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Privacy Policy

Privacy Policy 2018

We take your privacy very seriously and we ask that you read this privacy notice carefully as it contains important information on which we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a complaint.

Who we are

Longhill Accounting Ltd collects uses and is responsible for certain personal data about you. When we do so we are required to comply with data protection regulation and we are responsible as a data controller of that personal data for the purposes of those laws.

When we mention “Longhill Accounting”, “we”, “us” or “our” we are referring to Longhill Accounting Ltd.

We are a company registered in England and Wales (07586256) whose registered office is at 1 Longhill Lodge, Ditcheat, Shepton Mallet, Somerset BA4 6QR. Longhill Accounting is authorized and regulated by the ICAEW.

We provide you with tax and accounting services and advice, including preparation of accounts and tax returns

The personal data we collect and use

In the course of providing our service to you we may collect the following personal data when you provide it to us:

§  contact information

§  identity information

§  financial information

§  employment status

§  tax information

Information collected from other sources

We may also obtain personal data from other sources in the course of providing our services. Where we obtain this information from another party it is their responsibility to make sure they explain that they will be sharing personal data with us and, where necessary, ask permission before sharing information with us.

The personal data we obtain from other sources may include the following:

§  From other professionals such as your Solicitor or former Accountant

§  From identification and verification checking agencies

§  identity information

§  sanction check information

How we use your personal data

§  How we use your personal data

We use your personal data to prepare tax returns and accounts in accordance with the work you have asked us to complete on your behalf.

We only request data that is necessary for us to complete these returns or to contact you.

We routinely share your data with HM Revenue & Customs. We may share data with other parties if you have specifically authorized us to do so

Marketing

We do not use personal data we hold about you for marketing purposes.

Whether information has to be provided by you, and if so why

We will tell you if providing some personal data is optional, including if we ask for your consent to process it. In all other cases you must provide your personal data in order for us to provide you with our services.

How long your personal data will be kept

We will hold your personal data for 7 years after the completion of the last tax return we complete on your behalf.

Transfer of your information out of the EEA

We will not transfer your personal data outside of the European Economic Area or to any organization (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

Your rights

You have legal rights under data protection regulation in relation to your personal data. These are set out under the below headings:

§  To access personal data

§  To correct / erase personal data

§  To restrict how we use personal data

§  To object to how we use personal data

§  To ask us to transfer personal data to another organization

§  To find out more about how we use personal data

We may ask you for proof of identity when making a request to exercise any of these rights. We do this to ensure we only disclose information or change your details where we know we are dealing with the right individual.

We will not ask for a fee, unless we think your request is unfounded, repetitive or excessive.  Where a fee is necessary, we will inform you before proceeding with your request.

We aim to respond to all valid requests within one month. It may however take us longer if the request is particularly complicated or you have made several requests.  We will always let you know if we think a response will take longer than one month. To speed up our response, we may ask you to provide more detail about what you want to receive or are concerned about.

We may not always be able to fully address your request, for example if it would impact the duty of confidentiality we owe to others or if we are otherwise legally entitled to deal with the request in a different way.

To access personal data

You can ask us to confirm whether or not we have and are using your personal data. You can also ask to get a copy of your personal data from us and for information on how we process it.

To rectify / erase personal data

You can ask that we rectify any information about you which is incorrect. We will be happy to rectify such information but would need to verify the accuracy of the information first.

You can ask that we erase your personal data if you think we no longer need to use it for the purpose we collected it from you.

You can also ask that we erase your personal data if you have either withdrawn your consent to us using your information (if we originally asked for your consent to use your information), or exercised your right to object to further legitimate use of your information, or where we have used it unlawfully or where we are subject to a legal obligation to erase your personal data.

We may not always be able to comply with your request, for example where we need to keep using your personal data in order to comply with our legal obligation or where we need to use your personal data to establish, exercise or defend legal claims.

To restrict our use of personal data

You can ask that we restrict our use of your personal data in certain circumstances, for example

§  where you think the information is inaccurate and we need to verify it;

§  where our use of your personal data is not lawful but you do not want us to erase it;

§  where the information is no longer required for the purposes for which it was collected but we need it to establish, exercise or defend legal claims; or

§  Where you have objected to our use of your personal data but we still need to verify if we have overriding grounds to use it.

We can continue to use your personal data following a request for restriction where we have your consent to use it; or we need to use it to establish, exercise or defend legal claims, or we need to use it to protect the rights of another individual or a company.

To object to use of personal data

You can object to any use of your personal data which we have justified on the basis of our legitimate interest, if you believe your fundamental rights and freedoms to data protection outweigh our legitimate interest in using the information. If you raise an objection, we may continue to use the personal data if we can demonstrate that we have compelling legitimate interests to use the information.

To request a transfer of personal data

You can ask us to provide your personal data to you in a structured, commonly used, machine-readable format, or you can ask to have it transferred directly to another data controller (e.g. another company).

You may only exercise this right where we use your personal data in order to perform a contract with you, or where we asked for your consent to use your personal data. This right does not apply to any personal data which we hold or process outside automated means.

You can contact us for more information

If you are not satisfied with the level of information provided in this privacy notice, you can ask us about what personal data we have about you, what we use your information for, who we disclose your information to, whether we transfer it abroad, how we protect it, how long we keep it for, what rights you have, how you can make a complaint, where we got your data from and whether we have carried out any automated decision making using your personal data.

Keeping your personal data secure

We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Our supervisory authority

If you are not happy with the way we are handling your information, you have a right to lodge a complaint with the Information Commissioners Office. It has enforcement powers and can investigate compliance with data protection regulation (www.ico.org.uk).

We ask that you please attempt to resolve any issues with us before the ICO.

Please contact us if you have any questions about this privacy notice or the information we hold about you.

Glossary of Terms 

we, us or our

Longhill Accounting Ltd

a company registered in England and Wales (07586256) and having its registered office at 1 Longhill Lodge Ditcheat Shepton Mallet Somerset BA4 6QR.

contact information

These are details that can be used to contact a person, including title, first name, surname, personal telephone number, fax, email address, home address, country, postcode or city of residence. This may also include work contact information such as work telephone number, fax, work email and work address

data controller

Means a natural or legal person (such as a company) which determines the means and purposes of processing of personal data. For example, we are your data controller as we determine how we will collect personal data from you, the scope of data which will be collected, and the purposes for which it will be used in the course of us providing you with services

data protection regulation

applicable data privacy and protection laws

employment status

this is information about your work, if you are employed, self-employed, unemployed, a student or on job seeker allowance

ICAEW

Institute of Chartered accountants in England & Wales

financial information

this is information relating to your financial status, including salary/income, outgoings/expenditure, tax rate and P60

tax information

This is information relating to your personal tax history, including payment history and the data held by HM Revenue & Customs about you.

identity information

this is any information that can be used to distinguish a person or verify their identity, such as name, date of birth, place of birth, gender, marital status, national identity card/number, passport, drivers licence and national insurance number

Services

Is the tax and / or accounting advice we give you, and the services provided in preparing accounts and tax returns 

sanction check information

this is information relating to your politically exposed persons (PEPs) status and Her Majesty’s Treasury financial sanctions status, which is recorded to prevent fraud and money laundering