PRIVACY POLICY
Your privacy in brief
We only collect personal information that is necessary to provide our bookkeeping, accounting and tax services.
Your information is used mainly to:
provide the services you have asked us to carry out
meet legal and regulatory obligations (such as anti-money laundering rules)
communicate with you about your accounts, tax affairs or services we provide
send invoices and manage our client relationship
We will never sell your personal data.
About us
Rossendale Bookkeeping Limited Company registered in England and Wales.
Registered office: Unit N, Waterfoot Business Centre, Clarke Holme Street, Rossendale, BB4 9HR
Rossendale Bookkeeping Limited is registered with the Information Commissioner’s Office (ICO).
For any privacy related queries you can contact:
Email: privacy@rossendalebookkeeping.co.uk
What is personal data?
Personal data means any information that can identify a living person.
Examples include:
your name
address
date of birth
email address
phone number
National Insurance number
financial or tax information
payroll or employment information
company information where it relates to an identifiable individual
In order to carry out our work we may also receive personal information about you from other sources such as HMRC, Companies House, banks, payroll providers or identity verification services.
Special category personal data
Some types of personal data are classed as more sensitive. These include information relating to health, racial or ethnic origin or trade union membership.
We do not normally require this type of data to provide our services. If it is ever required we will only process it where there is a lawful basis to do so.
Why we collect and use your information
We collect personal data for the following purposes:
Providing services
To carry out bookkeeping, accounts preparation, tax returns, payroll or other services you have asked us to perform.Legal and regulatory requirements We are required to carry out identity checks and comply with anti-money laundering legislation.
Communication
To contact you about your accounts, tax matters, deadlines, regulatory changes or services we provide.
Billing and administration
To issue invoices and maintain our business records.
Business development
Occasionally we may send information about services, updates or events which may be relevant to you. You can opt out of this at any time.
Lawful basis for processing
We rely on the following lawful bases when processing personal data:
Contract
To perform services you have instructed us to provide.
Legal obligation
To comply with laws such as tax legislation and anti-money laundering regulations.
Legitimate interests
To operate and develop our business, provided this does not override your rights.
Consent
Where we ask for permission for a specific purpose such as marketing.
Information about other individuals
Sometimes you may provide personal data relating to other individuals, for example:
spouses or partners
employees
directors
shareholders
dependants
If you provide us with this information you should ensure those individuals are aware that their information may be shared with us.
How long we keep your data
We only keep personal data for as long as necessary.
Typical retention periods are:
Client records
Usually retained for six to seven years after the end of the accounting period or engagement.
Anti-money laundering identification records
Retained for five years after the end of the business relationship.
Marketing records
Retained until you unsubscribe or request removal.
Where we are legally required to keep information longer, we will do so.
Data sharing
We may share your information where necessary with:
HM Revenue & Customs
Companies House
software providers (for example accounting or payroll software)
identity verification providers
professional advisers
banks or payment providers
regulators or legal authorities where required
All third parties are expected to respect the security of your personal data and process it lawfully.
Cloud software and third-party systems
In order to provide our services we may use cloud-based systems such as bookkeeping, payroll and document management software.
These providers have their own privacy policies explaining how they process data. We only use reputable providers with appropriate security standards.
International transfers
Some software providers may store data outside the UK. Where this happens, appropriate safeguards are in place to ensure your personal data remains protected.
Data security
We take the security of your information seriously.
Measures we use include:
• secure systems and password protection • restricted access to client information • encrypted data transmission where appropriate • secure cloud accounting systems
We also have procedures in place to deal with any suspected data breach.
Your rights
Under data protection law you have the right to:
request access to the personal data we hold about you
request correction of inaccurate data
request deletion of your data where appropriate
object to certain types of processing
request restriction of processing
request transfer of your data to another organisation where applicable
To exercise any of these rights please contact us.
Withdrawing consent
Where we rely on your consent to process data, you can withdraw this consent at any time by contacting us.
Complaints
If you are unhappy with how we handle your personal data you can contact us in the first instance.
You also have the right to complain to the Information Commissioner’s Office:
Contact
Rossendale Bookkeeping Limited
Unit N, Waterfoot Business Centre, Clarke Holme Street, Rossendale, BB4 9HR