Version 1 30.6.2020
Your privacy is important to us
At Axe Valley Accountancy, we are committed to protecting and safeguarding your personal information whilst respecting your privacy.
Your privacy in a nutshell
We care about your privacy and want you to be confident in the way we use your personal information – which is why we’ve put together this handy summary so that you can get the facts at a glance.
If you’re looking for the full version of our policy, you can find it below.
Why do you need my personal information at all?
Your personal information helps us give you the best service possible. If you instruct us as your advisers, we’ll obviously need to store and use your personal data in order to carry out the service you have contracted us to do.
We’ll sometimes want to use your details to send you information which we feel you’ll be legitimately interested to receive – but you can opt out from receiving these marketing emails at any time you want by following the unsubscribe links and changing your marketing preferences or by simply contacting us.
Here are the sorts of things we use your personal information for:
Purpose of this privacy notice
This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act [1998 OR 2018] and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
This policy applies to Axe Valley Accountancy Ltd: The registered office is 3 Swan Road, Seaton, Devon, EX12 2US.
Glossary of useful terms
What is personal data?
The meaning of ‘personal data’ refers to any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier. It may include (but is not limited to):
What is sensitive personal data?
The GDPR refers to sensitive personal data as “special categories of personal data”. The special categories specifically include racial or ethnic origin, trade union membership where processed to uniquely identify an individual.
What is a Data Controller?
A ‘data controller’ determines the purposes and means of processing personal data. For our company, the data controller is: Axe Valley Accountancy Ltd, 3 Swan Road, Seaton, Devon, EX12 2US.
Our Data Controller is Amanda Hines, Principal who can be contacted at the above address or on email@example.com or by calling 07921 456493.
What is a Data Processor?
A “data processor” is a person or organisation which processes personal data for the controller.
What is Data Processing?
Data processing in relation to information or data means obtaining, recording, or holding the information or data or carrying out any operation or set of operations on the information or data, including:
Business to Business or Business to Consumer?
As a business ourselves, we are instructed by many other types of business, including but not limited to: listed companies (PLCs), limited companies (LTD), LLP incorporated partnerships, trusts and foundations, local authorities, government institutions, public sector organisations, schools and charities.
However, we also advise individual clients. This can include private clients, sole traders, unincorporated partnerships, trusts, and foundations.
Information we collect and how we do it
We may process your personal data for purposes necessary for the performance of our contract with you OR your employer OR our clients and to comply with our legal obligations such as anti-money laundering legislation.
We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.
We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.
We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
Information about connected individuals
We may need to gather personal information about your close family members and dependents to provide our service to you effectively. In such cases it will be your responsibility to ensure that you have the consent of the people concerned to pass their information on to us. Please make them aware of this privacy notice.
How will we use the information about you and why?
We may use your personal data to:
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
Change of purpose
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where 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 we will explain the legal basis which allows us to do so.
Disclosing your information
Security precautions in place for data collected
We have put in place commercially reasonable and 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
We may use your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of extra information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and cut fraud and credit risk.
What Are Cookies?
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain features of this site. Therefore, it is recommended that you do not disable cookies.
The Cookies We Set
Third Party Cookies
This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Analytics page.
Third party analytics are used to track and measure usage of this site so that we can continue to produce engaging content. These cookies may track things such as how long you spend on the site or pages you visit which helps us to understand how we can improve the site for you.
We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work, social media sites including Facebook, Twitter, and LinkedIn, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
How long will we hold your data for?
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
We will hold your data for 7 years in line with our regulatory requirements.
Access to your information, correction, portability, and deletion
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us by emailing firstname.lastname@example.org or writing to the above address.
Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
If you want to exercise any of the above rights, please contact Amanda Hines, Principal at Axe Valley Accountancy Ltd, 3 Swan Road, Seaton, Devon, EX12 2US or email email@example.com.
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 for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
How to contact us
T: 07921 456493
Or write to us at Amanda Hines, Principal, Axe Valley Accountancy Ltd 3 Swan Road, Seaton, Devon, EX12 2US.
You also have the right to take this up with the relevant supervisory authority which, in the UK is the Information Commissioner’s Office.