Privacy Policy (GDPR) - Helen J Guest Accounting

 

Helen J Guest Accounting is sole trader practice registered to carry out accounting and taxation work by the Chartered Institute of Management Accountants.

 

The privacy policy explains how we use any personal information we collect about you when you use this website and our wider services. 

 

Glossary of Terms

 

What Is Personal Data?

Personal data relates to any information about a natural person (facts or opinions) through which you can be directly or indirectly identified. Identifiers  may include (but are not limited to):

  • Names and contact information ie emails and telephone numbers
  • National Insurance Numbers
  • Employment history
  • Employee numbers
  • Credit History
  • Personal tax
  • Payroll and accounting data
  •  

What Is Sensitive Personal Data?

Sensitive personal data are special categories of personal data that can only be processed when special conditions are met eg

  • Medical conditions
  • Religious or philosophical beliefs and political opinions
  • Racial or ethnic origin
  • Convictions
  • Biometric data (eg photo in an electronic passport)

 

What Is A Data Controller?

For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.

The data controller is Helen Guest T/A Helen J Guest Accounting, 482 Liverpool Road, Ainsdale, Southport, PR8 3BB

The data protection officer is Helen Guest CGMA ,  who can be contacted at the above address , at hjgaccounting@btinternet.com or by calling 01704 579680.

 

 

What Is A Data Processor?

 

A “data processor” is a person or organisation which processes personal data for the controller.

 

What Is Data Processing?

Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

 

What Do We Mean By Business to Business?

PLC, LTD, LLP incorporated partnerships, trusts and foundations, local authorities and government institutions.

What Do We Mean By Business to Consumer?

Private clients, sole traders, unincorporated partnerships, trusts and foundations.

What Information Do We Collect About You And How?

 

Helen  Guest as a Data Controller, is bound by the requirements of the General Data Protection Regulations (GDPR). 

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the services (as defined in our Letter of Engagement and supporting schedules)and for other related purposes including;

  • Updating and enhancing client records
  • Analysis for management purposes
  • Carrying out credit checks in relation to you
  • Statutory returns
  • Legal and regulatory compliance
  • Crime prevention.   

We collect information about you when you fill in any of the forms on our website ie sending an enquiry etc.

We use Facebook and Twitter for advertising services but do not track traffic so do not store any personal data.

How Will We Use The Information About You And Why?

At Helen J Guest Accounting we take your privacy seriously and will only use your personal information to provide the services you have requested from us, detailed in your Letter of Engagement and supporting schedules  as we have identified above.  We will only use this information subject to your explicit instructions, data protection law and our duty of confidentiality.

For Business to Business Clients and Contacts our lawful reason for processing your personal information will be “legitimate interests”.  Under “legitimate interests” we can process your personal information if: we have a genuine and legitimate reason and we are not harming any of your rights and interests.

For Business to Consumer Clients and Contacts our lawful reason for processing your personal information will be “A contract with the individual” eg to supply goods and services you have requested, or to fulfil obligations under an employment contract.  This also includes steps taken at your request before entering into a contract.

We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport.  This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

Our work for you may require us to pass your information to our third-party service providers.  However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services and we have contracts in place that requires them to keep your information secure and confidential.

We will not share your information for marketing purposes with companies so that they may offer you their products and services.

Transferring Your Information Outside The European Union

 

As part of the services offered to you through this website, the information which you give to us may be transferred to countries outside the European Union (“EU”). For example, some of our third-party providers may be located outside of the EU.  Where this is the case we will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy.  By submitting your personal data, you’re agreeing to this transfer, storing or processing.  Where our third-party supplies are in the US we have ensured that their data transfer services fall under the “Privacy Shield”. In addition,  participating companies must be compliant with the EU standard of security.

If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services.

Security Precautions In Place About Data Collected

 

When you give us personal information, we take steps to make sure that it’s treated securely. Any sensitive information (such as credit or debit card details) is protected and backed up safely.

Non-sensitive details (your email address etc.) are sent normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access confidential documents we ask you not to share your password with anyone.

Marketing

 

We may like to send you information about our services which may be of interest to you from time to time.  If you have consented to receive marketing, you may opt out at any point as set out below.

You have a right at any time to stop us from contacting you for marketing purposes.  To opt out please email:hjgaccounting@btinternet.com

 

How Long Will We Hold Your Data For?

 

Contracted Services: We will hold your data for 6 years in line with our regulatory requirements.

 

Access To Your Information, Correction, Portability and Deletion

 

What Is A Subject Access Request?

This is your right to request a copy of the information that we hold about you.  If you would like a copy of some or all your personal information, please email or write to us at the following address: Helen J Guest CGMA, Helen J Guest Accounting, 482 Liverpool Road, Ainsdale, Southport, PR8 3BB or hjgaccounting@btinternet.com.  We will respond to your request within one month of receipt of the request.

We want to make sure your personal information is accurate and up to date.  You may ask us to correct or remove information you think is inaccurate by emailing hjgaccounting@btinternet.com or writing to the above address.

 

 

Objections To Processing Of Personal Data

It is your right to lodge an objection to the processing of your personal data if you feel the “grounds relating to your particular situation” apply.  The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claims.

Data Portability

It is also your right to receive the personal data which you have given to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller without delay from the current controller if:

(a)    The processing is based on consent or on a contract, and

(b)    The processing is carried out by automated means. 

Your Right To Be Forgotten

Should you wish for us to completely delete all information that we hold about you contact:

  • Email: hjgaccounting@btinternet.com, or in writing to: Helen J Guest CGMA, Helen J Guest Accounting, 482 Liverpool Road, Ainsdale, Southport, PR8 3BB

 

Other Websites

 

Our website contains links to other websites.  This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Complaints

 

If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority.   The supervisory authority will then tell you of the progress and outcome of your complaint.  The supervisory authority in the UK is the Information Commissioner’s Office.

 

Changes To Our Privacy Policy

 

We keep our privacy policy under regular review and we will place any updates on this web page.  This privacy policy was last updated on 17th May 2018 as this version is in line with the new GDPR guidelines.

How To Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you:

  • By email: hjgaccounting@btinternet.com
  • Or write to us at Helen J Guest Accounting, 482 Liverpool Road, Ainsdale, Southport, PR8 3BB