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FAQs GDPR Privacy Policy

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FAQs

GDPR

In this clause, the following definitions shall apply:

‘client personal data’ means any personal data provided to me by you, or on your behalf, for the purpose of providing Integer’s services to you, pursuant to our engagement terms;

‘data protection legislation’ means all applicable privacy and data protection legislation and regulations including PECR, the GDPR and any applicable national laws, regulations and secondary legislation in the UK relating to the processing of personal data and the privacy of electronic communications, as amended, replaced or updated from time to time;

‘controller’, ‘data subject’, ‘personal data’, and ‘process’ shall have the meanings given to them in the data protection legislation;

‘GDPR’ means the General Data Protection Regulation ((EU) 2016/679); and

‘PECR’ means the Privacy and Electronic Communications (EC Directive) Regulations 2003 (SI 2426/2003).

Integer has appointed Claire Gray as an independent data controller in relation to the client personal data. She will comply with all requirements and obligations applicable under the data protection legislation in respect of the client personal data.

You shall only disclose client personal data to integer where:

you have provided the necessary information to the relevant data subjects regarding its use (and you may use or refer to my privacy notice available at www.Integeraccountants.co.uk for this purpose); you have a lawful basis upon which to do so, which, in the absence of any other lawful basis, shall be with the relevant data subject’s consent; and you have complied with the necessary requirements under the data protection legislation to enable you to do so.

Should you require any further details regarding our treatment of personal data, please contact Claire Gray.

Integer shall only process personal data:

in order to provide services to you and perform any other obligations in accordance with our engagement terms; in order to comply with legal or regulatory obligations; and where it is necessary for the purposes of legitimate interests and those interests are not overridden by the data subjects’ own privacy rights. My privacy notice (available at www.Integeraccountants.co.uk) contains further details as to how I may process client personal data.

For the purpose of providing all services, Integer may disclose the client personal data to other third parties (for example, professional advisors or service providers). I will only disclose personal data to a third party provided that the transfer is undertaken in compliance with the data protection legislation.

Integer shall maintain commercially reasonable and appropriate security measures, including administrative, physical and technical safeguards, to protect against unauthorised or unlawful processing of the client personal data and against accidental loss or destruction of, or damage to, the client personal data.

In respect of the client personal data, provided that it is legally permitted to do so, Integer shall promptly notify you in the event that:

nteger receives a request, complaint or any adverse correspondence from or on behalf of a relevant data subject, to exercise their data subject rights under the data protection legislation or in respect of my processing of their personal data; Integer is served with an information, enforcement or assessment notice (or any similar notices), or receive any other material communication in respect of the processing of the client personal data from a supervisory authority as defined in the data protection legislation (for example in the UK, the Information Commissioner’s Officer); or Integer reasonably believes that there has been any incident which resulted in the accidental or unauthorised access to, or destruction, loss, unauthorised disclosure or alteration of, the client personal data.

Upon the reasonable request of the other, Integer shall each co-operate with the other and take such reasonable commercial steps or provide such information as is necessary to enable Integer to comply with the data protection legislation in respect of the services provided in accordance with the engagement terms agreed with you in relation to those services.

Our Privacy policy

ABOUT THE FIRM AND THE PURPOSE OF THIS NOTICE

I, Claire Gray of Integer Accountants run an accountancy and tax advisory firm, based at Unit 3 Upp Hall Farm, Salmons Lane, Colchester, Essex, CO6 1RY.
Integer is a sole trader.

This notice will tell you how Integer looks after your personal data, about your privacy rights, and about the firms compliance with and your protections under Data Protection Legislation.

In this notice “Data Protection Legislation” means any applicable law relating to the processing, privacy, and use of Personal Data, including the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended by The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2020.

For the purpose of the Data Protection Legislation and this notice, Integer is the ‘data controller’. This means that Integer is responsible for deciding how your personal data is held and used. Integer is required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

Integer has appointed Claire Gray as the Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at the ‘Contact’ paragraph, below.

THE KIND OF INFORMATION HELD ABOUT YOU

The information held about you may include the following:

  • your personal details (such as your name and/or address, National Insurance number etc);
  • details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
  • details of any services you have received from us;
  • our correspondence and communications with you;
  • information about any complaints and enquiries you make to us;
  • your staff’s personal details.

HOW YOUR PERSONAL DATA MAY BE COLLECTED

Your personal data is obtained directly from you when:

  • you request a proposal from us in respect of the services provided;
  • you engage us to provide our services and also during the provision of those services;
  • you contact us by email, telephone, post  (for example when you have a query about our services);

Your personal data may also be obtained indirectly:

  • from your employer our client engages Integer to provide services and also during the provision of those services.
  • from third parties and/or publicly available resources (for example, from your employer or from Companies House).

HOW THE PERSONAL DATA HELD ABOUT YOU MAY BE USED

Your personal data will be processed for purposes necessary for the performance of our contract with clients and to comply with all legal obligations. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.

Your personal data may also be processed for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for business development, statistical and management purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which your personal data may be used.

Your personal data may be used in order to:

  • carry out the obligations arising from any agreements entered into between clients and Integer (which will most usually be for the provision of services);
  • carry out the obligations arising from any agreements entered into between clients and Integer (which will most usually be for the provision of services) where you may be a subcontractor, supplier or customer of the client;
  • provide you with information related to our services or seek your thoughts and opinions on the services we provide; and
  • notify you about any changes to the services provided.

In some circumstances the personal data may anonymised or pseudonymised so that it can no longer be associated with you, in which case it may be used without further notice to you.

Your personal data may also processed without your knowledge or consent, in accordance with this notice, where Integer is legally required or permitted to do so.

Data retention

Your personal data will only retained for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration the requirements of our business and the services provided, any statutory or legal obligations and the purposes for which we originally collected the personal data.

Change of purpose

Where your personal data is used for a reason, other than the purpose for which it was originally collected, it will only used where that reason is compatible with the original purpose. If your data is used for a new purpose you will notified and communicated the legal basis for this new processing.

DATA SHARING

Your personal data will only be shared with third parties where required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so. This may include sharing your personal data with a regulator or to otherwise comply with the law.

“Third parties” includes third-party service providers and the members of our firm’s network. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, administration services and banking services.  Our third-party service providers will only be permitted to process your personal data for specified purposes and in accordance with our instructions.

Your personal data may also be shared with other third parties, for example in the context of the possible sale or restructuring of the business, or with a regulator or to otherwise comply with the law.

TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)
For the purpose of providing services to you, Integer may disclose the client personal data to our regulatory bodies or other third parties (for example, our professional advisors or service providers). The third parties to whom such personal datamay be disclosed may be located outside of the European Economic Area (EEA). We will only disclose client personal data to a third party (including a third party outside of the EEA) provided that the transfer is undertaken in compliance with the data protection legislation.

DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform Integer of changes.

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify Integer of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

  • Request access to your personal data. This enables you to receive details of the personal data held about you and to check that it is being processed lawfully.
  • Request correction of the personal data that held about you.
  • Request erasure of your personal data. 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 exercised your right to object to processing (see below).
  • Object to processing of 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 basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact Claire Gray on [email protected]
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, you may charged a reasonable fee for the administrative costs of complying with the request if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Integer may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact Claire Gray [email protected].

Once a notification has been received that you have withdrawn your consent, Integer will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

CHANGES TO THIS NOTICE

Any changes made to our privacy notice in the future will be updated on our website http://www.integeraccountants.co.uk/.

CONTACT

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact Claire Gray on [email protected] or telephone 01206 211827.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

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