GDPR - Privacy Notice

TBL Accountants are an Accountancy, Book Keeping and Auditing firm based in Southend on Sea United Kingdom (EU). As an organisation, we provide Accountancy services to personal and commercial clients please see: www.tblaccountants.co.uk

Data Protection Officer

Under the regulation, TBL Accountants has an acting a Data Protection Officer and a Senior Data Controller who can be contacted on:

Email: [email protected]

The data we will process on your behalf commercially include:

• Name
• Company name
• Company address
• Telephone number
• Email address
• Invoice address
• Passport
• Driving Licence
• National Insurance No.
• Tax References
• UTR References
• VAT No.
• Company Registration Details

Our Legal Basis for Processing your Personal Data

We will process your data securely under the following legal basis:

• We require your details by law to submit and act on your behalf with the HMRC and Tax departments
• We require personal details to provide you with accountancy services and retain this securely to ensure nothing can inflict harm on any personal data we hold
• We require this data or in order to carry out the required financial advice and delivery service to you
• We require invoice details in order for us to charge the agreed price for the accountancy services you receive, and retain this data for Tax and HMRC legally.

Legitimate interests pursued by us or third parties we use, are as follows:

• Your contact details may be shared with third parties who are involved with your accountancy process. These details are not shared furthermore, except merely held for security or legal reasons relating to the service being provided. Your consent will be requested and the time of inception.

Special Categories of Personal Data

• We may store ‘special’ personal data such as driving license, passport, or national insurance numbers.
• We may ask to ‘view’ an item of ‘special’ personal data if being asked to hand over sensitive data and we are required to identify an authorised recipient in order to prevent a data breach

Disclosure

TBL Accountants will not pass on your data to third parties without first obtaining your consent.

Retention Policy

TBL Accountants will process personal data for a maximum of 7 years to coincide with HMRC, Legal and Accounting records. The exception being special case data which, in the event of a client requesting for communication data to be deleted for security reasons. Accounting data will still be held for 7 years.

Your Rights as a Data Subject

As a data subject, you will have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review: in the event that TBL Accountants refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

In line with Subject Access Request Procedure and Subject Access Request Form, which we can provide.

Complaints

In the event that you wish to make a complaint about how your personal data is being processed by TBL Accountants (or its third parties), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority which is the ICO (www.ico.org.uk).

You can report a concern directly with the ICO, if TBL Accountants fails to handle your complaint in an appropriate manner.

Please send any initial complaints to: [email protected]

Specific Online Privacy Statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information online

This privacy notice tells you how we, TBL Accountants , will collect and use your personal data for from our secure contact form which will refer to this policy for consent that you allow us collect personal data, for example: name, Email and contact telephone. Your data will be processed for contact purposes only.

Why do TBL Accountants need to collect and store personal data?

In order for us to provide you any level of service we need to collect personal data for correspondence purposes. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes TBL Accountants would contact you for additional consent, unless you have formerly ticked the consent option on our contact form.

Will TBL Accountants share my personal data with anyone else?

We only pass your accountancy data on to third-party accountancy firm in the case of you wishing to leave us. There is a protocol that accountants will not share or pass on your data unless you have agreed for us to do so. When we no longer need to store your data to fulfil this service, we will dispose of the data. If we need to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do so otherwise.

How will TBL Accountants use the personal data it collects about me?

TBL Accountants will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. TBL Accountants is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

TBL Accountants at your request, can confirm what information we hold about you and how it is processed. If TBL Accountants do hold personal data about you, you can request the following information:

• Identity and the contact details of the person or organisation that has determined how and why to process your data. This will always be a representative based in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of TBL Accountants or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or EU international organisation, this is done securely through encrypted means.

The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.

• How long the data will be stored?
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing. (We do none of these)

What forms of ID will I need to provide in order to access this?

TBL Accountants accepts any of the following forms of ID when information on your personal data is requested:

• Passport
• Driving licence
• Another form for ID which leaves us in no doubt of the data owner