PRIVACY INFORMATION

This privacy notice provides information on how we collect, use and retain personal and business data relating to our clients.

Sections Covered

1. What data do we collect?
2. Why do we collect your personal and business data?
3. Who will have access to your personal data?
4. How long do we hold your personal data?

1. What data do we collect?

We collect and process client personal data to deliver the accountancy and taxation services set out in our engagement letter.  

·           Name

·           Address

·           Email address

·           Nationality

·           Date of birth

·           Unique Tax Reference

·           National Insurance Number

·           Passport Number

·           Digital Copy of Passport

·           Professional clearance letter from previous accountancy and taxation advisor

·           AML checks

·           Web chat enquiries

We also collect and process information on your business to deliver the accountancy and taxation services set out in our engagement letter.

·                     Company/ Business Name

·                     Registered Office and Business Address

·                     Contact Email addresses

·                     Company Registration Number

·                     Company Authentication Code (Companies House)

·                     Unique Tax Reference

·                     VAT Registration Number

·                     VAT registration date

·                     PAYE Code, Accounts Office Code

·                     PAYE registration date

·                     CIS Number and registration date

·                     Regulator details and business reference numbers

·                     Professional clearance letter from previous accountancy and taxation advisor

·                     Accounting and taxation records

High risk personal data

·            We collect and hold no high risk personal data for processing of payments ie Bank account and credit card details.

·            We do hold bank account information for the purpose of inclusion in any relevant government document ie Self Assessment Income Tax Return

Special category data

We do not hold any special category data

2. Why do we collect your personal data?

In order to comply with data protection laws we need a lawful basis to process your personal data. We use the following lawful reasons to obtain and use your personal data: 

Consent

Where you have provided your consent Oak Lodge Accountancy Ltd will process your personal data for the following optional services: 

·                     Accountancy and Taxation services as set out in our Engagement Letter

·                     advice

·                     awareness communications

·                     regulation

We do not sell or allow any of your data to be used for third party mailing lists.

You have a right to withdraw your consent for marketing at any time by emailing oaklodgeaccountancy@mail.com stating that you are withdrawing your consent for us to collect and store your personal data.

Contractual

We process your personal and business data in order to meet the contractual obligations that both parties have formally signed up to, us as a professional provider of accountancy and taxation services.

Legitimate Interest

We process your personal and business data in order to meet the legitimate interest as a professional provider of accountancy and taxation services.

3. Who will have access to your personal data?

Oak Lodge Accountancy Ltd staff (currently 1 Director, 1 Company Secretary and 1 other employed staff member) with particular access to administer accountancy and taxation services for Oak lodge Accountancy Ltd and any other consented activities.

Processors

We will share your personal data with third party processors (business system providers who have been assessed and have issued GDPR compliance statements) who provide services to the organisation these include:

·           Cloud based software:

for processing personal, partnership, trust and corporate tax information

for processing business and personal accounting records

for processing pension information

for storing and backing up data files

for exchanging data files

for exchanging documents that are required to be manuscript signed

·          Server based software:

for processing business and company accounts

for processing payroll and pension data

Secure communication

·              Personal data will only be sent by email when protected by passwords

·              Business data sent by email and not encrypted unless explicitly requested by the recipient

Joint controllers

The organisation does not share personal data of employees with any joint controllers.

Separate controllers

Oak Lodge Accountancy Ltd may share your personal data with organisations where we have a legal obligation or consent from you, including:

·                     HMRC

·                     Companies House

·                     Regulators and other professional bodies

Third countries

Your Personal Data will only be transferred to countries outside of the European Economic Area (EEA) if the software provider is fully compliant with all European personal data processing laws. Currently data is stored in cloud based facilities in the EEA and the USA.

4. How long do we hold your personal data?

Oak Lodge Accountancy Ltd will retain data for as long as it is needed for the relevant regulatory, assurance and conduct purpose. Specific records may also be retained for other legitimate reasons for example to resolve complaints and disputes, to validate applications and to comply with other legal and oversight obligations.

Updated 23 May 2018