Data Protection Policy GDPR

Data Protection – Client Privacy policy

Ayling Ware ltd (”We”) are committed to protecting and respecting your privacy.

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) is a new regulation which replaces the Data Protection Regulation (Directive 95/46/EC). The Regulation aims to harmonise data protection legislation across EU member states, enhancing privacy rights for individuals and providing a strict framework within which commercial organisations can legally operate.

Even though the UK has expressed its intention to leave the EU in March 2019, the GDPR will be applicable in the UK from 25th May 2018. The Government intends for the GDPR to continue in UK law post Brexit and has also introduced a Data Protection Bill to replace the current Data Protection Act in due course. Your new rights under the GDPR are set out in this notice but will only apply once the GDPR becomes law on 25th May 2018. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

1. Introduction

1.1 We are committed to safeguarding the privacy of our clients; in this policy we explain how we will treat your personal information.

2. Collecting personal information

2.1 We may collect, store and use the following kinds of personal information:

(a) information about you required to carry out the accountancy services to which we have been contacted to complete.

3. Using personal information

3.1 Personal information submitted to us via, email, post, telephone or in person

3.2 We may use your personal information to: (a) complete the work contracted; (b) send statements, invoices and payment reminders to you, and collect payments from you; (c) send you non-marketing commercial communications; (d) send you email notifications that you have specifically requested; (e) send you our email newsletter, if you have requested it (you can inform us at any time if you no longer require the newsletter): (f) deal with enquiries and complaints made by or about you relating to our services or website; (g) keep our website secure and prevent fraud; and (h) for compliance with our legal obligations under the anti-money laundering regulations.

3.3 We will not supply your personal information to any third party for the purpose of their or any other third party's direct marketing.

4. Disclosing personal information

4.1 We may disclose your personal information to any of our employees insofar as reasonably necessary for the purposes of completing the work contracted.

4.2 We may disclose your personal information:

(a) to the extent that we are required to do so by law; (b) in connection with any ongoing or prospective legal proceedings; (c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and anti-money laundering); (d) to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

4.3 We will not provide your personal information to third parties.

5. Retaining personal information

5.1 This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.

5.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes and in accordance to the law that requires us as accountants to retain records for a set period of time.

5.3 Without prejudice to Section 5.2 and 5.4, we will usually delete personal data upon termination of our professional appointment or at your request at any time.

5.4 Notwithstanding the other provisions of this Section 5, we will retain documents (including electronic documents) containing personal data: (a) to the extent that we are required to do so by law; (b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and (c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).

6. Security of personal information

6.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

6.2 Digital Data - We will store all the personal information you provide on our secure cloud based server which has bank grade security and access to which is password protected on all PC’s and devices used. We have sort verification that all cloud based software and servers used by Ayling Ware Ltd are compliant under GDPR.

6.3 Paper Based Data – We will ensure that all files held in paper format are kept in secure locked premises and where deemed appropriate in locked filing cabinets. Less sensitive data and accounting records not collected from our offices may be placed into secure locked offsite storage facilities.

6.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet including emails.

7. Amendments

7.1 We may update this policy from time to time by publishing a new version on our website.

7.2 You should check this page occasionally to ensure you are happy with any changes to this policy.

7.3 We may notify you of changes to this policy [by email].

8. Your rights

8.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to: (a) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

8.2 We may withhold personal information that you request to the extent permitted by law.

9. Data protection registration

9.1 We are registered as a data controller with the UK Information Commissioner's Office.

9.2 Our data protection registration number is ZA314744.

10. Our details

10.1 This website is owned and operated by Ayling Ware Ltd.

10.2 We are registered in England and Wales and our registered office is at Canna Park, Highampton, Beaworthy, Devon, EX21 5LR

10.3 You can contact us: (a) by post, using the registered office postal address given above; (b) using our website contact form; (c) by telephone, on the contact number published on our website; or (d) by email, using the email address published on our website.