PRIVACY POLICY

Contact Details

The Accounts Team Ltd

Registered address: 53 Bruton Way, Bracknell, Berkshire, RG12 0GJ

Data Protection Officer: Ruth Wood

Telephone number: 07961 206 376

Email address: hello@the-accounts-team.co.uk 

Website: www.the-accounts-team.co.uk

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.

What Type of Information Do You Have?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

• Full names, previous or other names, current and previous addresses, marital status, gender, telephone numbers, email addresses, date of birth, business name, job title, profession, payment information, national insurance number, passport number and financial details
• Information relevant to preparing your financial accounts, corporation tax, payroll, VAT and other services you require from us

How Do You Get the Information and Why Do You Have It?

Our primary reasons for using personal information is so that we can provide our bookkeeping services, to fulfil our contractual responsibilities to you, to respond to any requests and to comply with legal obligations. We therefore have a legitimate contractual and legal obligation for processing your personal information. We will hold the minimum that is required to be able to perform our work.

We would receive this information from you through finance software and correspondence.

What Do You Do with the Information?

Your personal data may be used for the following purposes:

• Supplying our services to you as our client. Your personal details are required in order for us to enter into a contract with you
• To provide, maintain and improve our bookkeeping services
• To fulfil our obligations under relevant laws in force (e.g. the Money Laundering and Terrorist Financing)
• Sharing information with suppliers, HMRC etc.
• To comply with professional obligations to which we are subject as a member of Institute of Certified Bookkeepers
• Communicating with you. This may include responding to emails, calls or texts from you

We will ensure all personal data held is kept up to date. If you become aware that the information we hold is inaccurate then please contact us to have it amended.

How Do You Store My Information?

Information is stored in our bookkeeping software which is online and documents are saved on secure servers in the cloud which are constantly backed up. We use strong passwords, our software is kept up to date and our computers are protected by security software. We do not keep paper files to ensure security.

Our employees are bound to our privacy policies and procedures which maintain the security of your data. 

Information is kept for as long as is required by us to provide you with the services you have requested and to comply with other law, including the period demanded by HMRC. 

Data Protection Rights

Under data protection law, you have rights including:

• Your right of access – you have the right to ask us for copies of your personal information
• Your right to rectification – you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – you have the right to ask us to restrict the processing of your information in certain circumstances
• Your right to object to processing – you have the the right to object to the processing of your personal data in certain circumstances
• Your right to data portability – you have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at hello@the-accounts-team.co.uk if you wish to make a request.

How to Complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Changes to our Privacy Notice

We keep our privacy notice under regular review and reserve the right to amend and update the policy as required. Where appropriate, we will notify you of those changes by email or by placing an updated version of the notice on our website.