Rustrick Accountants Limited Privacy Policy
Purpose of this Notice
This notice will tell you how we look after your personal data, about your privacy rights, and about our compliance with and your protections under Data Protection Legislation.
In this notice “Data Protection Legislation” means any applicable law relating to the processing, privacy, and use of Personal Data, including the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended by The Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2020
Our contact details
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use your personal data. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Officer (DPO). Our DPO is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our DPO the contact details are below:
Name: Mr Sean Michael Rustrick
Address: 380a New Hythe Lane, Larkfield, Aylesford, Kent ME20 6RZ
Phone Number: 01622 738165
E-mail: contact.us@rustrick.co.uk
Website: www.rustrick.co.uk
Date of Privacy Notice: January 2023
The type of personal information we collect
We currently collect and process the following information:
· Full Name
· Date of Birth
· Postal Address
· Telephone and e-mail address
· National Insurance Number
· Unique Tax Reference
· Financial information, including bank details &/or statements, pension and investment information.
How we get the personal information and why we have it
The personal information we process is provided to us directly by you for one of the following reasons:
· To verify your identity
· To correctly calculate under/overpayment of tax
· To provide Payroll/PAYE services
We can also receive personal information indirectly, from the following sources in the following scenarios:
Previous Accountants when taking you on as a new client.
Companies House.
We use the information that you have given us in order to
· Carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services)
· Provide you with information related to our services and our events or seek your thoughts and opinions on the services we provide
· Notify you about any changes to our services
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You have given clear consent for Rustrick Accountants Limited to process your personal data for a specific purpose.
You are able to remove your consent at any time. You can do this by contacting Rustrick Accountants Limited.
(b) We have a contractual obligation. the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract.
(c) We have a legal obligation. the processing is necessary for us to comply with the law (not including contractual obligations).
How we store your personal information
We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Our employees will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We will only retain personal data for as long as necessary to fulfil the purposes for which it is collected.
Data Security
We have put in place commercially reasonable and 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 and agents 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 data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data Sharing
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us, or where we have another legitimate interest in doing so. This may include sharing your personal data with a regulator or to otherwise comply with the law.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at Rustrick Accountants Limited, 380a New Hythe Lane, Larkfield, Kent ME20 6RZ. Telephone number 01622 738165 if you wish to make a request.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to Withdraw Consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our Data Protection Point of Contact: contact.us@rustrick.co.uk.
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Sean Rustrick, Rustrick Accountants Limited, 380a New Hythe Lane, Larkfield, Kent ME20 6RZ. Telephone 01622 738165.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 01622 738165
ICO website: https://www.ico.org.uk
This policy was updated 07/10/2024