Privacy Notice
Scope
This Privacy Notice outlines the responsibilities of LD Bookkeeping regarding the data we collect. Including your rights as a data subject.
1. Who are we?
LD Bookkeeping is a practice who provides the bookkeeping services. This includes self-assessments via a 3rd party accountant.
2. What data will we collect?
The personal data we would like to collect and process on you is:
Personal data type:
Name, address, telephone number, email address, Unique Tax Reference number (UTR), national insurance number, bank account details.
Details of any investments.
Income and expenditure details.
Your IP address.
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Source:
These details will all be collected directly from you or your appointed representative.
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The personal data we collect will be used for the following purposes:
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Contact you by post, email, or telephone.
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Maintain our records in accordance with applicable legal and regulatory obligations.
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Process financial transactions to produce accounts and tax returns.
Our legal basis for processing for the personal data:
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Are to assist you as appointed agents to help you fulfil your legal responsibilities, regarding the filing of accounts and tax returns.
3. Consent
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.
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Consent is required for LD Bookkeeping to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data, we will always tell you why and how the information will be used.
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You may withdraw consent at any time by contacting LD Bookkeeping using the contact details in clause 8 of this privacy notice.
4. Disclosure
LD Bookkeeping will not pass on your personal data to third parties without first obtaining your consent or legally required to do so.
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We may pass your information to our third-party service providers and agents for the purposes of completing tasks and providing services to you on our behalf, for example to enable self-assessment completion and ensure you are kept up to date. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep the information secure and not to use it for their own purposes.
5. Retention
We are required by legislation, other regulatory requirements, and our insurers to retain our data where we have ceased to act for you. To ensure compliance with all such requirements it is the policy of the firm to retain data for a period of up to ten years from the end of the period concerned. If for any legal reason your data is required to be held past this time, you will be informed of the extension.
6. Your rights as a data subject
At any point while we are in possession of or processing your personal data you, the data subject, have the following rights:
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Right of access – you have the right to request a copy of the information that we hold about you.
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Right of rectification – you have the right to correct data that we hold about you that is inaccurate or incomplete.
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Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
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Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
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Right of portability – you have the right to have the data we hold about you transferred to another organisation.
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Right to object – you have the right to object to certain types of processing such as direct marketing.
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Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
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Right to judicial review: if LD Bookkeeping refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 8 below.
7. Complaints and Contact Details
If you wish to make a complaint about how your personal data is being processed by LD Bookkeeping, or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and LD Bookkeeping data protection representatives Data Protection Officer.
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The details for LD Bookkeeping's Data Protection Officer are below:
Lucy Derbyshire
8. Privacy Statement
Personal data
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, metal, economic, cultural or social identify of that natural person”.
How we use your information
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This privacy notice tells you how we, LD Bookkeeping, will collect and use your personal data for the performance of our services.
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Why does LD Bookkeeping need to collect and store personal data?
For us to provide you with our services we need to collect personal data for correspondence purpose and/or detailed service provision. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
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In terms of being contacted for marketing purposes LD Bookkeeping would contact you for additional consent.
Will LD Bookkeeping share my personal data with anyone else?
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We may pass your personal data on to third party service providers contracted to LD Bookkeeping while dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with LD Bookkeeping procedures. If we wish to pass your sensitive personal data on to a third party, we will only do so once we have obtained your consent unless we are legally required to do otherwise.
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How will LD Bookkeeping use the personal data it collects about me?
LD Bookkeeping will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR).
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We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. LD Bookkeeping is required to retain information in accordance with the law, such as information needed for income tax. How long certain kinds of personal data should be kept may also be governed by specific business sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
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Under what circumstances will LD Bookkeeping contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
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Can I find out the personal data that the organisation holds about me?
LD Bookkeeping at your request, can confirm what information we hold about you and how it is processed. If LD
Bookkeeping does hold personal data about you, you can request the following information:
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Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
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Contact details of the data protection officer, where applicable.
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The purpose of the processing as well as the legal basis for processing.
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If the processing is based on the legitimate interest of LD Bookkeeping or a third part, information about those interests.
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The categories of personal data collected, stored, and processed.
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Recipient(s) or categories of recipients that the data is/will be disclosed to.
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If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
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How long the data will be stored.
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Details of your rights to correct, erase, restrict or object to such processing.
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Information about your right to withdraw consent at any time.
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How to lodge a complaint with the supervisory authority.
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Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
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The source of personal data if it was not collected directly from you.
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Any details and information of automated decision making, such as profiling and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
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What forms of ID will I need to provide to assess this?
LD Bookkeeping accepts the following forms of ID when information on your personal data is requested:
Passport, driving licence, birth certificate, utility bill (from the last three months).
9. Updates
LD Bookkeeping’s Privacy Notice was last updated on 10.05.2024. This Privacy Notice will be reviewed periodically and updated as required.