Our Privacy Policy

General Data Protection Regulation (GDPR)

M Watson Accountancy Services Ltd is registered with the Information Commissioners Office (ICO) for the purposes of Data Protection.

In order to discharge the services agreed we may obtain, use, process and disclose personal data about you, and for other related purposes including updating and enhancing client records, analysis for management purposes and statutory returns, crime prevention and legal and regulatory compliance.  

Responsible Person (Data Controller)

The person responsible for compliance with the GDPR is Mr Mark Watson FFA FIPA.

How we may collect your Data

We may obtain personal data about you in the following ways;

• when we provide you with an initial consultation
• you engage us to act as your advisor and also during the provision of the related services
• you contact us by email, telephone, or post
• from third parties and/or publicly available resources (for example Companies House).

Data held

Data we collect from you varies depending on the type of services we are providing to you. Typical examples of information we may collect is as follows;

- Personal Details (Full Name/Address/DOB/Contact Details etc)

- Detail of our contact with you or services you have received

- Email address

- UTR number

- NI number

- AML & Due Diligence Records (Copies of Passport/Driving Licence/Utility Bill etc)

- Bank Details

All data is held on computer equipment and storage devices. We may also from time to time use a secure cloud facility provided by third parties, and these third parties are subject to the provisions of the GDPR in their own right.

Usage of information

In general terms, but not limited to, we may use your information;

• to contact you by post, email or telephone
• to confirm your identity
• to keep our records up to date with legal & regulatory obligations
• to process financial transactions
• to prevent crime/fraud/corruption
• for marketing purposes

Retention of Data

Data will be retained by us so long as it is still valid and necessary for us to use it, but will not be retained for longer than is necessary for its lawful purpose. Obsolete data will be deleted after six years.

Data Sharing

Nobody other than the Data Controller has access to your data and we confirm that we do not share, sell or rent any information with any third parties for marketing purposes.

We will only share data with third parties necessary to fulfil our duties under the assignment, typically;

• with HMRC
• with Companies House
• with Online Verification Providers

The only exceptions to this are if we are legally required to do so, or if you appoint another accountant and we send applicable information in relation to the services being transferred, again we remind you that these third parties are subject to the provisions of the GDPR in their own right.

Security

All computers, computer programs and client data files are password protected and backup/storage devices are kept securely locked away when not being used. Passwords are reviewed and changed regularly. Computer systems and mobile devices are protected by current and up to date virus guard and firewall software.

Response to Data Breaches

Whilst every effort is made to keep data secure, in any industry or profession even with the most robust security, occasionally it is unavoidable with today’s internet environment to prevent a cyber attack. Likewise, PC equipment and Storage devices can be hacked or stolen.

In instances such as these, M Watson Accountancy Services Ltd would make a full report to the ICO of the incident, and would follow their guidelines and advice following.

Training & Monitoring

The Data controller will regularly monitor the data held and delete any that is no longer relevant after a retention period of six years after its last use. Regular training will also be undertaken in accordance with normal CPD requirements.

Your Rights

• You have a right to request a copy of all data that we hold about you.
• You have a right to request deletion of your data where you consider it is no longer required, you have made a valid claim for us not to use your information, or you no longer wish to receive marketing information.
• You have a right to instruct us to correct data we hold about you. (We request any changes we are not aware of are brought to our attention as soon as possible.)

Complaints

We endeavour to rectify any complaints about data handling with you in the first instance as soon as possible.

Please contact the Data Controller at our registered office; M Watson Accountancy Services Ltd, 29 Beech Grove, Brotton, Cleveland TS12 2UY.

You also have the right to lodge a complaint with the Information Commissioners Office:

Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

https://ico.org.uk/concerns

Changes to this Privacy Policy

We reserve the right to change this Privacy Policy as is deemed necessary or as is required by law. Any changes will be published on our website as soon as possible. This policy was last reviewed July 2023