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.
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.
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
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.
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.
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.