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DATA PRIVACY NOTICE Who We Are the Personal Data We Collect And

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DATA PRIVACY NOTICE Who We Are the Personal Data We Collect And DATA PRIVACY NOTICE • the lawful bases upon which we collect and use your personal data We take your privacy very seriously and we ask that you read this • who we routinely share your personal data with privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event you have a Rationale/Reason Lawful basis for Third party complaint. for Processing Processing recipients linked to that activity Italicised words in this privacy notice have the meaning set out in the Glossary of Terms at the end of this document. To enable us to Consent/contract HMRC, supply Companies Who we are Accountancy & House, Tax services to outsourced A K E Tax & Accountancy Ltd, collects, uses and is responsible for you as our client Consultants, any certain personal data about you. When we do so we are required to third parties with comply with data protection regulation, and we are responsible as whom you a data controller of that personal data for the purposes of those require or permit laws. us to correspond When we mention "AKE", "we", "us" or "our" we are referring to Retain records of Legitimate External A K E Tax & Accountancy Ltd. services or advice interests supplier(s) of provided to you data storage and A K E Tax & Accountancy Ltd is a company registered in England by us in order to data hosting and Wales (company number 07996625) whose registered office is defend potential services at The Salisbury Restaurant Offices c/o A K E, 2nd Floor, 15 The legal claims or Broadway, Old Hatfield, Herts. AL9 5HZ. A K E are registered as complaints auditors in the United Kingdom by the Association of Chartered Certified Accountants. Audit of our Legitimate ACCA compliance interests We provide you with advice and service on all aspects of Tax and within rules & Accountancy. regulations of the ACCA The personal data we collect and use In the course of providing our service to you we may collect the In addition to the lawful basis for processing this information set following personal data. out in the above table, we will be processing it either (i) for the purpose of supplying services to you as our client, or (ii) for the • contact information • identity information establishment, exercise or defence of legal claims. • financial information In the course of our activities relating to the prevention, detection • employment status and investigation of financial crime, we may process criminal • data about criminal convictions or offences conviction or offence information. In this case, we will be processing it for the purpose of compliance with regulatory Information collected about you may be supplied by the following: requirements relating to unlawful acts and dishonesty. • you Marketing • a spouse/partner • HMRC We may use personal data we hold about you to help us identify, • Your employer/partnership/limited liability partnership tailor and provide you with details of products and services from us (LLP)/Company that may be of interest to you. We will only do so where we have • Electronic ID verification providers obtained your consent and then have a legitimate business reason • Other third parties (eg banks, investment managers etc) as to do this and will do so in accordance with any marketing authorised by you. preferences you have provided to us. How we use your personal data In addition, where you provided your consent, we may provide you with details of products and services of third parties where they The below table sets out: may be of interest to you. • how we use your personal data A K E Tax & Accountancy Ltd – Data Privacy Notice – March 2019 Page 1 You can opt out of receiving marketing at any time. If you wish to Your rights amend your marketing preferences, please contact us: You have legal rights under data protection regulation in relation to By phone: 01707 247777 your personal data. These are set out under the below headings: By email: [email protected] • To access personal data By Post: The Salisbury Restaurant Offices, 2nd Floor, • To correct / erase personal data 15 The Broadway, Old Hatfield, Hertfordshire, AL9 5HZ • To restrict how we use personal data Whether information must be provided by you, • To object to how we use personal data and if so why • To ask us to transfer personal data to another organisation • To object to automated decisions We will tell you if providing some personal data is optional, including if we ask for your consent to process it. In all other cases • To find out more about how we use personal data you must provide your personal data for us to provide you with our We may ask you for proof of identity when making a request to services. exercise any of these rights. We do this to ensure we only disclose How long your personal data will be kept information or change your details where we know we are dealing with the right individual. We will hold your personal data for differing periods of time We will not ask for a fee, unless we think your request is depending upon the reason we have for processing it. These unfounded, repetitive or excessive. Where a fee is necessary, we retention periods are set out below. will inform you before proceeding with your request. Type of Record Retention Period We aim to respond to all valid requests within one month. It may All Client Data We will hold data as however take us longer if the request is particularly complicated or required by any relevant you have made several requests. We will always let you know if we third party until the end of any limitation period think a response will take longer than one month. To speed up our imposed by the relevant response, we may ask you to provide more detail about what you third party, which in the want to receive or are concerned about. case of the HMRC shall be 6 We may not always be able to fully address your request, for years from the end of the tax year to which the example if it would impact the duty of confidentiality we owe to information relates others, or if we are otherwise legally entitled to deal with the request in a different way. Where possible, personal data resides within the UK territory. To access personal data - You can ask us to confirm whether we However, from time to time we may use contractors based outside have and are using your personal data. You can also ask to get a of the EU. If data is transferred to a country outside of the EU, the copy of your personal data from us and for information on how we transfers will be under an agreement which covers the EU process it. requirements for the transfer of personal data outside the EU. To rectify / erase personal data - You can ask that we rectify any You have a right to ask us for more information about the information about you which is incorrect. We will be happy to safeguards we have put in place as mentioned above. To learn rectify such information but would need to verify the accuracy of more, please see ‘Your rights’ below. the information first. People who visit our offices You can ask that we erase your personal data if you think we no longer need to use it for the purpose we collected it from you. We have CCTV installed at our offices. This is for the protection of You can also ask that we erase your personal data if you have either our staff and information in the office. Signs in our office reception withdrawn your consent to us using your information (if we confirm that CCTV is in operation. The images are held securely and originally asked for your consent to use your information), or only accessed when needed e.g. investigating an incident exercised your right to object to further legitimate use of your Any recordings on CCTV are typically overwritten after a short information, or where we have used it unlawfully or where we are period of time unless an issue requiring investigation is brought to subject to a legal obligation to erase your personal data. our attention We may not always be able to comply with your request, for example where we need to keep using your personal data in order to comply with our legal obligation or where we need to use your . personal data to establish, exercise or defend legal claims. A K E Tax & Accountancy Ltd – Data Privacy Notice – March 2019 Page 2 To restrict our use of personal data - You can ask that we restrict We also have procedures in place to deal with any suspected data our use of your personal data in certain circumstances, for example security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to • where you think the information is inaccurate and we need to do so. verify it; Our supervisory authority • where our use of your personal data is not lawful, but you do not want us to erase it; If you are not happy with the way we are handling your information, you have a right to lodge a complaint with the • where the information is no longer required for the purposes Information Commissioners Office. It has enforcement powers and for which it was collected but we need it to establish, exercise can investigate compliance with data protection regulation or defend legal claims; or (www.ico.org.uk).
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