Accounting Simplified Ltd is committed to protecting the data of its users. Please read our privacy policies and terms below

 

Privacy Policy

We are Accounting Simplified Ltd (Company Registration No. 13044638) an accountancy firm and our registered office is at 67 Moat Lane, Luton, LU3 1UU.

We are a Controller for the purpose of the UK General Data Protection Regulation, effective from 1 January 2021.

Our Data Protection Point of Contact is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted below (Contact Us).

Privacy Policy purpose and how it applies

We respect your privacy and your rights to control your personal data (data). We will always protect your data, be clear about the data we collect from you and the reasons why. We do not and will not sell your data to third parties.

We will only use your data when the law allows us to. Most commonly, we will use your data in the following circumstances:

  • Where it is necessary for our legitimate business interests and your interests and fundamental rights do not override those interests
  • Where we need to perform the contract for services we are about to enter into or have entered into with you
  • Where we need to comply with a legal or regulatory obligation.

This Privacy Policy (the ‘Policy’) explains the data we collect from you, either directly or indirectly, why and how we use it. It explains how we protect your data, the choices you can make about the data we collect and how you can control these decisions.

Types of information We collect, Why and How

We will only collect personal data from you that we consider to be necessary in the context and purpose in which it’s given.

Through your use of our services we may also collect personal data from you about someone else. If you provide us with personal data about someone else, you must ensure that you are authorised to disclose that data to us and that, without us taking any further steps required by applicable data protection or privacy laws, we may collect, use and disclose such personal data for the purposes described in this Policy. You must, therefore, take reasonable steps to ensure that the third party concerned is aware of and consents to the various matters detailed in this Policy, including: the fact that their personal data is being collected; the purposes for which that data is being collected; the intended recipients of that data; and the third party’s right to obtain access to the data (including details of how to request access). Where requested to do so, you must assist us with any requests by the third party to access or update the personal data you have collected from them and provided in connection with our Services.

You may be required to provide information when:

  • Learning about Accounting Simplified
  • Using our services

Learning about Accounting Simplified

In order to gain more information about us, you may visit our website or landing pages, submit an enquiry, or for example speak to one of our advisors. At these times you may voluntarily provide personal information about yourself.

We collect: The type of personal information collected may include full name; phone numbers; email addresses; business type; income; usage data and statistics; connection data; other unique identifiers such as IP addresses or device IDs, marketing and advertising responses and preferences.

Why: To make sure you find the information you’re looking for and for us to make recommendations to you about our products and services. To follow up on your enquiry and provide you with tailored quotes on our services. Additionally, your IP address helps us to understand geographic information about our website visitors.

How: Data is collected through online forms; surveys; email; telephone, or in person.

Agreed to our service

If you agree to one of our services, you may be asked to provide information relating to you and/or your business. The information required will depend on the type of service you’re agreeing to. You may also be asked to provide information about third parties i.e. additional employees, directors or shareholders. We may also seek your permission to contact external third parties to gain items such as professional clearance or assignment schedules.

We collect: The type of personal information collected may include full name; home/business postal address; registered office address; business name/type; phone numbers; email addresses; job title; date of birth; place of birth; title; nationality; marital status; national insurance number; tax codes; HMRC UTR numbers; government issued identification, including passport numbers; sanction and watch list data; details of any other business involvement including shareholding; payment card information; bank account data; usage data and statistics; connection data; other unique identifiers such as IP addresses or device IDs, marketing and advertising responses and preferences; username and passwords for accessing and using our services, purchase inquiry and history; products, services or content provided.

Why: To verify your identity for legal/regulatory compliance and crime prevention. To carry out our obligations to provide services you’ve engaged us to deliver or to perform. To configure your accounting/payroll software correctly and provide the right support and advice. Allow access to our Refer a Friend program. Analysis for management and marketing purposes.

How: Data is collected through online forms; surveys; email; telephone or by post.

How we use your data

We use the data we collect to provide you with our services and to communicate with you.

We use the data for the following purposes:

  • carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services)
  • provide you with information related to our services and our events or seek your thoughts and opinions on the services we provide
  • ensure we comply with relevant regulation and law
  • deliver and personalise our communications with you

When we may share or disclose your data

Accounting Simplified does not sell data about our clients and we only share or disclose your data as authorised in this Policy.

We may share or disclose information with the following types of third parties.

Suppliers: We use a variety of third party suppliers to perform services such as website hosting, online product purchases, telephone and email communications. We share your personal data as necessary to complete any transaction or provide a product or service you have requested. These suppliers work on our behalf for the purposes described in this Policy. We impose strict contractual obligations on our suppliers to ensure data is secure, protected and treated in accordance with this Policy and we will take all steps reasonably necessary to maintain compliance with these obligations.

Service Provider: We use third-party service provider for the purposes of completing tasks and providing services to you on our behalf, for example to process payroll or basic bookkeeping. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions. We impose strict contractual obligations to ensure data is secure, protected and treated in accordance with this Policy and we will take all steps reasonably necessary to maintain compliance with these obligations

Legal/Regulatory Bodies: To the extent that we are duty bound by any applicable legal or regulatory requirement to cooperate with any competent legal or governmental authority or agency, we shall do so in accordance with applicable law. This may involve disclosure of your personal data and we will have no legal liability for such disclosures. Please note that, depending on circumstances, we may be forbidden from advising you of the fact that your personal data has been disclosed to or requested by such third parties.

Under Section 330 of the Proceeds of Crime Act 2002 we have a duty to report to the Serious Organised Crime Agency (SOCA) if we know, or have reasonable cause to suspect, that you or anyone connected with your business are or have been involved in money laundering. Failure on our part to make a report where we have knowledge, or reasonable grounds for suspicion, would constitute a criminal offence. We are obliged by law to undertake this reporting to SOCA, but are under no obligation to make you aware of this reporting. In fact, we may commit the criminal offence of “tipping off” under Section 333 of the Proceeds of Crime Act 2002 if we were to inform you that a report had been made. In consequence, neither Accounting Simplified’s principals nor staff may enter into any correspondence or discussions with you regarding such matters.

Other Parties: with whom it might be necessary to complete a financial or corporate transaction such as a merger or sale of asset.

How to access and control your data

You can review, edit or delete your personal data by contacting us by email to [email protected]. We will respond to any request to access or delete your personal data as soon as possible.

Cookies and Other Similar Technologies

We use cookies and similar technologies like pixels, tags and other identifiers to help us personalise our websites and services for you, remember your preferences, understand how users are using our websites and services and help customise our marketing offerings.

By visiting our websites or using our services you agree that you are happy for us to set cookies and similar technologies for the purposes described in this Policy.

Cookies

A ‘cookie’ is a small data file that is sent to your computer’s cookie file when you visit a website. When you visit the website again the cookie allows that site to recognise your browser.

We use two types of cookie, ‘persistent’ and ‘session’. Session cookies are temporary and will only stay on your device until you close your browser at which point they are deleted. Persistent cookies stay on your computer or mobile device permanently until they expire or are deleted.

We use the following types of cookies on our website:

Strictly necessary cookies. These cookies are essential for you to browse our websites and use the features.

Performance upped. These cookies collect information about how you use our websites. This data may be used to help optimise our website and make it easier for you to navigate.

Functional cookies. These cookies allow our websites to remember choices you make and personalise your experience. We may store your geographic location in a cookie for instance, to ensure that we show you the website relevant to your area.

Third Party cookies. Third party cookies are those placed by websites and/or parties other than Accounting Simplified. These cookies may be used on our website to improve our products or services or to help us provide more relevant advertising. These cookies are subject to the respective privacy policies for these external services, for example, the Facebook Data Use Policy.

Analytics cookies. We use analytics cookies, like those offered by Google Analytics, to help us understand things like how long a visitor stays on our website, what pages they find most useful, and how they arrived. To learn more about Google Analytics and your data, visit this Google webpage.

How to control cookies settings

Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience.

You can learn about how to control cookie settings on popular web browsers, by visiting:

Google Chrome
Internet Explorer
Safari
Firefox

Where we store and process data

By submitting your personal data, you agree to its transfer, storing and processing.

Most personal data is stored electronically on servers or computer systems with controlled access and controlled environments.

Our servers are located within enterprise-grade hosting facilities that employ robust physical security controls to prevent physical access to the servers they house. These controls include monitoring, 24/7 surveillance and on-site security staff.

Other personal data may be kept in paper form within our office, if needed, although the main copies are destroyed after they have been scanned into computer systems.

We will not transfer personal data outside of the European Economic Area (EEA) without complying with the provisions of the Data Protection Legislation in respect of such transfer. Where you access our services outside the EEA, it shall be your responsibility to ensure that any access outside of the EEA which results in a transfer of personal data complies with the provisions of the Data Protection Legislation.

However if you choose to access your personal data outside the EEA, you should only do so in a secure environment which means that your browser must support the encryption security used in connection with our services.

How we secure your information

Accounting Simplified is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access, use or disclosure.

For example, any personal data transferred to us over the internet is protected with Secure Sockets Layer / Transport Layer Security (SSL/TLS) Encryption Certificate technology. This ensures that all personal data transferred is encrypted to prevent eavesdropping and tampering.

While no Service is completely secure, Accounting Simplified takes precautionary measures and has strict security standards to help prevent data loss, theft, misuse and unauthorised access, disclosure, alteration and destruction or other like incidents that might affect the security of your personal data.

Accounting Simplified imposes strict contractual obligations on its suppliers, subcontractors and partners to ensure data is secure, protected and treated in accordance with this Policy and we will take all steps reasonably necessary to maintain compliance with these obligations.

However we cannot guarantee the security of your personal data while it is being transmitted to us if you don’t enter or import it from a secure environment or secure mobile device.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Our retention of your information

Accounting Simplified retains personal data for as long as necessary to provide our services or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements. Because these needs can vary for different data types in the context of different services, actual retention periods can vary significantly.

For example, the default standard retention period for accounting records is six years plus current, otherwise known as six years + one. This is defined as six years after the last entry in a record followed by first review and/or destruction to be carried out in the additional current (+ one) accounting year.

Your rights

You can find detailed information about your rights under Data Protection legislation on the UK Information Commissioner’s website at ico.org.uk.

You have the right to withdraw consent, at any time and you may always opt not to disclose certain data, but that may mean we will be hindered in our ability to provide our services, or it may mean you will not be able to access certain services.

You have:

  • The right to be informed– You have the right to obtain confirmation whether your personal data is being processed by Accounting Simplified or a third party processor. Through this Policy we explain the data we may gather, how it is used and why.
  • The right of access– You have the right to access personal data we hold about you. You can make a request for access to the data we hold about you by contacting us.

There is no charge for this service. However, we can charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive and we may also charge a reasonable fee to comply with requests for further copies of the same information.

  • The right to rectification. You have the right to your personal data being corrected if it is inaccurate or incomplete.
  • The right to erasure (also known as the right to be forgotten). You can withdraw your consent and request the deletion or removal of your personal data where there is no compelling reason for its continued processing. Accounting Simplified have in place processes to regularly review the data we hold and ensure that it is removed when it is no longer appropriate to hold it.
  • The right to restrict processing. Under certain specific circumstances, such as when you contest the accuracy of your personal data, you have a right to ‘block’ or suppress processing of personal data. If this is requested Accounting Simplified are permitted to store your personal data, but not further process it.
  • The right to data transfer. You have the right to request transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.
  • The right to object. You have the right to object to:
    • processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling);
    • direct marketing; and
    • processing for purposes of scientific/historical research and statistics.

In relation to Accounting Simplified, only the direct marketing ground is applicable. If you wish to object to Accounting Simplified direct marketing please contact us.

  • Rights in relation to profiling and automated decision making.

If you exercise any of your rights and your personal data has been shared with third parties, Accounting Simplified will notify the third parties that you are exercising your rights as relevant to them.

Changes to our Policy

We may modify or update this Policy when necessary to reflect feedback and changes in our services. Visiting our website and/or using our services after any modification to this Policy will constitute your acceptance of such modification and updates. When we update this Policy we will revise the ‘Last Update’ date at the top of the Policy.

Contact Us

If you have any questions regarding this policy or if you would like to speak to us about the manner in which we process your personal data, please email [email protected]

If you wish to complain about Accounting Simplified’s handling of your personal data, please contact our Data Protection Officer, providing full details of your complaint and including any relevant documentation, by:

  • email [email protected]; or
  • letter to the Data Protection Officer, E-Accounting Simplified Ltd, Telecom House, 125-135 Preston Road, Brighton, East Sussex BN1 6AF.

You have the right to lodge a complaint with the Information Commissioner Officer, details of how to do this are given at their website: ico.org.uk.