We are committed to protect and respect the data that we hold from our contacts. This privacy statement describes why and how we collect and use personal data and provides information about rights of the owner. It applies to personal data provided to us, both by individuals themselves or by others on behalf of individuals or from publicly available sources (such as internet searches, and Companies House). We may use personal data provided to us for the purposes described in this privacy statement or as made clear in another form before collecting personal data.

Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, our policy is to be transparent about why and how we process personal data.

We process personal data for numerous purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose differ, and are set out in the relevant sections below.

Where we receive personal data from a third party that relates to an individual, we request that this third party inform the individual of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy statement. We are committed to keep data safe & confidential as per GDPR.

Confidentiality & Security:

We take the security of all the data seriously. Staffs are trained on data protection, confidentiality and security, and we maintain the full confidentiality of data.

We collect personal data for our people as part of the administration, management and sometimes promotion of our business activities and also to enable us to assist our clients better.

We have a framework of policies and procedures which ensure that we keep the data we hold secure.

All information you provide to us is stored on our locally hosted secure servers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Scope of Services:

We provide services to individuals as well as businesses, non-profits, and other organisations. The exact data held will depend on the services to be provided as per agreement.

Where we engage with clients for professional services, we may collect and process personal data in order to satisfy a contractual obligation. We request that clients only provide the personal data that is required for us to fulfil our contractual obligation.

Where we are legally permitted to do so, we shall notify our clients if we receive a request for a data subject to exercise their rights under GDPR, or if we are served with information from a supervisory authority.

Why we require data?

Where data is collected for professional services, it is used for a number of purposes, such as;

  • Providing services to clients.
  • Better Client Management: When communicating with and assessing the needs of clients, personal data may be processed in order to ensure that their needs are appropriately satisfied.
  • Client Administration: In order to manage and administer our business and services, we may collect and process personal data. This may include (but is not limited to) maintaining internal business records, managing client relationships, hosting events, administering client facing applications, and maintaining internal operating processes.
  • Meeting Regulatory: In order to undertake professional services, we may from time to time be required to collect and process personal data in order to fulfil regulatory, legal or ethical requirements. This may include the verification of identity of individuals.

What data is required?

The data that is processed is dependent on the service that is being provided and on the recipient of this service.

  • Services to businesses, non-profits, and other organisations. We process the personal data of individuals associated with our clients. Personal data may include any relevant financial or non-financial information necessary for us to provide our services. For example, this may include contact details, payroll data, employee information (including details about dismissal), lists of shareholders, customers and suppliers and any other specifically relevant data. For business, it may include financial information in relation to your business.
  • Services to individuals. Personal data may include contact details and tax identifiers, information about business activities, investments, and other financial interests, payroll and other income, and any other specifically relevant data.

Time Length of holding the data:

We retain the personal data processed by us in a live environment for as long as is considered necessary for the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 6 years). We may keep data for longer in order to establish, exercise, or defend our legal rights and the legal rights of our clients.

In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it.

Visitors:

Personal data is collected when individuals visit our offices via CCTV.

The images are held securely and only accessed when needed when investigating an incident.

CCTV images are retained in case of theft or other incident and to protect the staff and information in the office.

How long do we hold CCTV data for?

Visitor records are accessed on a need to know basis only. CCTV recordings are typically overwritten after a short period of time unless an issue requiring investigation is brought to our attention.

Sharing data:

We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place to protect the data and to comply with our data protection, confidentiality and security standards.

Personal data held by us may be transferred to:

  • Third party organisations that provide applications/functionality, data processing or IT services to us. We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems. For example, providers of information technology, cloud based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services.
  • Third party organisations that otherwise assist us in providing goods, services or information.
  • Auditors and other professional advisers.
  • Law enforcement or regulatory agencies or those required by law or regulations.

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime or to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable law or regulation.

Secured Locations:

Where possible, personal data resides within the UK territory but may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. We will take all reasonable steps to ensure that your data is treated securely, in accordance with this privacy statement.

We have taken steps to ensure all personal data is provided with adequate protection and that all transfers of personal data outside the EEA are done lawfully. Where we transfer personal data outside of the EEA to a country not determined by the European Commission as providing an adequate level of protection for personal data, the transfers will be under an agreement which covers the EU requirements for the transfer of personal data outside the EU.

Your Rights:

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:

  • Individuals may request access to their personal data held by us as a data controller.
  • Individuals may request us to rectify personal data submitted to us.
  • Individuals may request that we erase their personal data
  • Where we process personal data based onconsent, individuals may withdraw their consent at any time by contacting us.
  • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability by giving us written notice.
  • Individuals may request information about, or for human intervention into, any automated data processing that we may undertake.

Complaints:

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to info@ultimateaccountingsolutions.co.uk. We will look into and respond to any complaints we receive.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website https://ico.org.uk/concerns

Data Controller and contact information:

If you have any questions about this privacy statement or how and why we process personal data, please contact us at:

Head of Data Privacy
Ultimate Accounting & Tax Solutions Limited
27 Longbridge Road
Barking, Essex IG11 8TN

Email: info@ultimateaccountingsolutions.co.uk

Phone: 020 8507 0617

Privacy statement versions:

Updates to this privacy statement will appear on this website. This privacy statement was last updated on 16th May 2018.