Privacy Policy

    Data Protection Privacy Policy

    Prime Accountants Limited is classed as a Data Controller under the Data Protection Act 1998.

    We ensure that the data you supply to us is processed fairly and lawfully, and with skill and care.

    This statement confirms our commitment to protect your privacy and to process your personal information in accordance with the Article 6 and Recital 171, and Article 5(2) of general Data Protection Regulation.

    http://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0679&from=EN

    What personal information we collect, hold and share.

    We collect and process personal data only as far as is necessary to facilitate our staff and client requirements. We may collect and process the following personal information from our staff:

    • Name
    • Address
    • Email and other contact details
    • Date of birth
    • Job history
    • Educational history, qualifications & skills
    • Passport, Visa and other right to work or identity information
    • Information about age, gender, nationality, marital status
    • Sickness absence data to enable statutory sick pay
    • National insurance and tax (payroll) information
    • Next of kin and family details to be contacted in case of any emergency
    • Personal information relating to hobbies, interests and pastimes
    • Information contained in references and pre-employment checks from third parties
    • Other sensitive personal information such as health records, ethnicity, disability
    • Bank details
    • Limited Company details (including certificates, banking, insurances etc.)

    We may collect and process the following personal information from our clients, customers:

    • Name
    • Address
    • Email and other contact details
    • Date of birth
    • Passport, Visa and other right to work or identity information
    • Limited Company details (including certificates, banking, insurances etc.)
    • Bank details
    • National insurance and tax (payroll) information
    • Sickness absence data to enable statutory sick pay
    • Information about age, gender, nationality, marital status

     

    How we collect information:

    • Your personal information is provided by you during consultation or registration process as obtaining professional service from us, by means of paper copies, electronic email.
    • An agent or third party acting on your behalf. This may be where you are consulting via a Limited Company or Sole trader.
    • Publicly available sources. We may also obtain your information from professional networking sites or Companies House, where you have actively published or submitted your information.
    • Reference or word of mouth. You may be recommended by a friend, former employer or colleague.

    Storing information

    We only retain information for as long as necessary for the relevant activity.

    We need to hold personal information about you on our computer systems and in paper copies to enable us to carry out our statutory functions.

    If you have not registered with us, your data will be retained for 12 months from when you were last contacted.

    If you do register with us and takes our services, your data will be retained for 6 years from the last contact or activity on your record.

    Protecting your information

    We have appropriate technical and organisational measures in place to protect your information.

    • Access to local server, cloud server and paper-based system is restricted to job role and person.
    • Appropriate technical and organisational measures are in place to protect personal data from unauthorised or unlawful processing and from accidental loss, damage or destruction.

    Processing the information

    We will use your information in such ways to facilitate the best possible service.

    • Personal data will be processed in accordance with the data subject’s rights under the Act.
    • Personal data will be processed fairly and lawfully.
    • Carry out administrative functions (for example HR, payroll, Book keeping, Accounting)
    • Provide you solution to your business by analysing current systems and business process to facilitate automation.
    • Improve our services

    Sharing your personal information

    There are strict controls on who can see your information.

    • We may need to share your information with third parties, for obtaining professional advice and in complying with our legal or regulatory obligations,
    • We may share your information with business associates, professional advisors, financial organisations, credit reference agencies, debt collection agencies etc.
    • We assure you that there is an adequate level of protection whilst transferring your data.
    • We will not share your data with anyone other than when it is a business requirement.
    • Information will only be shared to areas supporting the running of the business e.g. Accountancy, Book keeping, Payroll, HR, IT.

    Logging and recording of communications with you

    We may log communications between you and us for the purposes described earlier in this statement.

    Accessing your information (Subject Access Requests)

    • You are entitled to ask for a copy of the personal information that we hold about you
    • If any of the data we hold is inaccurate, you have the right to rectify it.

    We usually act on such requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:

    excessive/repeated requests, further copies of the same information, which require extra administrative work.

    Please consider your request responsibly before submitting it. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with, we will let you know.

     

    Right to data portability

    The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.

    This include move, copy or transfer personal data easily from one IT environment to another in a safe and secure way.

    Individuals have the right to receive their personal data and store it for further personal use. This allows the individual to manage and reuse their personal data.

     

    Data Protection Controller/Officer

    Data Protection Officer Name:                   Ram Hari Tapa

    Data Controller Company Name:               Prime Accountants Limited

    Data Controller Registration Number:     Z2342741

    Contact Email:                                                   info@primeaccountantsltd.co.uk

    Company Address:                                          7 Windsor Gardens, Hayes, Middlesex, UB3 1QY

     

    Complaints

    If you have any questions or comments, or wish to make any request under the Regulation, you should contact in writing and send this to info@primeaccountantsltd.co.uk

    This does not affect your right to make a complaint to the Information Commissioner’s Office.