Privacy Policy

Introduction

This policy sets out how and why Clarand Accountants (“we”, “us”, “our”) collect and use personal data and provides information about individuals’ rights.  It applies to personal data provided to us through our website, services, applications, features, by the individuals themselves or others.

What is personal data?

We are committed to protecting personal data.  ‘Personal data’ means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;

When collecting and using personal data, our policy is to be transparent about why and how we process personal data.  We detail this further in this policy.

How we use your personal data

The personal data we process on behalf of clients is processed in accordance with us being able to carry out services, and data may include such information as name, date of birth, national insurance number.  If we do not process this data, we may be unable to provide services we have been instructed to carry out.

You may provide information through making an enquiry through our website, subscribing to our newsletter or applying for a job vacancy.  This information may include your name and email address, and other personal data.

Where we receive personal data received from third parties.  This may be detail we hold where we are data processors and have been passed the information from a data controller which enables us to carry out our services.

Collection and Use of Data

We do not collect personal information about you if you are a visitor to our website.  However, if you chose to register for email reminders, updates, newsletters and other services with us then we shall store your data to be able to service these requests.   Your data is stored in our client relationship management system (CRM).   Please see further in this policy with regard to the retention and removal of your personal data.

Retention of personal data

We retain personal data for the minimum period necessary and in compliance with the law.  Generally, this is for a minimum of seven years for clients.  Where we act as data processor we will keep records in accordance with our clients’ instructions.

How and where we share personal data

We do not forward nor sell personal information to any third parties whatsoever for marketing purposes.  We only share data with affiliates and partners in circumstances necessary to fulfill and support our services with clients, such as suppliers and service providers.  For example, this may include, IT consultants, legal partners, cloud based software providers, public authorities and similar third parties.

Security

We take the storage of data very seriously.  Our data is held digitally through a third party cloud host.  The third party cloud host has ISO 9001:2018 and ISO 14001:2004 with respect to secure information technology infrastructure.  The servers supporting the cloud infrastructure are located in secure data centres throughout Europe.  A minimal amount of personal data is stored in our offices.  We have policies, procedures and training in place covering data protection, confidentially, security and misuse of data.

Changes to this privacy statement

This privacy statement is under regular review and was last updated on 24 May 2018.  Any updated privacy statement is available on our website.  A copy can also be requested at [email protected].

Data Controller

The data controller is Clarand Accountants Ltd, Burnside House, Hexham Business Park, Burn Lane, Hexham, NE46 3RU.  Company registration number 08338461.  If you have any questions about this policy, please contact us by email at [email protected] or at the above address.

Individuals’ rights

Individuals have rights over their personal data.

• Right to be informed
  • You have the right to be informed about the collection and use of your personal data. We cover this in further detail in this policy.
• Right to have access to data (known as subject access)
  • You have the right to access your personal data which we hold.  Any request should be sent to [email protected] and clearly marked as a subject access request.  We may charge a fee in certain circumstances, in accordance with the law.  We will comply, unless there is a lawful reason for not doing so.  For example, this may breach an other individual’s rights.
• Right to rectification
  • You have the right to request any inaccurate information is amended and updated.
• Right to erasure
  • You have the right to have personal data erased. We will comply, unless there is a lawful reason for not doing so.
• Right to restrict processing
  • You have the right to restriction or suppression of your personal data. We will comply, unless there is a lawful reason for not doing so.
• Right to data portability
  • You may request that we provide a copy of your personal data in a structured, commonly used and machine readable format. We will comply, unless there is a lawful reason for not doing so.
• Right to object
  • You have the right to object to the processing of personal data in certain circumstances. We will comply, unless there is a lawful reason for not doing so.
• Rights in relation to automated decisions about you
  • You have the right to contest any decision which is based upon any automated decision about you and the right to contest any decision made. We will comply, unless there is a lawful reason for not doing so.

Any requests should be directed to your usual contact at Clarand Accountants or to [email protected].  Where we act on behalf of our clients as a data processor, we will pass on any requests to the respective data controller.

Complaints

If you are concerned about an alleged breach of privacy law you can contact us at [email protected] or at 03301 244450 so we may investigate your concerns further.   If you are not satisfied in the way we have resolved your complaint, you have the right to complain to the Information Commissioners Office at https://ico.org.uk/.