Privacy Notice for Gardner Webb Accounting Limited

Gardner Webb Accounting Limited takes the protection of your privacy very seriously.  We will only use your personal information: 

  • to deliver the products and services you have requested from us 
  • to meet our legal responsibilities 
  • to provide additional information about us / our services / publications / articles 
  • and where express consent has been obtained to provide you with relevant promotional mailings. 

 

How do we collect information from you? 

We obtain information about you when you engage us to deliver our products and/or services and/or when you use our website, for example, when you contact us about our products and/or services. 

We also collect information about you from third parties, such as Companies House, HMRC and Creditsafe. 

 

What type of information do we collect from you? 

The personal information we collect from you will vary depending on which products and/or services you engage us to deliver.  The personal information we collect might include your name, address, telephone number, email address, your Unique Tax Reference (UTR) number, your National Insurance number, bank account details, your IP address, which pages you may have visited on our website and when you accessed them. 

 

How is your information used? 

In general terms, and depending on which products and/or services you engage us to deliver, as part of providing our agreed services we may use your information to: 

  • contact you by post, email, online portal, SMS or telephone 
  • verify your identity where this is required 
  • understand your needs and how they may be met 
  • maintain our records in accordance with applicable legal and regulatory obligations 
  • process financial transactions 
  • prevent and detect crime, fraud or corruption 

 

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you.  The period of retention required varies with the applicable legislation but is typically five or six years.  To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period of seven years from the end of the period concerned. 

 

Who has access to your information? 

We will not sell or rent your information to third parties. 

We will not share your information with third parties for marketing purposes. 

Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow. 

 

Third Party Service Providers working on our behalf 

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf, for example to process research and development tax credits, liaising on external audits, where specific second opinion or advice is sought or to enable us to operate efficient processes.  However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.  

Please be assured that we will not release your information to third parties for any other purposes unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption. 

 

How you can access and update your information 

Keeping your information up to date and accurate is important to us.  We commit to regularly review and correct where necessary, the information that we hold about you.  If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below. 

You have the right to ask for a copy of the information Gardner Webb Accounting Limited holds about you. 

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Security precautions in place to protect the loss, misuse or alteration of your information 

Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.  

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, or where you have chosen, a password which enables you to access information, you are responsible for keeping this password confidential.  We ask you not to share your password with anyone. 

Your data will usually be processed in our offices in the UK.  However, to allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, but within the European Economic Area (EEA). 

For the same reason, we sometimes need to process and store information in servers located outside the UK and the European Economic Area. Where this is applicable, we ensure that our sub-processors participate in and have certified their compliance with the GDPR, or the EU Model Contractual Clauses or EU-U.S. Privacy Shield Framework and Swiss-U.S. Privacy Shield Framework. 

We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable legislative and regulatory requirements. 

 

Your choices 

We may occasionally contact you by post / email / SMS / telephone / online portal with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist you further.  If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below. 

 

Your rights 

Access to your information: You have the right to request a copy of the personal information about you that we hold.   

Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards. 

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Deletion of your information: You have the right to ask us to delete personal information about you where: 

  • you consider that we no longer require the information for the purposes for which it was obtained  
  • you have validly objected to our use of your personal information – see ‘Objecting to how we may use your information’ below 
  • our use of your personal information is contrary to law or our other legal obligations 
  • we have been using your information with your consent and you have withdrawn your consent – see ‘withdrawing consent to use your information’ below 

Restricting how we may use your information: In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so. 

Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue. 

Withdrawing consent to use your information: Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.  Where we send a regular newsletter or other marketing material we will only do so after obtaining your express consent. You have the right at any time to require us to stop using your personal information for direct marketing purposes 

Please contact us in any of the ways set out in ‘Contact information’ below if you wish to exercise any of these rights. 

 

Automated decision making including profiling 

We do not use any automated processing that results in a relevant automated decision based your personal information. 

 

Changes to our privacy notice 

We keep this privacy notice under regular review.  Copies of the privacy notice may be obtained by emailing privacy@gwaccounting.co.uk. 

 

This privacy notice was last updated on 5 December 2019. 

 

Contact information  

Mrs Edit Gardner 

Gardner Webb Accounting Limited 

Glebe House 

Webbs Lane 

32 Overstone Road 

Sywell 

Northants NN6 0AW 

 

T: 01604 642727 

E: privacy@gwaccounting.co.uk 

 

Complaints 

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office at  

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF 

Telephone – 0303 123 1113 (local rate) or 01625 545 745 

Website: https://ico.org.uk/concerns 

 

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Gardner Webb Accounting Limited © 2020. All rights reserved.