a) the singular includes the plural and vice versa;
c) a reference to a person includes firms, companies, government entities, trusts and partnerships;
d)”including” is understood to mean “including without limitation”;
e) reference to any statutory provision includes any modification or amendment of it;
1.2 Our services are not designed to appeal to or to be sold to persons under the age of 16 therefore, we do not knowingly attempt to solicit or receive information from children.
1.4 For the purpose of GDPR Vicky’s Bookkeeping is the Data Controller.
1.5 All personal Data is stored securely in accordance with the GDPR, for more details on security see the clause below (How we protect user information).
2. What information does Vickys’ Bookkeeping collect?
2.1 So that you can benefit from our services you will have chosen to submit your details to Vickys’ Bookkeeping and, as part of that process some of the information will be personal to you including:
b) Job Title;
d) Contact Information such as email addresses and telephone numbers;
e) Demographic information such as post code, preferences and interests;
f) Any other information you place in the contact form .
h) A list of URLs starting with a referring site, your activity on this Website, and the site you exit to (automatically collected); your name, email address, IP information and contact number.
2.2 We also collect an address and VAT number (where applicable) from business customers to provide our invoice. Your information may be submitted using our website enquiry form or may have been provided verbally or by email. We will process your information on the basis that we provide a bookkeeping and/or payroll service to you/your business. If you are not in contract we will only contact you where we have a legitimate reason to do so or, where you have given us your explicit consent.
2.3 We do not process sensitive personal data as defined by the GDPR as data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.
3.0 How we use your Information.
3.2 Once you have submitted your enquiry using our website enquiry form we will contacted by email to follow up your enquiry. In addition to the follow up contact we may contact you at other times but only in accordance with your preferred contact option stated when you submit your enquiry and with your specific consent. The information you provide will only be used to contact you about the services we provide.
3.3 If you decide to use one of our services you are advised to read our client engagement letter that will be emailed to you once a proposal is discussed.. Once we are in contract we will process your personal information lawfully on the basis that we are in contract with you and in accordance with the agreed terms to provide our service.
3.4 We may use the information collected to personalise your experience on the website and to help you to log-in in future. Where we have your explicit consent we may, from time to time, use your information to let you know about the bookkeeping services we provide.
3.6 Any or all the above Data may be required by us from time to time to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:
a. internal record keeping;
b. improvement of our products / services;
c. transmission by email of promotional materials that may be of interest to you;
d. Telephone marketing, unless opted out using the email address provided at 3.5 above.
4.0 How long we keep your personal information
4.1 When you submit your information but do not use the service your personal data is retained for no longer than 12 months.
4.2 If we have provided a service to you and once our service has been completed , we have an obligation to hold certain documentation after the client relationship ends. Identification (see below) evidence will be kept for a period of five years from date of disengagement, and relevant transactional information and working papers will be kept for a period of ten years from the date of transaction, or five years from disengagement, whichever is soonest. This is in accordance with Money Laundering Regulations 2017 and GDPR 2018.
5.0 Sharing information with Third Party’s.
5.1 We will only disclose your personal information to third parties if needed to provide our services. Where we do use a third party who is given access to your data every care is taken to make enquiry to satisfy ourselves that they comply with GDPR. We carry out due diligence checks to ensure that their services are compliant and secure.
5.2 From time to time we may use third party suppliers and service providers. Where any service provider collects information directly from you (such as the situation where we ask a service provider to conduct a survey for us) you will be notified of the involvement of the supplier or service provider, and all information disclosures you make will be strictly optional.
5.3 We may use third party hosting partners to maintain your data securely, administer or develop our website ranking, if so, that information is only given to those third parties for that limited purpose and subject to those third parties agreeing to keep the information secure.
5.4 In addition, we may provide aggregate statistics about our customers; sales, traffic patterns and related website information to reputable third-parties, but these statistics will include no personally identifying information.
6.0 Legal disclosure
6.1 We may disclose personal data to the extent permitted or required under any enactment, by rule of law, order of the Court, as requested by other government law enforcement authority, to enforce our legal rights, to operate our systems properly, or to protect ourselves or our users.
7.0 Your consent and your rights
7.1 You acknowledge and agree that in the course of using this website and any services offered via this website, certain information about you will be captured electronically or otherwise and transmitted to us or and, potentially, to any third parties as set out above, or to third parties who host our web servers or assist us in maintaining this website.
7.2 Under the GDPR you have the following rights:
To know that your data is being processed and to make a ‘Subject Access Request’
To access your personal data free of charge
To data portability without undue delay
To have your information corrected if inaccurate (Including ensuring any third party puts right any inaccuracy)
To request that your data be erased in certain circumstances
To restrict processing
To object to processing and;
To rights relating to automated decision making and profiling
We have policies in place to assist you with any of the above rights, you can view our GDPR Policies here
7.3 You have a legal right to see a copy of the information we hold about you, this is referred to as a Subject Access Request or SAR. When you request a SAR it is provided free of charge and within 30 days however, we will need to ask for identification. If you have a representative acting on your behalf we will require your authority to release information to the person appointed. Please email firstname.lastname@example.org if you would like to request a SAR.
8.0 How we protect user information?
8.1 The GDPR’s require that we follow strict security procedures in the storage and disclosure of the information you provided to prevent unauthorised access. To protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your data.
8.2 If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.
8.3 We endeavour to do our best to protect your personal Data. However, transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.
9.0 What are ‘Cookies’ and how do we use them?
9.2 Most browsers accept cookies automatically, but usually you can alter the settings of your browser to prevent automatic acceptance. If you choose not to receive cookies, you may not be able to use certain features of this website.
10.0 Changes of business ownership and control
10.2 We may also disclose Data to a prospective purchaser of our business or any part of it.
10.3 In the above instances, we will take steps with the aim of ensuring your privacy is protected.
11.3 Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.
11.4 This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.
12.2 You may contact Vicky’s Bookkeeping Ltd by email at email@example.com.
13.0 What to do if you have a Complaint
13.1 If you are unhappy with any aspect of personal privacy as part of our service you may complain to us by emailing firstname.lastname@example.org. If you are dissatisfied once we have dealt with your complaint you are entitled to contact the ICO whose contact information is available at www.ico.org.uk where you can also find further information about data protection issues.