeframe and, in any case, within one month, in compliance with data protection legislation.

To ensure your information remains accurate, please inform us of any changes to your personal details using the contact information in section 13.

Complaints

If you wish to make a complaint about how we handle your personal data or your privacy rights, please contact us using the details provided in section 13.

Sending your marketing information

TekXera and its associated members may use your information from time to time to inform you—via letter, telephone, email, or other electronic methods—about products and services, including those offered by third parties, that may be of interest to you.

You may opt out of receiving marketing communications from us at any time by:

  • Following the unsubscribe instructions included in our communications.
  • Contacting us directly using the details provided in section 13.

Your right to complain

If you wish to:

  • Raise a complaint about how we use your personal data.
  • Exercise any of your rights as outlined above.
  • Ask questions or provide feedback regarding privacy issues.

Please contact us using the details provided in section 13.

Additionally, you have the right to lodge a complaint with:

  • The Information Commissioner’s Office (ICO), which regulates data protection in the UK, by calling 0303 123 1113.
  • The EU Data Protection Authority (DPA) in your jurisdiction, if you are located outside the UK.

Changes to this policy

We may update or amend this privacy statement periodically.

When changes are made, we will update the revision date at the top of this page. The modified or amended privacy statement will take effect from the stated revision date.

We encourage you to review this statement periodically to stay informed about how TekXera is safeguarding your information.

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