Who we are
This is the privacy statement of Sense Accounting and Bookkeeping Limited (SC517780). This privacy statement explains how we collect and use personal information about you.
What personal information we collect
In the course of providing our services it is necessary for us to collect and retain some personal information about our clients and their staff. Such data may include, but is not limited to:
- Contact details (e.g. home and business addresses, email, telephone numbers);
- Dates of birth;
- Employment details (e.g. salaries, job titles);
- Copies of physical and electronic correspondence;
- Financial information (e.g. Unique Tax Reference numbers, National Insurance Numbers);
Additionally, we may also collect personal information from members of the public via website or telephone enquiries. Data collected may include, but is not limited to:
- Contact details (typically email addresses and telephone numbers).
Where we collect personal information from
In many instances we collect data directly from our clients when we establish a business relationship with them. This can include data provided verbally (in person and via telephone calls), written data (both physically and via email) or from documentation transmitted to us over a 3rd party platform.
Additionally, we obtain personal data from other 3rd party sources including previous advisers, public registers (such as Companies House) and internet searches.
How we use your personal information
We will only ever use your personal data for lawful reasons to help us carry out our contractual and legal duties. These include, but are not limited to:
- delivering a service or carrying out our contractual obligations;
- verification of identity;
- communicating with clients and other such parties;
- maintaining accurate client records; and
- complying with legal and regulatory obligations especially surrounding money laundering and other criminal activities.
Who we share your personal information with
We will only ever share your data with trusted third parties and where the sharing of such data enables us to carry out our contractual obligations on behalf of our clients. Such third parties may include:
- IT or software providers, specifically those associated with providing accounting or finance related software;
- your other professional advisers including lawyers, auditors or tax advisers;
- regulatory bodies including HMRC and other government agencies in accordance with applicable law; and
- any other such party as we have received consent to share personal information with.
If you do not provide your personal information
In some cases we may be unable to carry out our services if we do not have sufficient personal information. Withholding such information may therefore nullify or undermine a contract that has been entered into.
How long we retain your personal information for
We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these uses, we retain personal data for seven years.
Holding personal information outside the EEA
We store personal data on servers located in the European Economic Area (EEA). We may transfer personal data to reputable third party organisations situated inside or outside the EEA when we have a business reason to engage these organisations. Each organisation is required to safeguard personal data in accordance with our contractual obligations and data protection legislation.
Using our website
Access to your information – You have the right to request a copy of the personal information about you that we hold.
Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information – You have the right to ask us to delete personal information about you where:
- You consider that we no longer require the information for the purposes for which it was obtained.
- We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information
- You have validly objected to our use of your personal information – see Objecting to how we may use your information
- Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don’t want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained by contacting email@example.com.
This privacy statement was last updated on 19 June 2018.
Contact information and further advice
For further information about how your data is used please contact the Data Protection Officer by emailing firstname.lastname@example.org.
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/concerns