About this policy
Phillips & Co Accountants are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way. This policy outlines how we aim to achieve this and includes the information collected when:
• you use our website or social media pages.
• you make enquiries on our website or social media pages.
• someone is interested in working with us.
• You contact us directly either in person, by telephone, by post or by email.
We do not transfer personal data outside the European Economic Area (EEA)
Definition of Personal Data
Personal Data means any data that relates to an identifiable person who can be directly/indirectly identified from that data.
By providing your personal data, you agree that we can use your personal data in accordance with this policy.
Ensure you understand this policy in its entirety and take your time to read it.
Who are we?
Phillips & Co Accountants are an accountancy firm based in Chester, Cheshire.
Our registered address is: TPP Accountants Limited, 29 Marfords Avenue, Bromborough, Wirral, CH63 0JH. Company reg no.11050963 – Tel: 01244 220 062 email: email@example.com
TPP Accountants Limited is the data controller and responsible for personal data.
Any queries regarding data should be forwarded in writing to the registered address above or by email.
What type of information is collected from you?
You may be asked to submit personal information about yourself when you make an enquiry. We will collect this information, so we can fulfil your enquiry request.
We may receive personal data about you from various third parties and public sources.
We may make use of additional information about you when it is available from external sources.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
When you make an enquiry Phillips & Co Accountants collects information such as:
• e-mail address (used to send our quote to you or to provide additional information.)
• home or work address
• telephone number
• nature of your business
• structure of your business
• annual turnover
• preffered method of contact
• When you access our website:
• There is “Device Information” about your computer hardware and software that is automatically collected by Phillips & Co Accountants Chester. This information can include:
• device type (e.g. mobile, computer, laptop, tablet)
• operating system
• IP address
• browser type
• browser information (e.g., type, language, and history)
• domain names
• access times
• referring website addresses
• other data about your device to provide the services as otherwise described in this policy.
• Location information:
• If you use our website, we may receive your generic location (such as city or neighbourhood).
How is your information used?
• To perform our contract with you
• Manage our relationship with you
• Administer and protect our business and website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending newsletters and marketing communications to you. You have the right to withdraw consent to marketing at any time by contacting us
Who has access to your information?
• System providers acting as processors who provide IT and system administration services
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers
• HM Revenue and Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions
How long do we store data?
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
Under certain circumstances, you have rights under data protection laws in relation to your personal data including:-
(a) Request access (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
(b) Request correction. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
(c) Request erasure. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
(d) Object to processing. You have the right to object to us processing your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
(e) Request restriction of processing. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
(f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
(g) Right to withdraw consent. You have the right to withdraw your consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.
We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure data collected by our business.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Changes to this statement