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Who we are
This is the privacy statement of Bookwise Bookkeeping Limited (“We”, “Us”, “Our”) as a data controller.
Bookwise Bookkeeping Limited is a company registered in Scotland with registered number SC416077 and registered office is 272 Bath Street, Glasgow, Scotland, G2 4JR.
This privacy statement explains how we collect and use personal information about you.
What is personal information
‘Personal information’ is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal information is governed by The General Data Protection Regulation 2016/679 (GDPR) and other legislation relating to personal information and rights.
What personal information we collect
The personal information we collect from you will vary depending on which services you engage us to deliver. The personal information we collect might include your
date of birth,
business, financial and tax information
your Unique Tax Reference (UTR) number,
your National Insurance number,
bank account details,
transaction data including details about payments to and from you
your IP address,
which pages you may have visited on our website and when you accessed them
any other information which is relevant to the performance of our services in according with our Letter of Engagement.
Purposes of Processing
We will only use your personal information if:
it is necessary for the performance of our contract with you
to deliver the services you have requested from us as stated and agreed in our Letter of Engagement,
and to meet our legal responsibilities.
Where we collect personal information from
We obtain information about you:
when you engage us to deliver our services,
when you provide information to allow us to provide the services agreed in the Letter of Engagement
from yourself and employees who work for you and any of your businesses
HM Revenue & Customs and other regulatory bodies,
Other entities which whom you have connections relevant to the services we provide
Any person or entity nominated by you (e.g. family or third party companies or business which may hold information we require and which you consent to)
and/or when you use our website, for example, when you contact us about our services.
How we use your personal information
We will only use your personal data when the law allows us to. In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:
deliver services to perform the contract as agreed in the Letter of Engagement
to meet legal or regulatory responsibilities e.g. your tax return, accounts and advice
verify identity where this is required
communicate by post, email or telephone
understand needs and how they may be met
maintain records e.g. retention of records as required by the professional bodies who regulate our work
process financial transactions on your behalf
prevent and detect crime, fraud or corruption
deal with any complaints or actions against this firm by you or other parties in relation to the work we have performed for you
to provide updates to you and to tell you about our services, events we may be holding or changes in how we do business or technical updates.
Who we share your personal information with
We may share your personal information with:
Any third party with whom you authorise us to disclose information
HMRC where necessary for the performance of our services and regulatory responsibilities
The National Crime Intelligence Services (or other similar Government bodies) where legally bound to do so or where our regulatory bodies require such sharing
Any professional body who regulates our work such as (but not exclusively) The International Association of Bookkeepers e.g. where in the course of our work such disclosure is appropriate or required by these bodies
Our Professional Indemnity Insurance policy providers and their brokers where necessary in order to procure the required insurance for our services
Other advisors where necessary for the provision of our engaged services
If your information is shared with third parties in accordance with the above paragraphs, we will only share such personal information as is strictly required for the specific purposes.
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.
Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to in order to meet our contractual obligations, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.
Bookwise Bookkeeping Limited may employ third party suppliers to provide services including utilising the services of a credit reference agency (https://www.transunion.co.uk/legal-information/bureau-privacy-notice).
If you do not provide your personal information
Where we need to collect personal data by law, or under the terms of the Letter or Engagement we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services).
Failure to provide tax related information may cause us to fail to meet any agreed obligations in respect of filing returns etc and may also be relevant to any considerations this firm has in terms of regulatory requirements to detect crime.
How long we retain your personal information for
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes or satisfying any legal, accounting or reporting requirements.
We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. The period of retention required varies with the applicable legislation. To ensure compliance with all such requirements, it is the policy of the firm to retain data for a period of six years from the end of the period concerned, unless special circumstances require a longer retention period e.g. in relation to Capital Gains Tax transactions or in the event of a dispute.
Using our website
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy statement of every website you visit.
The website is not intended for children and we do not knowingly collect data relating to children.
Holding personal information outside the EEA
We do not hold information outside the EEA.
Access to your information – You have the right to request a copy of the personal information about you that we hold.
Correcting your information – We want to make sure that your personal information is accurate, complete and up to date therefore we commit to regularly review and correct where necessary, the information that we hold about you. You may ask us to correct any personal information about you that you believe does not meet these standards. If any of your information changes, please email or write to us or call us using the ‘Contact information’ noted below.
Deletion of your information – You have the right to ask us to delete personal information about you where:
You consider that we no longer require the information for the purposes for which it was obtained.
We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information
You have validly objected to our use of your personal information – see Objecting to how we may use your information
Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don't want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Data Portability – You have the right to request that we transfer some or all of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
We may occasionally contact you by post, email or telephone with details of any changes in legal, tax and regulatory requirements or other developments that may be relevant to your affairs and, where applicable how we can assist you further. If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained from us using the contact information below.
This privacy statement was last updated on 12 February 2021.
Contact information and further advice
Please contact us if you have any questions about this Privacy Statement or the information we hold about you, to exercise rights, or to make queries or complaints at:
Bookwise Bookkeeping Limited
272 Bath Street
Email: email@example.com with subject “Data Protection”
Phone: 0775 2955268
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner's Office, whose contact details are as follows:
Information Commissioner's Office
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns