Privacy Notice


1. Introduction

Neilson James Technology (NJT) is committed to ensuring your personal information is protected. This privacy notice describes how NJT, collects, uses and protects your personal information

Under the General Data Protection Regulation (GDPR), NJT is classified as both a 'Data Controller" and 'Data Processor'. This means that NJT is responsible for both deciding how personal information about you is held and also responsible for actually processing this information.

This privacy notice is available to you because NJT may hold details personal details such as your Company Contact Name and Email Address, obtained via direct enquiries or puchases of NJT software. For licensed software customers, NJT may also hold additional information.

It makes you aware of how and why your personal data will be used, namely for the purposes of the selling & supporting software products, and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).


2. How your information is collected

NJT only collects personal information about customers or interested parties from the following sources:

  1. Telephone calls or text messages between NJT and you.
  2. Emails or Website enquiries received from you in respect of a product enquiry, software support or purchase order.
  3. For licensed software customers, NJT may also capture additional information.
  4. NOTE: NJT does not use 3rd party mailing lists or databases to obtain personal or company details. Consequently, information held would be as a result of an approach from yourself.

3. What information NJT holds

NJT only stores information about customers or interested parties as follows:

  1. For interested parties, NJT holds the following business details: Business Name, Address, Telephone No, Contact Name & Contact Email Address.
  2. For customers, NJT holds the following customer details: Customer Name, Address, Telephone No, Contact Name, Contact Email Address & VAT Registration Number.
  3. When you submit a VAT Return using the NJT VAT Return Manager (MTD) software, additional information is sent automatically to HMRC, as required within HMRC's 'Fraud & Misuse Prevention' requirement specification.
    This includes the following:
    Computer (make & model), Windows (version, user name & screen size), Network adaptor MAC address, Local IP address and Public IP address.
  4. The NJT VAT Return Manager (MTD) software is available for use on a short trial basis or under an annual licence agreement. For licensed versions of the software, 'Fraud & Misuse' prevention initiatives are undertaken within the sofware by automatically sending usage statisitcs and additional information to NJT.
    This includes the following:
    All your software licence details, Total number of clients in use, Total number of VAT submissions since the licence activation & the additional 'computer device' information sent to HMRC when a VAT Return is submitted.

4. How NJT uses information about you

  1. NJT need all the categories of information described above primarily to allow us to, conduct business with you, provide support to you and to enable us to comply with legal obligations.
  2. NJT will not share your personal information with any external organisation with the exception of HMRC and other Criminal Justice departments, where requested to do as part of any criminal investigation.

5. How your information is stored

The security of your personal information is paramount. Your personal information is only stored on systems owned or operated by NJT or those of our specific suppliers and will only be stored inside the European Economic Area. Every effort is undertaken to ensure the continued integrity and security of personal data. Regular secure data backups are undertaken and stored both locally and within the cloud. Additionally, pro-active Antivirus is installed on all machines and updated every few hours. Windows operating systems are maintained to ensure Security updates and patches are up to date at all times.


6. How long does NJT hold your information

  1. For interested parties, NJT will normally hold your contact details for a period of 2 years.
  2. For customers, NJT will normally hold your details for a period of 6 years from the date of your latest Sales invoice.

7. Your rights

Under certain circumstances, by law you have the right to:

  1. Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information that NJT hold about you and to check that it is being lawfully processed.
  2. Request correction of the personal information that NJT hold about you. This enables you to have any incomplete or inaccurate information corrected.
  3. Request erasure of your personal information. This enables you to ask NJT to delete or remove personal information where there is no good reason for NJT to continue processing it. You also have the right to ask to delete or remove your personal information where you have exercised your right to object to processing (see below).
  4. Object to processing of your personal information where NJT are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where NJT are processing your personal information for direct marketing purposes.
  5. Request the restriction of processing of your personal information. This enables you to ask NJT to suspend the processing of personal information about you, for example if you want NJT to establish its accuracy or the reason for processing it.
  6. Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that NJT transfer a copy of your personal information to another party, please contact our Privacy officer or by email at 'privacy@neilsonjamestech.co.uk'.