Privacy Policy

Introduction

This privacy notice sets out how The Winchester Small Business Accountant Ltd /The Winchester Bookkeeping Company Ltd (“we”, “us”, “our”) collects, uses and protects any personal data that you give us through either the website, WWW.Winchesterbookkeeping.co.uk and/or becoming a prospect or client.

Contact details and other important information

Email: [email protected]

Postal address: The Elms, Itchen Abbas, Winchester, SO21 1BN

You have the right to make a complaint at any time 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 in the first instance should you have a complaint and we can try to resolve it for you.

Changes to personal data

This version was last updated on 21st May 2018. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes by emailing us at [email protected]

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

What information do we collect?

Personal data means any information about an individual from which that person can be identified.

We may collect, process and transfer certain kinds of personal data about you as follows:

• Identity Data may include your first name, maiden name, last name, marital status, title, date of birth and gender
• Contact Data may include your email address, telephone numbers and postal address
• Financial data may include your bank account details
• Transaction data may include details about payments between us and other details of purchases made by you

• Technical Data includes internet protocol (IP) address browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Marketing and Communications Data may include your preferences in receiving marketing from us and our third parties and your communication preferences.
• Professional Data includes any information we may collect in the course of providing our services to you.

Sensitive data

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How do we collect your personal data?

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

• Direct interactions: You may give us your Identity, Contact and Professional Data by filling in forms on our website or by corresponding with us by phone or otherwise. This includes personal data you provide when you:
  • submit an enquiry or request a quote for our services
  • enter into an engagement as a client for our services
  • subscribe to our marketing newsletters
  • Provide us with feedback
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie policy for further details.

 How do we use your personal data?

We will only use your personal data when legally permitted to do so. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

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

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing us at [email protected]

Why do we process your personal data?

We set out a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at [email protected] if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been outlined below:

Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
To respond to your enquiry submitted on the site or via phone	(a) Identity (b) Contact (c) Professional	Performance of a contract with you
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
To make suggestions and recommendations to you about services that may be of interest to you	(a) Identity (b) Contact (c) Technical	Necessary for our legitimate interests (to develop our products/services and grow our business)
To provide our professional services to you	(a) Professional	Performance of a contract with you
To make suggestions and recommendations to you about our services that may be of interest to you	(a) Identity (b) Contact (c) Marketing and Communications	Consent

Marketing

You will receive marketing communications from us if you have provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications.

You can ask us to stop sending you marketing messages at any time by clicking on the one of the unsubscribe buttons that are on all of our marketing emails OR by emailing us at [email protected]

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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

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

Disclosures of your personal data to others

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 5 above.

• Xero – Accounting software
• Taxfiler – Tax and accounts filing software
• HM Revenue and Customs – Government

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

Many of our external third parties are based outside the European Economic Area (“EEA”) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries ;
• where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries ; and/or
• where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures 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. If you think that any part of our process is not secure please email us at [email protected]

Data retention – how long will you use my personal data for?

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.

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.

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.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us at [email protected]

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

This site does use cookies.

What is a cookie?

A cookie is a small amount of data sent to your computer that your web browser stores when you visit some websites. Cookies allow a website to recognise a user’s device e.g. computer, mobile phone.

The EU cookie directive

The law on website cookies changed on 26 May 2011 and requires that sites state which cookies are being used and their purpose. It also makes clear that cookies only be used with your consent. You can find out more information about this law by visiting the Information Commissioner’s Office website.

Which cookies do we use on this website?

We use a detector to provide a different version of the website if you are accessing it from a mobile device:

Name: websitez_mobile_detector
Details: detects whether the visitor is using a mobile device in order to present a different version of the website
Expires: end of browsing session

Can I disable cookies?

Google offers a tool that you can use to opt out of being tracked by Google Analytics. You can add this plugin to your browser by going to Google. For further information about cookies visit the All About Cookies website.