Who are we?
Accountant4you Ltd is a limited company registered in England & Wales with registration number 13088600. Our registered office is 86-90 Paul Street London EC2A 4NE.
Our basis for processing
We rely on several lawful basis of processing when we collect and use personal data to operate our business and provide products and services to our clients. These include:
Public interests – where the processing of data is necessary for providing certain services to clients or for certain requirements, we are subject to.
Legal obligations – to comply with the legal and regulatory obligations we are subject to as a provider of regulated services and as a commercial business.
Contract – to perform contractual obligations we may have with an individual or to take steps to enter into an agreement with an individual.
Consent – where an individual has freely given consent at the time their personal data was provided to us.
Legitimate interests – the legitimate interests can be ours, our clients or other third parties (to provide our services, to develop or protect our business, or to keep people informed about relevant products and services) and we always balance the rights of individuals with ours’ and others’ legitimate interests.
How do we keep data secure?
Security is of the upmost importance to us. Whilst no data transmission over the internet or any other network can be guaranteed as 100% secure, we take all reasonable steps to safeguard the personal data we hold, and we have in place appropriate technical and organisational measures. These include detailed policies, procedures and training of our people relating to data protection, confidentiality, and information security. These are regularly reviewed to ensure they are effective and fit for purpose.
Who do we share data with?
We only share personal data with others when necessary for the purposes for which we hold it and where appropriate contractual arrangements and security mechanisms are in place. When we share data with others, we put contractual arrangements and security mechanisms in place as appropriate to protect the data and to comply with our data protection, confidentiality, and security standards.
We share Personal Data with our subsidiary company ‘Hospitality Accountant Scotland Ltd (Scotland)’, affiliated company ‘K Square Limited (Scotland)’ and affiliated shared services company in Zambia, ‘Kalium Square Shared Services (Zambia)’ which is domiciled outside of the European Economic Area (EEA). We have put in place the GDPR compliant ‘Standard Clauses’ for a Controller-to-Controller transfer of personal data.
How long do we keep personal data?
We keep personal data only for as long as necessary and this will reflect the requirements of:
- The activity or service for which it is being processed
- Any legal, regulatory, or contractual requirements
- The time in which any litigation or investigations might arise from providing a service.
We take the security of all the data we hold seriously. We have a framework of policies, procedures and training in place covering data protection, confidentiality and security and regularly review the appropriateness of the measures we have in place to keep the data we hold secure.
Who do we share your personal data with?
We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put contractual arrangements and security mechanisms in place as appropriate to protect the data and to comply with our data protection, confidentiality, and security standards.
We use third party support to help manage our IT systems. For example, providers cloud-based software as a service provider. Further details of these providers are included below:
- Xero Accounting
- QuickBooks Accounting
- Nomisma Accounting
- Pleo – Expenses software
- Box – file storage
- Dropbox – file storage
- Google – file storage
- Microsoft OneDrive – file storage
Individuals have certain rights over their personal data that we process as data controllers.
If we process your personal data and you exercise any of your rights, we will aim to respond promptly and within any required time limit.
You have a right to:
Access – You have the right to obtain confirmation as to whether we process personal data about you, receive a copy of your personal data held by us as a controller and obtain certain other information about how and why we process your personal data (like the information provided in this privacy statement). This right may be exercised by emailing us at “data AT accountant4you.ltd”. We aim to respond to any requests for information promptly, and in any event within the legally required time limits.
Rectification – if you become aware of any errors or inaccuracies concerning your personal data, please let us know either by updating your details on the website or applications you are registered with or contacting us.
Withdraw consent – where we process personal data based on consent, you have a right to withdraw consent at any time. To stop receiving direct marketing emails from us, please click on the unsubscribe link in the relevant email or update your preferences. For any other withdrawals of consent please contact us
Erasure/deletion– you can ask us to erase or delete your personal data when we no longer need it for the purposes it was obtained.
Data portability – you can ask for your personal data to be sent to you or to another organisation.
Review automated decision making – if we make automated decisions about you, you can ask for those decisions to be reviewed.
Restrict or object to our processing – you can ask to restrict or object to our processing of your personal data (e.g., removal from a marketing subscription list).
If you wish to exercise any of your rights, please contact us.
Who to contact?
If you have any questions about this privacy statement, wish to complain about our use of personal data or exercise one of your rights, please send your correspondence to our Data Protection Manager: “data AT accountant4you.ltd.”
We regularly review this privacy statement and may make changes at any time without giving notice.
You also have the right to report concerns or make complaints to the Information Commissioner’s Office (ICO). For more information on your rights and how to contact the ICO, please refer to their website.
We you submit a contact form on our website you subscribe to being contacted using the information provided.
We also use contact forms to collect Personal Data and when this occurs the Data is processed under the policy documented in this Privacy Statement.
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