GDPR

Introduction

First Direct Accounting Limited is committed to respecting our clients privacy and protecting your information from misuse or authorised disclosure and complying with privacy laws. First Direct Accounting Limited values its reputation and aims to maintain high ethical standards in the conduct of our business affairs.

This client agreement notice explains how we use any personal information we collect from you when you enter into a contractual agreement with us to provide bookkeeping and accountancy services.

We process personal information to enable us to provide bookkeeping, accounting and related services, to maintain our own accounts and records and to support and manage our employees.

Business Summary

First Direct Accounting Limited is a professional services company, specialising in the business area of bookkeeping and accountancy.

Specifically:

• Bookkeeping

• VAT filing

• Preparation and filing of annual accounts

• Preparation and filing of annual tax returns

• Company secretarial services

• Payroll processing

• Company pension processing

 

Business Location: Dorset, UK

Organisation Contact Details

email address: info@firstdirectaccounting.co.uk

Telephone Number: 01202 950532

Postal Address:

3 Ashley Road

Bournemouth

BH1 4LE
 

Data We Collect – When We Enter into a Client Agreement/Engagement

This Client Agreement Notice relates to our use of any personal information we collect from you during the setting up and agreement i.e. the commencement of a contract e.g. Completion of Personal Tax Return

Data Collected:

Name

Email Address

Telephone Number

Postal Address

Employer

UTR

NI Number

Earning Records

Bank Account Details

Pension Details

We Collect Personal Data purely for performance of a contract.

We will not collect any information about you that is not required for the performance of the contract.

All of the information we collect is required for the performance of this contract.

The requirement to collect this data is absolute, if we do not collect this data we cannot perform the contract.

You have the right to terminate the contract provided the notice period in the agreement is upheld.

We have a legal obligation to retain personal data pursuant to this contract for presentation to HMRC, for the duration set out in law.

Why we collect Personal Data

We collect information purely to perform the contract specifically: Completion of Personal Tax Return, Legal Complaince such as Annual Accounts and Payroll.

We also use it for business, regulatory and legal purposes, like:

• Dealing with any requests you make or questions you submit

• Getting in touch if we need to tell you about something, like a change to our policies or issues

• with a service

 

Who Processes the Data We Collect (Who are the recipients of your data)

We will store and process your data following industry best practice and security.

We will take all reasonable steps to ensure that there are appropriate arrangements in place that includes provisions covering the appropriate secure transfer, handling and processing of the personal information by those entities and third parties.

Some of that processing takes place at First Direct Accounting Limited in Bournemouthin UK

Some of the processing may take place outside of First Direct Accounting Ltd but but within the EEA and covered by GDPR.

Where processing takes place by one of our trusted data processors, we ensure that our

contracts with those 3rd parties contain the appropriate GDPR model clauses and that all our

3rd parties are also compliant with the GDPR, this affords your data the same protection

away from our organisation, as it does within it.

The data we collect through our online services may be processed by one or more of the

following:

• Accounting Software – Sage Group PLC, Xero, Freeagent, Debitoor, Moneysoft, VT

• Software, BTC Software, Probate Plus, Receipt Bank, TaxCalc

• Data Storage – Dropbox, Google, Adobe, Mailchimp, WordPress

• Practice Records – Practice Flow, Inform Direct, Office 365, Smartsheet, Creditsafe

Where we might send your personal data (Geographically)

We process data within the EEA and countries deemed by the European Union as having adequate safeguards for protecting personal data. These countries are recognised by the EU as having suitable safeguards for the rights and freedoms of individuals and recourse processes by which data subjects can exercise their rights.

We will only consider transferring your data outside of the EU if the following conditions are

met:

A transfer, or set of transfers, may be made where the transfer is:

• made with your explicit informed consent;

• necessary for the performance of a contract between the you and this organisation or for

• pre-contractual steps we need to take at your request;

• necessary for the performance of a contract made in your interest between this organisation and another person;

• necessary for important reasons of public interest;

• necessary for the establishment, exercise or defence of legal claims;

• necessary to protect your vital interests or those of other persons, where you are physically or legally incapable of giving consent;

• made from a register which under UK or EU law is intended to provide information to the public (and which is open to consultation by either the public in general or those able to show a legitimate interest in inspecting the register).

 

How long do we keep your data

• The data referenced above in section – Data We collect:Is kept for as long as you remain contracted to this service

• For 6 years plus current year if you cease to be contracted to this service

• We request authority for the HMRC to delete your file after 7 years

 

Your Rights as an Individual in Respect of the Data We hold

We respect the rights and freedoms of individuals and as such we would like to make you

aware of the following.

You have the right to:

• Request access to your data

• Request rectification of your data where there are errors or inaccuracies or the data is not

• current

• Request that the data we hold is removed entirely from our systems

• The right to have data removed is only applicable where it does not conflict with our legal

• and regulatory requirements to keep certain records according to the data retention period

• Request us to restrict processing of your data

• Object to our processing of your data

• Request your data in a format that is commonly used/accepted

• Send your data to another controller

• Withdraw consent already provided – at any time

• You also have the right to complain to this organisation,

To exercise your rights above please contact any of the Company representative via any of the channels provided.

You also have the right to lodge a complaint with a supervisory authority. In this instance the ICO and their contact details are as follows:

https://ico.org.uk/concerns/handling/ or call the ICO on 0303 123 1113.

Quick Links for exercising your rights

Representative email address: info@firstdirectaccounting.co.uk

Representative phone number: 01202 950532

 

Data Sources – where did you get my data

Any and all data in respect of – Data We Collect, is collected directly from you, the individual.

We do not collect any of your personal data from any other sources. This included anypublicly accessible list and or data sources, whether in the public domain or if we have a legitimate interest to be able to access those sources legally.

Do we have a statutory or legal right to hold this data.

We have statutory and or legal right to hold the data you have provided , and detailed in

respect of – Data We Collect.

See section – Your Rights as an Individual in Respect of the Data We hold
 

Automated Decision Making, Profiling, and what that means for you

Any and all data in respect of – Data We Collect, is not subject to any automated decision making.

We do not profile you using your data, any actions taken by us or our systems are as a direct result of explicit requests or consents you have chosen.

There are no foreseeable consequences of any significance in respect of providing the data orbeing removed from the records, except that we will not be able to contact you.

Contractual Terms

I have read and understood the Client Agreement Notice at the end of this contract as it relates to the Services being provided by First Direct Accounting Limited.

I understand that the personal data I provide is for the performance of a contract to provide the services in the engagement letter.

I understand that my rights and freedoms concerning my personal data are upheld by First Direct Accounting Limited.

I have been informed about what data is being collected, what happens to it, who has access to it and how long it is kept for.

I have been informed about my rights with respect to the data being held and know how to exercise my rights as explained by First Direct Accounting Limited.

I understand that my right to erasure (to have my personal data removed), for this services is overruled by the legal obligation of First Direct Accounting Limited to retain the data.

I understand that if I do not agree with my personal data being collected for the engaged service that First Direct Accounting Ltd is unable to provide this service to me.