What information do we collect about you?
We collect information about you when you engage us for Accounting, Payroll, VAT Advisory and Personal Taxation services. This information will relate to your personal and financial circumstances. It may also include special categories of personal data such as data about your health, if this is necessary for the provision of our services.
Information about connected individuals
We may need to gather personal information about your close family members and dependants in order to provide our service to you effectively. In such cases it will be your responsibility to ensure that you have the consent of the people concerned to pass their information on to us. We’ll provide a copy of this privacy notice for them or, where appropriate, ask you to pass the privacy information to them.
Why do we need to collect and use your personal data?
The primary legal basis that we intend to use for the processing of your data is for the performance of our contract with you. The information that we collect about you is essential for us to be able to carry out the services that you require from us effectively. Without collecting your personal data we’d also be unable to fulfil our legal and regulatory obligations.
Where special category data is required we’ll obtain your explicit consent in order to collect and process this information.
How will we use the information about you?
We collect information about you in order to provide you with the services for which you engage us.
Who might we share your information with?
If you agree, we may email or we will discuss with you other products or services that we think may be of interest to you.
We will never share your information with any other companies, unless you give us your explicit authority to do so.
In order to deliver our services to you effectively, we may send your details to third parties such as those that we engage for professional compliance, Independent Financial Advisers or legal services as well as software providers that we use to produce your Accounts, Return and documents. If you would like to see a list of these, please contact Richard Smedley.
Where third parties are involved in processing your data, we’ll have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they’ll only act in accordance with our written instructions.
Where it’s necessary for your personal data to be forwarded to a third party, we’ll use appropriate security encryption and password protection measures to protect your personal data in transit. Again, if you wish to know who we use, please let us know.
To fulfil our obligations in respect of prevention of money laundering and other financial crime, we may send your details to third party agencies for identity verification purposes.
How long do we keep hold of your information?
During the course of our relationship with you, we’ll retain personal data which is necessary to provide services to you. We’ll take all reasonable steps to keep your personal data up to date and secure throughout our relationship.
We are also subject to regulatory requirements to retain your data for specified minimum periods. These are, generally:
Please see attached Schedule.
These are minimum periods, during which we have a legal obligation to retain your records.
We reserve the right to retain your data for longer where we believe it’s in our legitimate business interests and common sense to do so. In any case, we’ll not keep your personal data for longer than six years after our relationship with you has ended.
You have the right to request deletion of your personal data. We’ll comply with this request, subject to the restrictions of our regulatory obligations and legitimate business interests as noted above.
How can I access the information you hold about me?
You have the right to request a copy of the information that we hold about you. If you’d like a copy of some or all of your personal information, please email or write to us using the contact details noted below.
When your personal data is processed by automated means, you have the right to ask us to move your personal data to another organisation for their use.
We have an obligation to ensure that your personal information is accurate and up to date. Please ask us to correct or remove any information that you think is incorrect.
What can you do if you are unhappy with how your personal data is processed?
You also have a right to lodge a complaint with the supervisory authority for data protection. In the UK this is:
Information Commissioner’s Office
0303 123 1113 (local rate)
How to contact us
Or write to us at Richard Smedley, Chartered Accountants, 2nd Floor Woodside House, 261 Low Lane, Horsforth, Leeds LS18 5NY.
We have provided you with a copy of our Privacy Notice which provides information about the nature of our personal data processing activities and includes details of our retention and deletion policies as well as your rights of access to the personal information that we hold on you.