Excel Accountants respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.
This privacy notice aims to give you information on how Excel Accountants collects and processes your personal data when you sign up as a client or visit this Site.
1. IMPORTANT INFORMATION AND PURPOSE OF THIS PRIVACY NOTICE
Excel Accountants (Beds) Ltd is the controller and responsible for your personal data (collectively referred to as “Excel Accountants”, “we”, “us” or “our” in this privacy notice).
We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data privacy manager using the contact information below and stating Data Privacy Enquiry in the subject line.
Full name of legal entity: Excel Accountants (Beds) Ltd
Email address: firstname.lastname@example.org
Postal address: Excel Accountants, Excel House, 3 Duke Street, Bedford, MK40 3HR.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated in May 2018. This policy may change and be updated from time to time. Please check back regularly.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
Identity Data includes first name, last name, marital status, title, date of birth and gender.
Taxation Identity Data includes national insurance number, taxation UTR
Contact Data includes address, telephone number and email address
Financial Data includes bank account details where relevant, payroll data for yourself and/or employees of your business
Limited Company or Partnership Data includes registered office address, company bank details, shareholder & director information, company taxation UTR and pension data (if applicable)
Technical Data For Website Visits includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site.
Except in limited circumstances which will be made clear to you, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health). Nor do we collect any information about criminal convictions and offences.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact, Financial and Limited Company or Partnership Information by filling in forms or by corresponding with us by post, email or otherwise.
Automated technologies or interactions. As you interact with our Site, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
4. HOW WE USE YOUR PERSONAL DATA
Most commonly, we will use your personal data in the following circumstances:
For the preparation and submission of either your self assessment, partnership or limited company accounts to HMRC and Companies House
For the preparation of your or your employees payslips and submission to HMRC
To administer your auto enrolment pension scheme and make appropriate contributions into the pension scheme on the behalf of your business
We take your privacy very seriously and we will never share personal data to any company unless specifically instructed by you (for example to a mortgage broker for a mortgage application). We are both governed by General Data Protection Regulation (GDPR) and the ICAEW (specifically the Principle of Confidentiality – clause 140), as our overseeing accounting professional body.
OPTING OUT OF NEWSLETTER
You can ask us to stop sending you our newsletter at any time by emailing email@example.com and stating Opt Out Of Newsletter in the subject line.
5. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, our employees will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
6. DATA RETENTION – HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will retain your personal data for as long as necessary to fulfil the purposes we collected it for, which in most cases means continuing to hold your personal data to allow us to prepare payslips, tax returns and accounts on an ongoing basis.
We are required to hold accounting records for at least 6 years from the end of the financial year or accounting period to which they relate.
In some circumstances you can ask us to remove your data from our secure servers or delete your data all together. To do so please email firstname.lastname@example.org the subject line Data Deletion Request.
7. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we 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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.