The Information on this website is intended for guidance only. It is based on our understanding of current legislation and is correct when going to press. While we have made every effort to provide accurate and up-to-date information on our website, the law is constantly changing and affects each person or business in different ways. Vertex Accountants accepts no liability for actions taken in reliance upon the information given. The information contained within this website is no substitute for specific advice and we will not accept liability if you rely solely on information from the website.
- The Data Protection Officer is responsible for ensuring that this notice is made available to data subjects prior to Vertex Accountants collecting and processing their personal data.
- All employees of Vertex Accountants who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.
- Our Data Protection Officer/GDPR Owner and data protection representatives can be contacted directly here at [email protected] or call us at 01582 343144.
The personal data we would like to collect and process on you is:
Personal data type: Source
Name, address, telephone number, email address, Unique Tax Reference number (UTR), national insurance number, bank account details, employment history, details of your investments, employee numbers, payroll, and accounting data. Income and expenditure details.
These details will all be collected directly from you or your appointed representative.
The personal data we collect will be used for the following purposes:
- Contact you by post, email, or telephone.
- Maintain our records in accordance with applicable legal and regulatory obligations.
- Process financial transactions to produce accounts and tax returns.
Our legal basis of processing for the personal data:
- Are to assist you and to help you fulfill your legal responsibilities, with regard to the filing of accounts and tax returns.
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.
Consent is required for Vertex Accountants to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.
You may withdraw consent at any time by contacting Vertex Accountants by using the contact details given above.
Vertex Accountants will not pass on your personal data to third parties without first obtaining your consent.
We may pass your information to our third-party service providers and agents for the purposes of completing tasks and providing services to you on our behalf, for example, to enable bookkeeping and ensure you are kept up to date. However, when we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep the information secure and not to use it for their own purposes.
We are required by legislation, other regulatory requirements, and our insurers to retain our data where we have ceased to act for you.
To ensure compliance with all such requirements it is the policy of the firm to retain data for a period of up to ten years from the end of the period concerned. If for any legal reason your data is required to be held past this time, you will be informed of the extension.
Your Rights as a Data Subject
At any point while we are in possession of or processing your personal data you, the data subject, have the following rights:
⦁ Right of access – you have the right to request a copy of the information that we hold about you.
⦁ Right of rectification – you have the right to correct data that we hold about you that is inaccurate or incomplete.
⦁ Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
⦁ Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
⦁ Right of portability – you have the right to have the data we hold about you transferred to another organization.
⦁ Right to object – you have the right to object to certain types of processing such as direct marketing.
⦁ Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
⦁ Right to judicial review: in the event that Vertex Accountants, refuse your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below.
In the event that you wish to make a complaint about how your personal data is being processed by Vertex Accountants, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Vertex Accountants data protection representatives Data Protection Officer, as per details provided above.
Online Privacy Statement
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“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”.
Why do Vertex Accountants need to collect and store personal data?
In order for us to provide you with our services, we need to collect personal data for correspondence purposes and/or detailed service provision. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
In terms of being contacted for marketing purposes, Vertex Accountants would contact you for additional consent.
Will Vertex Accountants share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to Vertex Accountants in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfill the service they provide you on our behalf. When they no longer need your data to fulfill this service, they will dispose of the details in line with our procedures. If we wish to pass your sensitive personal data on to a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
How will Vertex Accountants use the personal data it collects about me?
Vertex Accountants will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR).
We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Vertex Accountants is required to retain information in accordance with the law, such as information needed for income tax. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Under what circumstances will Vertex Accountants contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure.
Can I find out the personal data that the organization holds about me?
Vertex Accountants at your request can confirm what information we hold about you and how it is processed. If Vertex Accountants does hold personal data about you, you can request the following information:
⦁ Identity and the contact details of the person or organization that has determined how and why to process your data. In some cases, this will be a representative in the EU.
⦁ Contact details of the data protection officer, where applicable.
⦁ The purpose of the processing as well as the legal basis for processing.
⦁ If the processing is based on the legitimate interest of Vertex Accountants or a third party, information about those interests.
⦁ The categories of personal data collected, stored, and processed.
⦁ Recipient(s) or categories of recipients that the data is/will be disclosed.
⦁ If we intend to transfer the personal data to a third country or international organization, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
⦁ How long the data will be stored.
⦁ Details of your rights to correct, erase, restrict or object to such processing.
⦁ Information about your right to withdraw consent at any time.
⦁ How to lodge a complaint with the supervisory authority.
⦁ Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
⦁ The source of personal data if it was not collected directly from you.
⦁ Any details and information of automated decision making, such as profiling and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will I need to provide in order to assess this?
Vertex Accountants accepts the following forms of ID when information on your personal data is requested:
- Driving license
- Birth certificate
- Utility bills (from the last three months).