Privacy Notice

Last updated: May 2018

1. Purpose of This Notice

This privacy notice tells you about the information we collect from you when you use our website or engage our services. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

2. Who Are We?

We are Abacus Accountancy. Our address is Suite 7, Brackenholme Business Park, Brackenholme, Selby, North Yorkshire, YO8 6EL. Our company registration number is 07266889. You can contact us by post at the above address, by email at tom@abacusaccountancy.net or by telephone on 01405 767788.

Our data protection contact is Tom Walsh who can be contacted at tom@abacusaccountancy.net.

3. How We Collect Your Data

We may collect personal data about you in the following ways:

Direct interactions — you may give us your identity, contact and financial data by filling in forms, by corresponding with us by post, phone, email or otherwise. This includes data you provide when you enquire about or engage our services, subscribe to our publications, request marketing material, or give us feedback.
Automated technologies — as you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this using cookies and similar technologies. Please see our Cookie Policy for further details.
Third parties — we may receive personal data about you from HMRC, Companies House, banks and other professional advisers where this is necessary to provide our services.

4. What Information We Hold

We may hold the following categories of personal data:

Identity data — first name, last name, title, date of birth, National Insurance number.
Contact data — billing address, home address, email address, telephone numbers.
Financial data — bank account details, payment card details, income and expenditure information, tax records.
Transaction data — details about payments to and from you and details of services you have purchased from us.
Technical data — internet protocol (IP) address, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
Usage data — information about how you use our website and services.
Marketing and communications data — your preferences in receiving marketing from us and your communication preferences.

5. How We Use Your Information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

Purposes for which we use your data

To register you as a new client.
To deliver our accountancy and advisory services to you.
To manage our relationship with you, including notifying you about changes to our terms or privacy notice.
To administer and protect our business and this website.
To deliver relevant content and marketing to you and measure or understand the effectiveness of the content we serve to you.
To make suggestions and recommendations to you about services that may be of interest to you.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process the data, whether we can achieve those purposes through other means, and applicable legal requirements.

In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

6. Who We Share Your Data With

We may share your personal data with the following categories of recipients:

HMRC, regulators and other authorities who require reporting of processing activities in certain circumstances.
Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
Third-party service providers who provide IT and system administration services.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

7. Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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

8. Your Legal Rights

Under certain circumstances, you have the following rights under data protection laws in relation to your personal data:

Request access to your personal data (commonly known as a "data subject access request").
Request correction of the personal data that we hold about you.
Request erasure of your personal data.
Object to processing of your personal data where we are relying on a legitimate interest.
Request restriction of processing of your personal data.
Request the transfer of your personal data to you or to a third party (data portability).
Withdraw consent at any time where we are relying on consent to process your personal data.

If you wish to exercise any of the rights set out above, please contact Tom Walsh at tom@abacusaccountancy.net.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

9. Withdrawing Consent

Where you have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact Tom Walsh at tom@abacusaccountancy.net. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

10. Changes to This Privacy Notice

We may update this privacy notice from time to time. We will notify you of any changes by posting the new privacy notice on this page. We encourage you to review this privacy notice periodically for any changes.

11. How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at the contact details above.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO's address is: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline number: 0303 123 1113. ICO website: www.ico.org.uk.