Privacy Policy

Our Privacy Policy

QACCOUNTING LIMITED trading as QACCOUNTING takes the protection of your data seriously. This notice informs you how we collect and process your personal data. We have implemented strong data privacy and security safeguards to ensure that your personal data is protected to the best extent we can.

Contact us at enquiries@qaccounting.com if you have any concerns, wish to request access to the data we hold on you or uphold any of your other rights.

Our commitment to you

Our Client Portal

What personal data do we collect?

What about Cookies?

Why do we collect this data?

Who do we share this data with?

How long do we keep your data?

Exercising your rights

Our commitment to you

We will only collect data about you that is relevant and necessary.
Your data will only be held on systems that meet compliance standards.
Your data will only be accessed by those who need it and we will minimise the amount of data that is processed, wherever possible.

We won’t share or sell your data to any third party outside of QACCOUNTING LIMITED T/A QACCOUNTING and it’s Processors unless you have agreed through explicit consent, we are required to share it by law or we need to fulfil our service commitments to you through a third party that meets our own privacy standards.

We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you. We respect your rights as outlined in the next section and will respond to all requests promptly.

Our Client Portal

Our client portal allows you to log in to your account and see your personal and company information and documents.
Directors can view all company details, documents (including accounts, payslips, invoices and VAT Returns), and their own data and Personal Tax Returns
Shareholders can view company details, their own data and Personal Tax Returns.

What Personal Data do we collect?

We collect information about you in two key ways:

Passive – you give us information on our website, email us, call us, or at meetings.
Proactive – this is data about you that we may hold from referrals, or previous accountants.

Our Lawful basis for collecting this data is performance of a contract of service with you.

We try and minimise the personal data held on you. Typically, this is restricted to:

Your personal contact details – Name, address, email address, phone numbers, Date of Birth, Nationality, National Insurance Number, Marital Status, ID Confirmation, Proof of Address, source of your data and legal reason for the holding of your information.

Your company details – Address, HMRC Reference Numbers, and other public held information including invoicing details.

Transmitted information – such as emails, phone call information, call recordings, voice mails, meeting notes and document tracking information.

We make it our policy not to connect any social media feeds or store any social media you may post to our systems, with the exception of private messages.

What about Cookies?

We have a separate cookie policy which can be found HERE

Why do we collect this data?

We use your data for the following purposes:
To provide you our products and services.
To act on your instructions.
To personalise the website for you.
To contact you in response to a specific enquiry.
To contact you with phone calls, promotional emails and mailings about related products, services, offers and other things that we think may be relevant to you under our legitimate interest.
To improve or modify our services
For audits, regulatory purposes, and compliance with industry standards.
To conduct aggregate analysis and develop business intelligence that enables us to operate, protect, make informed decisions, and report on the performance of, our business.
Calls may be recorded for information holding, quality and training purposes.

All our processes are mapped and are subject to various internal policies to ensure that your data privacy and security.

We do not undertake profiling or automated decision making.

How long will we keep your data?

We will retain your data for a period of 6 years following the end of any Service Agreement unless legally obligated to hold it longer. For any other data we will only retain your data for as long as necessary to fulfil the purpose we collect it for. Generally, outside of contracts we will retain your data for 1 year from point of last contact and annual data cleanse program. Recorded voice calls are retained for 30 days.

Who do we share the data with?

We may share your data with HMRC or Law Enforcement Agencies.

Any third parties that we share or store your data with are obliged to keep your details securely and uphold the same levels of data protection we maintain. If you want to find out more, please contact us.

We will regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.

We will never share or sell your personal data for marketing purposes with third parties. If you ask us to act under your instruction (e.g. to set up a bank account) we cannot be held responsible for how they use your data.

Our website and other materials sent to you may contain links to other third-party websites. We’re not responsible for the content or your data privacy on these sites.

We only store your data in UK data centres and do not undertake international transfers of data.

Exercising your rights

We never forget that the personal data you give us belongs to you and that is why we operate in a fair and transparent manner. This means that you have the following rights over the data we hold about you:

Right to be informed about your data use.
Right to access all the data we hold about you.
Right to have inaccurate data corrected.
Right to erasure of personal data.
Right to object to processing of your data.
Right to opt-out of marketing.

Right to object to automated decision making.

Right to complain to the regulator if you are not satisfied with our reply(The ICO).

Every marketing email sent from QACCOUNTING LIMITED T/A QACCOUNTING allows you to opt out of receiving emails from us.

If you request for your data to be deleted from our marketing list, your name and email address will be added to an exceptions list and all other data removed.

If you would like to exercise any of these rights, please contact at enquiries@qaccounting.com

Unless we have a legal obligation that overrules your request we will endeavour to comply with your request within a month of request.

This privacy policy was last updated on 19 Feb 2020 and will be reviewed on a regular basis. We will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you.

Compliance:

LAURA MCCARTNEY is responsible for maintaining and implementing the Privacy Statement and Policy on behalf of ACCOUNTING LIMITED trading as QACCOUNTING.