Privacy Notice 2019

 

Privacy Policy

 

Who we are

Ascot Drummond (UK) Ltd is a professional firm of Chartered Management Accountants, regulated by The Chartered Institute of Management Accountants (CIMA). Our head office is Ascot Drummond (UK) Ltd River Court, 5 West Victoria Dock Road, Dundee, DD1 3JT and our registered office is Ascot Drummond (UK) Ltd, Devonshire House, Manor Way, Borehamwood, Hertfordshire, WD6 1QQ.

 

 

Purpose

This notice explains Ascot Drummond (UK) Ltd’s approach to the personal information we handle in carrying out our duties as a professional firm of Chartered Management Accountants.

 

 

Our commitment

Ascot Drummond (UK) Ltd is fully committed to handling personal information in accordance with data protection legislation and best data protection practices. This means that your personal information will be:

 

  • Processed lawfully, fairly, and in a transparent manner.
  • Collected for specified, explicit and legitimate purposes.
  • Only collected so far as required for our lawful purposes.
  • As accurate and up to date as possible.
  • Retained for a reasonable period of time, in accordance with retention policies and our legal obligations
  • Processed in a manner which ensures an appropriate level of security.

 

 

Why do we need to process personal information?

There are various ways in which we must process personal data to allow us to fulfil our role as a professional firm of Chartered Management Accountants. These include but are not limited to helping us to carry out work on your behalf and meeting our regulatory obligations to the relevant authorities.

 

 

How do we collect personal information?

There are various ways in which we collect information from the people we deal with and these include:

 

  • Email and written correspondence.
  • Other electronic file transfers.
  • Telephone discussions.
  • Visitors to our website.
  • Social media.
  • Application forms and other information requests.
  • Direct personal contact at our offices and elsewhere.

 

 

What personal information do we collect?

We collect personal information to fulfil our role as a professional firm of Chartered Management Accountants. As there are many different aspects to this role, the information requested and collected will vary from person to person. The personal information most commonly collected from our clients is as follows:

 

  • Name.
  • Contact details (including home and business addresses, email address, telephone number).
  • Date of birth.
  • Data relating to proof of identity
  • National Insurance and Personal Tax references
  • Records of enquiries, meetings and other direct engagement.
  • Copies of physical and electronic correspondence.
  • Financial information
  • Employment details (including current and previous employers).
  • Regulatory information (including applications for licenses and regulatory monitoring).
  • Information regarding investigation and disciplinary processes.

 

 

What is the lawful basis for Ascot Drummond (UK) Ltd’s processing activities?

We will only process personal information where we believe we have a lawful basis to do so. The basis for processing will vary from activity to activity. In some instances, processing may have more than one lawful basis.

 

We’ll need to collect and process your personal data to comply with our contractual obligations to you. The type of essential data we need to collect from you will depend on the service you sign up to.

 

 

Do we share personal data with third parties?

Some of the processing activities set out above require us to share personal information with third parties. Whenever we share personal data, we take all reasonable steps to ensure it will be handled appropriately and securely by the third party.

 

The following is a list of the main third parties with whom we share personal information:

  • CIMA, which assist us in fulfilling our role as a professional firm of Chartered Management Accountants.
  • Oversight regulators and statutory bodies (e.g. HMRC, the FRC, the Insolvency Service, Companies House).
  • Software providers which allow us to operate efficient digital processes, including:
  • Sage
  • Xero
  • Intuit (Quickbooks)
  • FreeAgent
  • IRIS

 

For practical reasons, this is an indicative, but not exhaustive list. Please also note that the list may be updated from time to time.

 

 

How long do we retain personal information?

The periods for which we retain personal information depends on the purpose for which the information was obtained but, in general terms, we will retain personal data for so long as required by law, or as may be required for record keeping and legal claims purposes.

 

 

Where do we store personal information?

Personal information is mostly processed by our staff at our offices in the UK. To allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, but in the majority of cases this will remain within the European Economic Area (EEA).

 

Ascot Drummond (UK) Ltd is a Gold partner for Xero cloud based accounting software which is used by a number of our clients. Xero’s policy regarding protection of personal data can be viewed here https://www.xero.com/uk/campaigns/xero-and-gdpr/

 

Ascot Drummond (UK) Ltd is a Platinum partner for Quickbooks cloud based accounting software which is used by a number of our clients. Quickbooks policy regarding protection of personal data can be viewed here https://quickbooks.intuit.com/uk/gdpr/

 

Ascot Drummond (UK) Ltd is also a Partner for FreeAgent cloud based accounting software which is used by a number of our clients. FreeAgent’s policy regarding protection of personal data can be viewed here https://www.freeagent.com/company/gdpr/

 

Given that we have clients located in several countries around the world, there may sometimes be occasions when we need to transfer information outside the EEA. Where this happens, we will take all reasonable steps to ensure that your personal information is properly protected.

 

 

IP addresses

We may collect information about the computer or device which is used to access our website. We use this information to improve the user experience, and to help us better understand the ways in which our website is used. This may include information about:

 

  • The computer or device type.
  • IP address.
  • Geographic Territory
  • Operating system.
  • Browser type and version.
  • Time zone setting and browser plug-in types and versions

This is statistical data about our users’ browsing actions and patterns. It is collected on an anonymous, aggregated basis, and does not identify individual users.

 

 

Cookies

Our website makes use of cookie files to distinguish you from other users of our site, to provide you with a bespoke user experience tailored to your individual preferences.

 

We also use analytical cookie files. These allow us to recognise and count the number of visitors to our site and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily.

 

If you wish to delete any such cookie files, please refer to the instructions for your file management software to locate the file or directory that stores cookies. Our cookies will contain the domain name ascotdrummond.co.uk within the individual cookie file names.

 

You may refuse to accept cookie files when visiting our site, by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you choose this setting, you may not get an optimal web site experience and be unable to access certain parts of our site.

 

 

Other websites

Our website and emails may contain links to other websites. We are not responsible for the content or practices of these other sites and we recommend that you check their own privacy policies.

 

 

Your rights where we are processing your information.

The law in the UK gives certain rights to individuals whose information is being processed by a third party. The following is a short summary of these rights:

 

  • Access to your information – you have the right to request a copy of the personal information about you that we hold.
  • Correcting your information – we want to make sure that your personal information is accurate, complete, and up to date, and so you may ask us to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information – you have the right to ask us to delete personal information about you where:
  • You consider that we no longer require the information for the purposes for which it was obtained
  • We are using that information with your consent and you have withdrawn your consent – see ‘withdrawing consent to using your information’ below.
  • You have validly objected to our use of your personal information – see ‘objecting to how we may use your information’ below.
  • Our use of your personal information is contrary to law or our other legal obligations.

 

 

Objecting to how we may use your information

You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest, or in exercising official authority vested in us then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

 

 

Restricting how we may use your information

In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold, or assessing the validity of any objection you have made to our use of your information. The right might also apply if we no longer have a basis for using your personal information but you don’t want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims, or where there are other public interest grounds to do so.

 

 

Withdrawing consent using your information

Where we use your personal information with your consent, you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.

 

Please contact us in any of the ways set out in the ‘contact information and further advice’ section if you wish to exercise any of these rights.

 

 

Changes to our privacy notice

We keep this notice under regular review and will place any updates on this website.

 

This privacy notice was updated in May 2019.

 

 

Contact information and further advice

If you have any questions which are not covered in this notice, we suggest that you email us at info@ascotdrummond.co.uk. If you would prefer to submit your questions in writing, please write to The Data Protection Officer at Ascot Drummond (UK) Ltd River Court, 5 West Victoria Dock Road, Dundee, DD1 3JT, United Kingdom.

 

 

Complaints

Whilst we seek to directly resolve all complaints about how we handle personal information, you also have the right to lodge a complaint with the Information Commissioner’s Office at:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

 

 

ICO Scotland contact details

The Information Commissioner’s Office – Scotland

45 Melville Street

Edinburgh

EH3 7HL

Telephone: 0303 123 1115

Email: scotland@ico.org.uk

Website – https://ico.org.uk/