What information will we collect about you
We collect information about you when you become a client of ours or express an interest in becoming a client. In addition we will collect information when you seek employment with us. This is all as the case may be.
The categories of the information we collect about you include personal information (such as, as the case may be, name, postal address, e-mail address, company name, job title, telephone number, date of birth, gender, national Insurance numbers, tax references, Companies House authentication codes, details of your income, details of assets held, details of your employees as data processors on your behalf and bank account details).
How information about you will be used
We may collect data about you and your employees for the purpose of fulfilling our engagement as set out in our engagement letter to you. We may share this information with government authorities such as HM Revenue and Customs and Companies House for the purpose of assisting you to fulfil your statutory duties. Where you have authorised us as agent with HMRC we may share your data with HMRC by letter, email, telephone or via software that links directly to HMRC websites. We consider these to be lawful reasons and legitimate interests for using the information we collect about you.
We may contact you by post, email or telephone.
You may require us to share data with other organisations, persons, businesses, etc (such as estate agents, financial institutions or advisers or solicitors) but we will only do so with your permission. We may from time to time engage subcontractors to work on your accounts and will share data as necessary, such subcontractors used will have signed an understanding, and be bound by, our privacy policy.
Employees of Broadwing Accountancy Services Ltd will have access to your data and will have been made aware of their duty of confidentiality and will have signed an agreement contained within their contract of employment.
In order to fulfil our obligations under Anti Money Laundering we may request data from credit and identity agencies for identification purposes for clients as the case may be.
Under Anti Money Laundering Regulations, we reserve the right to share data with the National Crime Agency in the fulfilment of our duties under Anti Money Laundering and Proceeds of Crime regulations.
In the event that the directors of Broadwing Accountancy Services Ltd are unable to carry out our engagement due to death or incapacity, we have a continuity arrangement with a suitably qualified accountancy firm who will be charged with looking after your affairs and under those circumstances only, your data will be shared with this firm.
Security and storing information about you
We will use all reasonable efforts to safeguard the information we collect about you by having security and organisational procedures in place. Whilst every effort will be made to protect your data, guarantees can not be made about its security and you provide data to us at your own risk. Where we, or any software provider, provide you with passwords, it will be your responsibility to keep these passwords safe and not to disclose them to anyone else.
We will hold data on our own systems in electronic and paper form and data will also be held on cloud based systems such as Office 365 and QuickBooks online.
We will hold the information we collect about you only for as long as necessary to fulfil the purposes we collected it for. To determine the appropriate retention period, we have considered the amount, nature and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of it, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal requirements. Our retention policy is to hold such information for a period that enables us to comply with all regulatory requirement, normally for a period of 6 years. Where we cease to act on your behalf we have a policy of holding onto data beyond that period as necessary to comply with legal duties, insurance purposes and regulatory requirements.
Marketing
We will only market further services from Broadwing to you where you have consented to us to do so. We will not pass your details onto any other person, company or organisation for the purposes of marketing unless you give us explicit consent.
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please e-mail or write to us.
It is important to us that your personal information is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.
Your Rights
Access to your information: You may ask us at any time for a copy of the personal information about you that we hold about you.
Correction of your data: It is important to us that your personal information is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.
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, unless there are overriding legitimate reasons to retain the data.
- our use of your personal information is contrary to law or our other legal obligations
- you have withdrawn your consent to us using your information.
You also have the right to:
- object to the processing of the information we collect about you that is likely to cause you, or is causing you, damage or distress;
- prevent processing for the purpose of direct marketing;
- object to decisions being taken by automated means;
If you have a concern about the way we are collecting or using the information that we collect about you, we ask that you please raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at
https://ico.org.uk/concerns/
