This privacy statement explains how we collect and use personal information about you.
What personal information we collect
Given our range of services we may process many categories of personal data, this may include
- contact and personal details (including name, address, date of birth, employer name, contact title, phone, email and other business or family contact details);
- business activities;
- family information;
- information about management and employees of clients;
- income, taxation and other financial-related details;
- investments and other financial interests;
- payroll details and other financial information.
Where we collect personal information from
We collect such data that is necessary for us to perform our services and we ask clients only to share such data as is required for that purpose
We collect data from clients or from third parties as instructed by clients, this occurs when:
- We are contacted about our services
- We are requested to provide a proposal for our clients or potential clients
- Our clients engage us to provide services
How we use your personal information
- deliver services and meet legal responsibilities
- verify identity where this is required
- communication by post, email or telephone
- understand needs and how they may be met
- maintain records
- process financial transactions
- prevent and detect crime, fraud or corruption
Who we share your personal information with
We will share your personal information with relevant bodies required to complete the assignment this will include:
- Companies House
How long we retain your personal information for
We retain your personal data for as long as is considered necessary for the purpose for which it was collected, or by applicable law. We are required by law to keep your data for a minimum of:
- Personal tax 6 years from the 31 January following the end of the tax year
- Corporation tax 6 years from the end of the tax year to which it relates
- Accounts 7 years
- Payroll 7 years
After this time, it will be destroyed unless there is a legal requirement to keep the data.
Information which we use for marketing purposes will be held with us only if you notify us that you wish to receive relevant information
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Holding personal information outside the EEA
All data is processed by our staff in the UK, however for the purposes of IT hosting and maintenance this information may be held on servers within the European Union. No third parties have access to your data unless allowed by law
Access to your information – You have the right to request a copy of the personal information about you that we hold.
Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information – You have the right to ask us to delete personal information about you where:
- You consider that we no longer require the information for the purposes for which it was obtained.
- We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information
- You have validly objected to our use of your personal information – see Objecting to how we may use your information
- Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information.
Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in below if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website.
This privacy statement was last updated on 20 May 2018
If you have any questions regarding this statement or wish to contact us about the statement, please contact our data protection officer
Alistair Marr. firstname.lastname@example.org, 0141 620 2245
We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/concerns
23W Limited Chartered Accountants
23 Woodvale Avenue
Glasgow G46 6RG