The security of your personal information is of utmost importance to us. Below we will set out an outline of what data we use, how it is used and what choices and rights you have in respect to the data that is held.
We are acting in compliance with current EU data protection laws.
Lawful Basis for Processing:
Under the General Data Processing Regulation (GDPR) article 6, the lawful bases for processing your data are:- * for the performance of a contract or to take steps to enter into a contract e.g. personal data relevant to the provision of a specific service * compliance with a legal obligation e.g. data required to fulfill a statutory requirement such as maintaining books of records, submitting tax returns or provision of payroll services.
Enquiring about using our services:
If enquiring for information or a quote, you are able to contact us via telephone or email. In doing so we will ask for some contact details (phone number, email and name) as well as details of your general or specific requirements. We will then use this information to communicate options to you and tailor a quote to your requirements. You may ask us to stop contacting you about your quote at any point.
Using our accountancy, tax, payroll or company secretarial services
The information we require will vary depending on the services provided.
In all cases we will record and securely store:
* Contact details- such as your contact address, email address, contact number (if different) * The address for the property and the full name of the property owner * Communication made to you and that you have made to us * Reports, contacts, inspection and notes regarding the project * Business email and company information* Store information that is shared by companies regarding the project
In specific circumstances we also hold:
* For payroll administration – employee personal information, rates of pay, tax codings, hours worked and details of personal circumstances (such as maternity, sickness or severance) which affect pay calculations * For company secretarial services – in addition to any information above, details of shareholders, dividends proposed, changes in share or company structure * For money laundering purposes – copies of passports or driving licences and bills to prove a client’s identity and home address * Additional information may be requested to ensure the services provided are accurate and include all the appropriate data. This information will be collected primarily from yourself by our staff but occasionally we will use information from other sources (e.g. Companies House for publicly held information about your business or HMRC for additional taxation information once you have given us agent authorisation). The information is collected by email, telephone or post, depending on client preference and timescale required and will be stored as an email, on our server or in your client file. We only hold information required to manage projects and required under regulations, because of the nature of the work, details are held for contractual and legal obligations.
If your project is only an enquiry and does not progress to contract, your information will be deleted three months after the proposed start on site date unless you ask us to retain the information for future projects. For contracted projects information is required to be stored for 99 years in case it is required to rely on in court.
How long do we hold data for:
Our project software system stores data only on UK serves. Emails may be stored on an email system compliant with GDPR. Project information may be shared via electronic formats compliant with GDPR.
Do we share information:
Projects may have several companies involved in the development, so we may share and receive relevant data from people only on our system appointed by the project owner. Please see our terms and conditions for further information. We are required to consult with authorities in relation to the project and will send information such as plans and reports. Authorities such as Local, Fire and Water.
Your rights to see, delete or amend data held about you:
* You are entitled to access your personal data held by us at any time. Please email firstname.lastname@example.org or write to us at the address below to make such a request. We will be obliged to offer any appropriate details within 30 days of the request. Please do advise us if you are seeking a specific piece or pieces of data. We may charge a fee for providing this information. * We will only process your data for as long as it is deemed necessary after which time it will be securely deleted. Any concerns about the ongoing processing of data, including any corrections that may need to be made to any information held, should also be directed to email@example.com.