This privacy statement explains how we collect and use personal information about you.
What personal information we collect
- Information that is required by law for inclusion in a client’s self-assessment tax return, and related information that enables us to ensure that the correct amount of tax is paid.
- In our capacity as a payroll bureau, we collect sufficient information about a client’s employees to enable us to calculate the employees’ pay correctly. This information includes amounts payable by the employee and employer to pension providers. Where the employee has opted to receive payslips and P60s online, we have a record of his/her email address.
Where we collect personal information from
- Information is provided by the client or directly from HMRC.
How we use your personal information
- deliver services and meet legal responsibilities
- verify identity
- communication by post, email or telephone
- maintain records
- process financial transactions
- prevent and detect crime, fraud or corruption
Who we share your personal information with
Self-assessment tax returns and computations generated from data given to us by clients are lodged with HMRC after approval by the client. This information is not supplied to any other third party except with the permission of the client.
Acting as a payroll bureau, once a payroll is approved by a client, each employee of the client is given access to his/her payslip, either as a paper copy or on-line using a password. Necessary reports are sent electronically to HMRC and, where applicable, clients’ pension scheme providers.
If you do not provide your personal information
If a client does not supply information when it is required we may be unable to carry out our services.
How long we retain your personal information for
We retain personal client information for the length of time required by law. Self-assessment records are destroyed by after seven years and this applies even where the individual is no longer a client. Payroll records are retained for three years.
Using our website
No information about individual clients is included in our website. Anyone accessing the site can contact us with queries about our services. Any information provided via our contact form is only visible as an email received by Duncan Davidson, the Principal of this firm.
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 and you may ask us to correct any personal information about you that you believe does not meet these standards.
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.
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.
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 by writing to us or by requesting a copy of the statement by emailing firstname.lastname@example.org.
This privacy statement was last updated on 26 March 2018.
Contact information and further advice
We can be contacted by mail addressed to Duncan Davidson, JDD, Chartered Accountants, 5 Rubislaw Terrace, Aberdeen, AB10 1XE, or by email to .
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