Data Privacy Notice

Introduction

At Charterhouse (Accountants) Limited (“Charterhouse” & "we") are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”) which comes into force on the 25 May 2018..

Definitions

Data controller - A controller determines the purposes and means of processing personal data. Data processor - A processor is responsible for processing personal data on behalf of a controller. Data subject – Natural person
Categories of data: Personal data and special categories of personal data

Personal data - The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier (as explained in Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.Transfer

Processing - means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Who are we?

Charterhouse is a data controller. This means we decide how your personal data is processed and for what purposes. Charterhouse’s Data Protection Co-ordinator, who is responsible for ensuring our compliance with the GDPR, is:

Barrie Cross

Email: barrie.cross@charter-house.net

All staff are aware of their responsibilities in collecting, using and sharing data.

The purpose(s) of processing your personal data

We use personal data for the following purposes:

  • To assist our clients in meeting their statutory compliance obligations (including but not limited to preparation of accounts, tax returns, compliance statements, payroll)
  • For the purposes of advisory work that we undertake for our clients
  • Administration and billing
  • Delivering news, marketing newsletters, occasional seminar invitations and occasional surveys
  • To respond to sales enquiries and setup initial appointments
  • For recruitment and employment purposes

The categories of personal data concerned

With reference to the categories of personal data described in the definitions section, we process the following categories of your data:

  • Personal information (such as name, address, date of birth)
  • Characteristics (such as ethnicity, language, nationality, religion)
  • Passport data including passport number
  • Our website uses cookies to track number of visits and embed YouTube videos

What is our legal basis for processing your personal data?

Personal data (article 6 of GDPR)

Our lawful basis for processing your general personal data:

  • Consent of data; (information newsletters and marketing activities)
  • Legal obligation; (administration & billing, compliance regulations) More information on lawful processing can be found on the ICO website. Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with our staff as
necessary

How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary and we only retain your data for the following purposes:

To assist our clients in complying with statutory requirements for the retention of data. These obligations are mainly set out in the Taxes Management Act and the Companies Act/Charities Act and most require the data to be retained for a period of six years after the end of the relevant year.

Providing us with your personal data

Much of our data is required for lawful purposes but where our data collection is optional or permission based you are under no statutory nor contractual requirement or obligation to provide us with your personal data.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of the personal data which we hold about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary to retain such data;
  • The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (this is not an absolute right and only applies in certain circumstances).

Transfer of Data Abroad

We may supply entities outside the UK with your personal data in circumstances where our engagement with you requires us to engage with professionals or foreign government departments based overseas in order to fulfil our engagement. We occasionally work with consultants outside the European Economic Area (EEA). We are satisfied that our consultants' practices are entirely in line with our European codes of practice in respect of data privacy and protection.

Automated Decision Making

We do not use any form of automated decision making in our business.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Controller

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

Logo Logo Logo Logo Logo Logo Logo