Privacy Policy

GDPR POLICY

INTRODUCTION

Capita Accountants Ltd (“we” or “us”) take the privacy and security of your personal data very seriously.

In this privacy notice, we set out how we collect and use your personal data before, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).

It applies to all our current and former clients, employees, workers and contractors and it does not form part of any employment contract or any other services contract with us.

We may update this notice at any time and we may provide you with additional privacy notices from time to time.

DATA PROTECTION PRINCIPLES  

We will comply with data protection law including the 6 principles of GDPR which are: 

1. To process your personal data lawfully, fairly and in a transparent way.

2. To collect your personal data only for valid purposes that we have advised you about and to not use your personal data in any way that is incompatible with those purposes (unless we have notified you and explained the lawful ground that allows us to do so).

3. To only process your personal data to the extent necessary for the purposes we have advised you about. 

4. To keep your personal data accurate and kept up to date.

5. To keep your personal data only as long as necessary for the purposes we have told you about.

6. To keep your personal data secure.

PERSONAL DATA THAT WE PROCESS

Capita Accountants Ltd is bound by the requirements of the General Data Protection Regulation (GDPR).  As a client of Capita Accountants, we may need to ask for personal information about you, your family, partners, associates and employees.  Depending on the services agreed to in the Letter of Engagement, this data may include:

· Personal information including addresses, contact details, date of birth, marital status, national insurance numbers and tax references

· Any sensitive personal details required to satisfy money laundering requirements

· Accounting information

· Payroll information

· Pension details

· Copy of driving licence, or other photographic identification

PURPOSES FOR WHICH WE PROCESS YOUR PERSONAL DATA

Personal information is only processed by us in accordance with the services previously agreed in the Letter of Engagement and supporting Schedules with you. For example, this might include but may not be limited to:

· Bookkeeping

· Tax returns

· Accounts preparation

· Payroll

· Pensions

· Workplace benefits (P11D)

Please note that we may also process some of this personal information for the following purposes:

· Updating our client records system

· Analysis for management purposes

· Statutory returns

· Legal and regulatory compliance

· Crime prevention

 DATA RETENTION  

We will only retain your personal information 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.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. 

Once you are no longer a client, employee, worker or contractor of the company we will retain and securely destroy your personal information in accordance with applicable laws and regulations.

SHARING AND TRANSMITTING PERSONAL DATA

We may have to share your personal data with third parties, including third-party service providers for example because it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. 

Third party providers may carry out the following services: [payroll, pension administration]

Your personal data may be transferred to appropriate third parties as follows:

· HMRC for the purpose of complying with statutory requirements, e.g. filing tax returns, VAT returns, CIS returns and real-time reporting

· Companies House for the purpose of statutory company reporting

· Your payroll pension provider

· To and from any of your cloud based systems such as accounting and invoicing platforms

· Mortgage companies and landlord reference check agencies but only with your consent

· Any other accountancy practice but only with your written consent

We may occasionally need to transfer your personal data to one of our software providers, where the data has become damaged and needs to be repaired. In these circumstances we will always request permission from you and ensure that the data is transferred in a secure and encrypted form.

HOW WE COMMUNICATE WITH YOU 

Capita Accountants may contact you using telephone numbers, email addresses or addresses ‘volunteered’ by you as part an initial communication with Capita Accountants, or provided when agreeing services in the Letter of Engagement.

We may occasionally send text messages to your mobile phone number, but this will only be in relation to services agreed with you. These texts will never contain your personal details and will never be used for marketing purposes.

We will only send text messages to your mobile if you specifically agree to receive them.

We may also occasionally use your personal information to send you relevant information about third parties that we think you may be interested in. For example, we may send details about tax investigation insurance policies. However we will never send your details to these third parties without your express permission.

We will only send you these types of communications if you specifically agree to receive them.

DATA SECURITY

Capita Accountants is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place various physical, electronic and managerial procedures to safeguard and secure the information.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION 

GDPR gives you the legal right to access personal data about you that is held by Capita Accountants.  It allows you to check the lawfulness of any data processing, to ask for incorrect data to be changed, and for data about you to be erased (within any legal or regulatory constraints).

To get a copy of this data, please make a Subject Access Request (SAR) to the data protection officer at Capita Accountants.  We will make a copy of the data available as quickly as possible, and this will be within one month of receipt of the SAR.

Subject Access Requests should be made in writing to:

Capita Accountants Ltd, 36 Court Parade Wembley HA0 3HS. info@capitaaccountants.com