The processing of your data is necessary for the purposes of the provision of a variety of accountancy services. This privacy statement outlines what this means in practice and explains how we collect, store, manage and protect your data.
Who We Are and What We Do
We provide our clients with many services including; Accounts, Audits, Management Accounts, Bookkeeping, Payroll Services, Completion of Corporation Tax returns, Completion of personal, partnership and trust tax returns, VAT services, P11ds, cashflow forecasting and many other adhoc services.
In order to provide these services, we have several computer programmes that contain personal data collected by our staff during the course of the work you have asked us to perform.
In the first instance we will build a profile for you on our correspondence and time recording systems based on the information provided in our new client information record and the vast majority of this information will have been obtained directly from you.
If you have requested to join our mailing list we will store the contact details you have given us.
To market our services and engage with you in a bespoke and relevant manner. We will also maintain details about the services we do and don’t provide to you along with the nature of your business, whether you are VAT registered and so on.
The Data We Hold
For money laundering purposes we gather the following information about you:
- Your name, title, nationality, home address, gender and date of birth In addition, we will hold the following other information
- Records of verbal or email conversations and meetings.
- A record of the communications we have sent to you and any responses to such communications.
- Your contact preferences, telephone number, email addresses.
- (if applicable) Details of your shareholdings.
- (if applicable) Details of your bank accounts and copies of bank statements and credit card statements.
- (if applicable) Details of your directorships and other business interests.
- (if applicable) Your family and partner/spousal details.
- (if applicable) Details of your employer, your income levels, tax codes, national insurance numbers, Unique Taxpayer Reference, benefits received, pension details, whether you have student loan repayments and any attachment of earnings.
- (if applicable) copies of your accounting software and other records including purchase invoices, sales invoices and payroll reports.
- (if applicable) Details of any tax elections, historical data on your assets for capital gains purposes.
- (if applicable) Details of company’s house access codes, charity commission access codes, accounting software passwords and other relevant passwords.
- (if applicable) VAT registration details
- (if applicable) any other relevant accounting information.
- (if applicable) details of your employees including personal addresses, National Insurance numbers, passport numbers, bank details and any attachment of earnings orders.
What We Use Your Information For
Unless you have requested otherwise, the information you provide is used by Saint & Co to communicate with you for a variety of purposes. These may include:
- Providing you with the services and information you have contracted with us to provide.
- Complying with our legal duty to retain records in accordance with HMRC guidance and also as stipulated by our professional indemnity insurance.
- Distribution of Saint & Co mailings e.g. The Brighter Business quarterly newsletter, blogs and other tax updates as appropriate.
Data Analysis and Updating Your Contact Details
To ensure that our communications are relevant to you and your interests, we may use tools that help us track whether the emails we send are opened and which links are clicked within a message. We may also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.
We will update your data when we receive notification from yourself of any change in your contact details or if any information from company websites or other publicly available sources indicates the data we hold is out of date.
How Long is Personal Data Held?
Where we perform tax returns or payroll services for you we will retain records for 6 years (in accordance with HMRC guidance) before removing them from our system. Where appropriate we may retain this data for a longer period of time.
If you provide us with backups of your accounting software we will keep a copy of this until we have completed your accounts, at which point we will delete this data, please note it is your responsibility to maintain adequate backups of your accounting software.
Some information is of a permanent nature and may be required to assist us in providing services to you at some unknown point therefore this information may be held indefinitely.
Other information will be maintained as a client record for you until such a time as you notify us that you no longer wish us to act for you. In this instance we will delete the majority of the personal and business data that we hold for you.
Data Security and Storage
We have appropriate technical and organisational security policies and procedures in place to protect personal data and information from loss, misuse, alteration or destruction.
Additionally, we aim to ensure that the access to your data is limited to those who need to access it. All our employees are required to maintain the confidentiality of such information.
Your Right to Make Changes or to Ask Us to Stop Using Your Data
You are in control of your data and have the right to opt-out of any or all specific communication types at any point. To change your preferences, please contact us via: email@example.com.
You also have the right to request copies of the data held about you. To do so please submit an email to: firstname.lastname@example.org.
If You Have a Concern About How Your Data is Being Handled
You can contact the senior partner Andrew Irving at email@example.com. In addition, you can raise any concerns directly with the Information Commissioner’s Office (ICO) here: https://ico.org.uk/concerns.
Changes to The Privacy Statement
In the interest of being transparent we may amend this Privacy Statement from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via our website.
If you have any questions which you feel have not been answered by this privacy statement, please do not hesitate to contact:
Lindsay Farrer, Partner
Saint & Co