Privacy policy

Background

Accountancy Extra Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of ourcustomers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.

• The right to access the personal data we hold about you.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us to find out more.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us to find out more.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What Personal Data Do You Collect?

We will collect and process the following data about you:

• The information you give us. This is information about you that you give us. This could be by filling in any forms on the Website or by corresponding with us by phone, e-mail, or any other forms.
• Information we collect about you. Regarding each of your visits to our Website we will automatically collect the following information:
  • technical information which may include: the Internet protocol (IP) address used to connect your computer to the Internet; browser type and version; time zone setting; browser plug-in types and versions and the operating system and platform.
  • information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our Website (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any name, email address or phone number used to contact us.

The legal basis for this processing is our legitimate interests, namely monitoring and improving our Website and enabling you to communicate with us and for us to send you reports and other material by request.

How Do You Use My Personal Data?

The information you give to us, we will use in the following ways:

• to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
• for internal use and operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to communicate with you including to notify you about our services and any changes to our service;
• to communicate with you including to notify you about legal and regulatory body obligations and any changes that may be applicable to you;

• to ensure that content from our Website is presented in the most effective manner for you and for your computer.

How Long Will You Keep My Personal Data?

Your personal data shall not be kept for longer than is necessary, although it is not possible for us to always specify in advance how long this may be for. We may have to continue to store and process your data and also contact you directly relating to the completion of that service if it is necessary for our compliance with certain legal obligations (statute or HMRC regulations, for example)

If you request your data to be deleted and you fall into this category, we will let you know:

• what data we’ll need to continue to hold
• how we will process it
• the instances we will need to contact you
• why we need to do so, e.g. to complete your tax return, comply with a request or law from HMRC
• when we can delete your data

How and Where Do You Store or Transfer My Personal Data?

The data that we collect from you will be transferred to, and stored at, a destination inside the European Economic Area (“EEA”) by preference and wherever possible.

For time to time personal data may be transferred, viewed and processed outside of the EEA. It will also be processed by staff operating inside the EEA who work for us or for one of our suppliers outside of the EEA. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We do store data via third party servers and we use applications including Dropbox, Microsoft and Google products.

Data held on third party servers is highly protected by security features including firewalls, regular scans against malware and measures to prevent SQL injection.

We process and store data using our tax and accounting software, such software may be located ‘in the Cloud’ and if so we rely on the software provider’s security features and all access if password protected.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Website or via email; any transmission is at your own risk. Once we have

received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Do You Share My Personal Data?

You agree that we have the right to share your personal information with:

• Selected third parties including:
  • business partners, suppliers, and sub-contractors for the performance of any contract we enter into with them or you;
  • analytics and search engine providers that assist us in the improvement and optimisation of the Website;
  • credit reference agencies for assessing your credit score where this is a condition of us entering into a contract with you
  • any financial reference agencies for assessing suitability where this is a condition of us entering into a contract with you
  • If we are under a duty to disclose or share your personal data to comply with any legal obligation or to enforce or apply our Terms of Use.

How Can I Access My Personal Data?

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act and you can request access to the personal data we hold on you and verify the lawfulness of the processing.

You can request access to your personal data we hold by emailing hello@accountancyextra.co.uk. We will respond to your request within 30 days and any data will be provided in a machine-readable format.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on this notice