Just Accountancy Privacy Policy

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INTRODUCTION

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This privacy notice provides you with details of how Just Accountancy collect and process personal data when either visiting our site www.justaccountancy.co.uk, or becoming a client.

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Contact Details

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Full name of legal entity: Just Accountancy Norfolk Ltd

Email address: contact@justaccountancy.co.uk

Postal address: 6 Mariners Lane, Norwich, Norfolk NR1 3AF

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If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you could contact us first if you have a complaint so that we can try to resolve it for you.

It is very important that the information we hold about you is accurate and up to date. Please let us know if your personal information changes by emailing us at contact@justaccountancy.co.uk

 

WHAT INFORMATION DOES JUST ACCOUNTANCY COLLECT ABOUT YOU

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Personal data means any information capable of identifying an individual.

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We may process certain types of personal data about you as follows:

• Identity Data may include your first name, maiden name, last name, username, marital status, title, date of birth and gender.

• Contact Data may include your billing address, delivery address, email address and telephone numbers.

• Financial Data may include your bank account and payment card details.

• Transaction Data may include details about payments between us and other details of transactions made by you.

• Technical Data may include your login data, internet protocol addresses, browser type and version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.

• Marketing and Communications Data may include your preferences in receiving marketing communications from us and your communication preferences.

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HOW JUST ACCOUNTANCY COLLECTS YOUR PERSONAL DATA

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We collect data about you through a variety of different methods including:

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Direct interactions: 

 

You may provide data by filling in forms on our website or by communicating with us by post, phone, email or otherwise, including when you:

• Request a quote for our services;

• Come onboard as a client of our services;

• Subscribe to our services or newsletter publications;

• Request resources or marketing be sent to you;

• Give us feedback.

 

Third parties or publicly available sources:

 

We may receive personal data about you from third parties and public sources (for example, analytics providers such as Google).

 

HOW JUST ACCOUNTANCY USES YOUR PERSONAL DATA

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We will only use your personal data when legally permitted. The most common uses of your personal data are:

• Where we need to perform the contract between us.

• Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests.

• Where we need to comply with a legal or regulatory obligation.

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Generally, we do not rely on consent as a legal ground for processing your personal data, other than in relation to sending marketing communications to you. You have the right to withdraw consent to marketing at any time by emailing us at contact@justaccountancy.co.uk

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WHY JUST ACCOUNTANCY PROCESSES PERSONAL DATA

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We intend to use your personal data on legal grounds on which we will process such data.  We may process your personal data for more than one lawful ground, depending on the specific purpose for which we are using your data.

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Please email us at contact@justaccountancy.co.uk if you need details about the specific legal grounds for processing.

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1. To register you as a new customer;

2. To process and deliver our service including:

   • Communicating with you in the course of conducting your bookkeeping, payroll and accountancy services;

   • Acting as your agent with Companies House or HMRC and filing returns on your behalf;

   • Managing payments, fees and charges; and

   • Collecting and recovering money owed to us.

3. To manage our relationship with you which will include:

   • Notifying you about changes to our terms or privacy policy; and

   • Asking you to leave a review or take a survey.

4. To fulfil our legal obligations including satisfying the requirements of the UK’s Anti-Money Laundering Regulations;

5. To administer our business (for example, in managing our internal workloads); and

6. To administer our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

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Marketing communications

 

You will only receive marketing communications from us if you have:

• requested information from us or purchased goods or services from us; and

• you have opted to receive marketing communications.

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We will never share your personal data with any third party for marketing purposes.

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You can ask us to stop sending you marketing messages at any time by emailing us at contact@justaccountancy.co.uk

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Where you do not opt in to receiving our marketing communications, we may still hold your personal data if it is required to be held for another purpose.

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Change of purpose

 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

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If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

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We may process your personal data without your knowledge or consent where this is required or permitted by law.

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DISCLOSURES OF YOUR PERSONAL DATA TO OTHERS

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Unless specifically requested otherwise, your data may be shared internally and we may have to share your personal data with the parties set out below:

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• HM Revenue & Customs – for the administration of your tax affairs

• Companies House – for the administration of your duties under company law

• Intuit QuickBooks – Accounting software

• Brightpay – Payroll software

• OCRex AutoEntry – Data entry software

• TaxFiler – Tax filing software

• Accountancy Manager – Practice Management Software

• Institute of Certified Bookkeepers – Supervision of Anti-Money Laundering compliance

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We may also disclose personal data to other third parties where we are required to in order to comply with our legal obligations, such as Anti-Money Laundering legislation.

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We hold some data on cloud servers, such as Google Drive.

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We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law.

 

International Transfers

 

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

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Whilst we make the effort to work with suppliers based in the EEA, some of our third-party service providers are based outside the EEA so their processing of your personal data may involve a transfer of data outside the EEA.

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Whenever we use a suppler who operates outside the EEA, we do our best to ensure a similar degree of security of data by ensuring the following safeguards is implemented:

• We use providers that are also GDPR compliant and have privacy policies which recognise the requirements of European law and have in place safeguards for information transferred outside the EEA;

• Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

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If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

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DATA SECURITY

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Bitdefender is installed on all PC’s and laptops as appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

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IT equipment is encrypted to ensure that data on it is secure in the event of loss or theft.

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We limit access to your personal data to those internal parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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Procedures are in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Notification will take place as soon as feasibly possible following the discovery of the breach and in all cases within 72 hours.

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LINKS TO OTHER WEBSITES

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Our website and newsletters may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over other websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

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DATA RETENTION

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We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

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By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

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In some circumstances you can ask us to delete your data.

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YOUR LEGAL RIGHTS

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As a data subject, you have a number of rights as follows:

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Right to be informed

You have the right to be informed about the collection and use of your data, at the time when the data is collected or within one month if the data is collected from third parties.

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Right of access

You have the right to request confirmation that we are processing your data and to obtain a copy of the personal data we hold that relates to you along with certain other information relating to your data.

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Right to rectification

You have the right to request that inaccurate or incomplete data is rectified to ensure that it is up-to-date and accurate.

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Right to erasure

In certain circumstance you have the right to request that your data is erased.

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We are required to hold some data for legal reasons and it may therefore not be possible to comply with your request.

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We will consider each application on its individual merits and, if we are unable to fulfil the request, we will inform you of the reasons why and what further action you can take.

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Right to restrict processing

In certain circumstances, you have the right to request that we restrict the processing your data where you have a particular reason for restricting the processing.

In this circumstance we may still hold your data but how we use it will be limited.

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Right to data portability

Where we hold information relating to you in electronic format and we are using it to complete our contractual obligations, you may request that this information is shared with yourself or transmitted to another data controller.

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The information will be shared in a structured, ‘machine-readable’ format such as a spreadsheet.

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Right to object

Where your data is being used for marketing purposes you have the absolute right to object to our processing of your data for this purpose.

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Under certain other circumstances, where the lawful basis of our processing is legitimate interest, you may have the right to object to the processing of your data.

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Rights relating to automated decision making

We do not conduct automated decision making or profiling and therefore the data we hold will not be subject to this right.

 

Further information about all the above rights is available at ICO Guidance on Individual Rights

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If you would like to exercise any of these rights, please email contact@justaccountancy.co.uk

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Requests will be fulfilled without undue delay and in all circumstances we will endeavour to respond within one month of receipt. In the unlikely circumstance that this will not be possible, we will keep you informed as to the progress of your request.

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We will not charge you for the provision of this information unless we receive repeated, unfounded or excessive requests. In this circumstance we may charge a reasonable administrative fee based on the time spent in fulfilling the request.

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If you believe that we have not complied with your data protection rights, you can complain to the Information Commissioner.

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