Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data through use of this website and from what we collect from you.

It is important that you are fully aware of how and why we are using your data.

Controller – who we are

The data controller of this site is KMB Accountancy, Omega House, 6 Bellfield Road West, High Wycombe, Buckinghamshire HP13 5HW.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so would be grateful if you could contact us first.

Changes to the privacy notice and your duty to inform us of changes 

This version was last updated on 30 January 2019. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third party links

At the time of writing of this policy we do not intend to install third party links onto our website. If this changes we will let you know.

Personal data, or personal information, means any information about an individual from which that person can be identified.

We may collect, use, store or transfer different kinds of personal data about you which we have grouped together as follows:-

• Identity Data – includes the first and last name.
• Contact Data – includes e-mail address(es) and telephone numbers.
• Communications Data – includes your preferences in communication preferences.
• Professional Data – includes any information we may collect in the course of providing services to you.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).  We also do not collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract 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 with you (for example, to provide with an answer to an enquiry). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

Direct Interactions – You may give us your Identity, Contact and Professional Data by filing in forms or by corresponding with us by phone or otherwise. This includes personal data you provide when you submit an enquiry.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:-

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Purposes for which we will use your personal data

On request, we can supply you a table of the ways we plan to use the data, and the legal bases we rely on to do so.  We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where there is more than ground to do so.

Change of purpose

We will only use your personal data for the purposes we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original use. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

We may have to share your personal data with the parties set out below for the purposes which are set out in the table, referred to above which is available on request.

• Our third party service providers.
• Law enforcement and regulatory agencies in connection with any investigation to help prevent unlawful activity or as otherwise required by law.
• HMRC and other authorities where we are required to do so.
• Third parties in the event of an actual or proposed sale, transfer, or merger of our business, parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
• Others where you have specifically agreed.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for the specified purposes and in accordance with our instructions.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

Please contact usif you require further explanation of the terms below:-

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within 6 weeks. Occasionally it may take longer than 6 weeks if your request is particularly complex or you have made a number of requests. In this case, we will notify you to keep you updated.

The General Data Protection Regulation (GDPR) has the aim to set a new standard for how companies use and protect individuals’ data. KMB Accountancy take very seriously how we use and hold your personal data, and we see the introduction of GDPR as an opportunity to enhance our commitment to data protection, which is for your benefit. We have been critically evaluating our organisational processes, policies and client engagement letters to ensure that we are compliant with GDPR.