About this Privacy Notice
We value the data that is shared with us and take the privacy of individuals, companies and organisations seriously.
This notice sets out the categories of personal data we may ask you to supply or already hold, why we need the data, how we will use it and how long it is retained.
Our companies Data Protection Compliance Manager is Cournell Warmington.
We undertake to draw this Privacy Notice to the attention of all relevant parties, and should you engage our services we will take it to mean that you are satisfied with its contents. Should you have any concerns about this notice, please contact Cournell Warmington.
We only collect personal data which is necessary for the communication and fulfilment of the services contracted between you and us. This includes, but not limited to, information without which we would not be able to provide you with the requested services.
Categories of personal data we may collect from you include:
- Identification details (in the form of Identification e.g. copy of passport)
- Other identification and contact information (e.g. name and email address)
- Tax documentation
- Bank records, details and/or
- Information about your finances
- Log in details for accounting software
We do not seek to obtain personal data that is not necessary for the purpose of our engagement or which falls outside the scope of this notice. We kindly request that individuals do not furnish us with any unnecessary personal data.
In accordance with data protection legislation we may destroy personal data supplied to us where we do not believe we have sufficient legal basis to retain it.
It is important that all personal data which we hold about you is accurate and up to date. Please keep us informed if there are changes to your personal data while in contact with us, engaged in our services or providing information in a professional capacity. We strive to maintain that all personal data is accurate and up to date and check this periodically, however we require you to update us of any changes as soon as it is reasonable to do so.
How we collect personal data
We will collect data through direct interactions, information provided by you through forms or correspondence with us by post, email, or phone. Data can be collected from enquiries received through the website or by email. Data can be collected from third parties or publicly available. Third party data will be received from, but not limited to, HM Revenue & Customs when agent authorisation is agreed or already in place. Publicly available data will be received from, but not limited to, the Companies House registrar.
How we use your personal data
Personal data means any data or information which that person can be identified. It does not include data where the identity has been removed (anonymous data).
Warmingtons may collect, use, store and transfer different kinds of personal data about you.
If you fail to provide personal data required and where agreed, Warmingtons may not be able to perform the contract it has or is trying to enter. In this case, Warmingtons may have to cancel the Services but will notify you if this is the case at the time.
We process personal data for:
- Registering you or a company as a client of Warmingtons and to obtain consent in order for us to provide relevant professional services
- To verify your identity for Anti Money Laundering Regulations (where required)
- To act on your or a companies behalf with HM Revenue & Customs
- To process and deliver services in the area of accountancy, taxation, advice, payroll and compliance
- To request information to enable us to perform duties as agreed
- To respond to queries and enquiries
- To provide information and updates regarding taxation affairs, position and planning
- To undertaking marketing as and when required
Third party processors
From time to time, only where necessary to facilitate our relationship with you, we may transfer your personal data to our third party processors. Processors have obligations under the data protection legislation with regards to your data. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. Third party processors such as:
- Professional advisors
- Government organisations
- IT service providers; and
- Payroll providers
Retaining your personal data
We have legal obligations as a company, an employer and as an accountancy service provider to retain records containing personal data, even after the main purpose of a relationship has ended. In accordance with our obligations, certain documents will be retained for 6 years, after which archived files are destroyed.
To determine the appropriate retention period for personal data, we consider the amount, nature, importance and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data and applicable legal requirements.
We maintain appropriate security measures to prevent the loss, misuse or disclosure of your personal data.
This notice is relevant whether your personal data was obtained directly or where your information was provided to us by a third party.
You have the right to be informed on what data we are processing and for the purpose we are holding or processing such data.
You have the right to access the personal data we hold for you and the right to request that your personal data be erased, rectified or transferred to another data controller. You will not have to pay to access your personal data or to exercise any of the other rights. You may also request that we erase all your data that we hold or that we restrict processing. Should you wish to exercise any of these rights, please contact Cournell Warmington.
You have the right to withdraw your consent for us to process your personal data at any time by contacting us.
You have the right to make a complaint to the Information Commissioner’s Office (ICO) the UK supervisory authority for data protection. We would, however, appreciate the opportunity to deal with your concerns before approaching the ICO.
Please contact us for any request, questions or further information.