Our Privacy Policy

1. PURPOSE OF THIS NOTICE

This notice explains how we collect and use your personal data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 1998, and other applicable laws in the UK (‘Data Protection Legislation’).

 Please read this carefully to understand how we handle your personal data. 

2. ABOUT US

Accountfinity is a virtual accounting service provider. We are registered in England and Wales as a limited company under number 15229051 and our registered office is at 492 Gale Street, Dagenham, Essex, England, RM9 4NU.

As the ‘data controller’ under the Data Protection Legislation, we decide how your personal data is used and stored. We are committed to informing you about our data practices.

Our Data Protection Officer (DPO) is responsible for managing data protection inquiries. If you need to contact our DPO, please refer to paragraph 12 (Contact Us) below.

3. HOW WE MAY COLLECT YOUR PERSONAL DATA

We may collect personal data about you in various ways, such as when:

• You request a proposal for our services.
• You or your employer engage us to provide services, during which we may collect additional data.
• You contact us via email, telephone, post, or social media with inquiries about our services.
• We receive information from third parties and publicly available resources (e.g., your employer or Companies House).

4. THE KIND OF INFORMATION WE HOLD

The personal data we hold may include:

• Your personal details (name, address, etc.).
• Details of interactions we've had with you regarding our services.
• Records of any services you've received from us.
• Correspondence and communications between us.
• Information about complaints or inquiries you've made.
• Data from research, surveys, and marketing activities.
• Information from publicly available sources, your employer, or our network firms.

5. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We process your personal data for various purposes, including:

• To fulfill our contractual obligations to you or your employer.
• To comply with legal obligations.
• To support our legitimate business interests, such as marketing, business development, and management purposes, provided these interests do not override your rights.
• With your consent, for specific purposes where required. You can withdraw your consent at any time.

Situations where we use your personal data include:

• Meeting obligations from agreements between you or your employer and us.
• Meeting obligations from agreements between our clients and us, where you might be a subcontractor, supplier, or customer.
• Providing information about our services, events, and activities you request or that may interest you (with your consent).
• Seeking your feedback on our services.
• Informing you about changes to our services.

We may anonymise or pseudonymise your data to use it without further notice to you.

Data Retention

We retain your personal data only as long as necessary for the purposes it was collected. Factors we consider include:

• Business and service requirements.
• Legal obligations.
• The original purpose of data collection.
• The lawful basis for processing.
• The type and amount of personal data collected.
• Whether the purpose of processing can be fulfilled by other means.

Change of Purpose

If we need to use your personal data for a different purpose than originally collected, we will ensure the new purpose is compatible with the original one. If necessary, we will notify you and explain the legal basis for the new processing.

6. DATA SHARING

We may share your personal data with third parties when required by law, necessary to manage our relationship, or for other legitimate interests.

Which third-party service providers process my personal data?

Third parties include service providers and other entities in our network. Services provided by third parties include IT and cloud services, professional advisory services, administration services, marketing services, and banking services.

Our third-party service providers must take appropriate security measures to protect your data. They process your personal data only for specified purposes and according to our instructions.

What about other third parties?

We may share your data with other third parties in the context of business sales or restructuring, or to comply with legal obligations.

7. TRANSFERRING PERSONAL DATA OUTSIDE EUROPEAN ECONOMIC AREA (EEA)

We will not transfer your personal data outside of the EEA.

8. DATA SECURITY 

We implement appropriate security measures to prevent your data from being accidentally lost, used, accessed, altered, or disclosed without authorisation. Access to your data is limited to those who have a business need and are subject to a duty of confidentiality.

We have procedures for handling data security breaches and will notify you and any applicable regulator as required by law.

9. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

It’s important to keep your personal data accurate and up-to-date. Please inform us of any changes.

Your rights regarding your personal data include:

• Requesting access to your data to check its lawfulness.
• Requesting corrections to any inaccuracies.
• Requesting erasure of your data when there’s no valid reason for us to keep it.
• Objecting to processing based on legitimate interests or for direct marketing purposes.
• Requesting a restriction on processing your data.
• Requesting the transfer of your data to another controller where technically feasible.

To exercise your rights, please email our data protection point of contact at info@accountfinity.co.uk. There is no fee for accessing your data, but we may charge if your request is excessive. We may need to verify your identity to ensure your data is not disclosed to unauthorised persons.

10. RIGHT TO WITHDRAW CONSENT

If you have given consent for specific data processing, you can withdraw it at any time by emailing info@accountfinity.co.uk. We will then stop processing your data for that purpose unless we have another lawful basis to do so. 

11. CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be updated on our website at: www.accountfinity.co.uk.

This privacy notice was last updated on 06/06/2024 10:00 BST.

12. CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact Mr Adrian Orebanwo at info@accountfinity.co.uk or telephone on 02071 014006. 

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:

Information Commissioner’s Office 

Wycliffe House 

Water Lane 

Wilmslow 

Cheshire 

SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745 

Website – https://ico.org.uk/concerns