Privacy Policy

Maintaining your privacy is really important to us. You entrust us with sensitive financial information, and we take that responsibility seriously.

For the purpose of the Data Protection Act 1998 and the General Data Protection Regulation the data controller is Accounting4contractors Ltd of Unit 18 & 19 Dean House Farm, Church Lane, Newdigate, Surrey, RH5 5DL.

Our Privacy Policy sets out the personal data we collect from you and how this data is processed and stored.

This policy was last updated on 25th May 2018 in line with GDPR requirements.

Your Personal Data

By this we mean any data which identifies you as a person. This may also refer to your business dealings. The information we hold will have been given to us by you at initial registration and through ongoing communications we have with you.

Financial Data

In addition to your personal data we may also hold financial data relating to the services we provide you.

How we use your information

We use the information collected from you:

to carry out our obligations arising from any contracts entered into between you and us
to send you publications, such as newsletters about our services or key information we feel will be relevant to you
to notify you about changes to our services
to send you greetings cards
to reward you through our client referral scheme
to ensure that content from our website is presented in the best way

Cookies

Our website uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to provide anonymised tracking data to third party applications like Google Analytics.

As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser.

Personal data submitted on this website, using the enquiry form, will be used for the purposes specified in the relevant part of the website and for other purposes for which you give your consent.

When you access our website, your computer’s browser provides us with information such as your IP address, browser type, access time and referring URL which is collected and used to compile statistical data on the use of our website and may also be used for ‘re-targeting’ advertising campaigns.

If at any time you wish to have your name removed from our database or you would like further information about our privacy policy then please send an email to info@a4cgroup.co.uk.

Where we store your personal data

The points below demonstrate that your records are held securely within our accountancy practice:

Digital records – Hosted Desktop Solution

Hosted in the UK. The a4c servers are located in Newbury and the offsite backups are held in Ash, both locations are within the UK.

We log in to this each day to perform our duties. Every task we undertake, including email correspondence, is carried out within the secure hosted desktop environment.

Cloud Accounting – Xero

Data is encrypted using industry-standard data encryption, multiple layers of firewalls are in place, all access to the data centres and servers is controlled and monitored 24/7, and Xero perform regular security audits. Xero use top-tier, third-party services located in the US to host our online and mobile services.

Documents requiring client approval – IRIS Open Space – re branded as a4c Docs

The OpenSpace platform is based on Microsoft Azure and their servers are based in Amsterdam with a backup (for redundancy) based in Dublin. More details can be found here : https://www.iris.co.uk/support/iris-openspace-support/getting-started/iris-openspace-security/

Paper records – Filing cabinets

These are locked each night and fire resistant. The office also has high level security, including alarms in the building and surrounding areas.

Payroll – Moneysoft Payroll Manager

Maintained within the Hosted Desktop Solution, RTI information is sent to HMRC using Hyper Text Transfer Protocol Secure (HTTPS). The ‘S’ at the end of HTTPS stands for ‘Secure’, which means that all communications between a4c’s payroll software and HMRC are encrypted. The submission of RTI returns is not impacted by GDPR.

Your rights

You may request that we do not process your personal data for marketing purposes. Upon such a request, your details will be removed from our marketing database.

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to Information

You have the right to access information we hold about you. Your right of access can be exercised in accordance with the data protection laws in force. Any access request may be subject to a fee to meet our reasonable costs in providing you with details of the information we hold about you if the request is manifestly unfounded or excessive.