What is a Privacy Statement?
A Privacy Statement explains what information we hold about you, why we hold it, how we protect it for you, and how you can have your information removed from our files if you so wish.
Why are we sending you this information?
A new law – the General Data Protection Regulation (GDPR) – comes into effect in May and affects the way we keep information about clients. That is why we are sending you a summary of our updated Privacy Statement.
What information do we hold about you and why?
The information we hold about you could include information you give us when you fill in forms, subscribe to our services or respond to emails or occasional newsletters, e.g. at Christmas.
This information is important to us, but the need for it is very largely determined by HMRC requirements.
We also draw on the information given to us to help us keep our records up-to-date.
Who do we share your personal information with?
We may share your personal information with our sub-contractors who carry out accountancy/payroll work on our behalf and HMRC where we are required to do this to perform services for you in which they are involved.
How long do we keep your information?
We keep information for as long as we need it for the purposes for which it was collected. This will vary depending on the type of information. Payroll information, for example is for at least 3 years. Personal information, albeit limited, is shown in company accounts which we need to hold for at least 6 years, and sole trade/partnership accounts for the same length of time. We may hold them for longer. You can request that these are destroyed but then we will not have information to fall back on in the event, however unlikely, that HMRC make an enquiry going back to that time. It does happen!
What are our responsibilities and your rights?
We always take exceptional care with the information we hold about you. Where we contact you by email, or other electronic means, we do this with your consent.
You have the right to ask us not to use your personal information but then this would prevent us from fulfilling our agreed activities for you which could be personal tax return completion, payroll, sending you periodical accounts reports and vat filing confirmations, etc. by email or post.
If you wish to reconsider this however, please contact email@example.com
You also have the right to see copies of information held about you. For details on how to do this, please write to our Head of Privacy and Data Protection. You can contact us by writing to: Roderick Gunkel & Associates Ltd, Orchardlea, Callander. FK17 8BG, or emailing firstname.lastname@example.org. You can also contact him if you are unhappy with the way we are managing your personal information. If you are still unhappy you can complain to the Information Commissioner’s Office, the independent regulator which exists to protect people’s information rights.