Privacy Notice

Introduction

The Data Protection Act 2018 and the General Data Protection Regulation impose legal obligations in connection with the processing of personal data.

Numeric Accountancy Services Limited is a data controller within the meaning of GDPR and processes personal data. For all matters relating to data protection please contact Kenneth Deamer on 01322 614236 or ken@deamer.co.uk.

This privacy notice may be amended from time to time. If amended, a copy of the updated notice will be supplied and/or made available.

Where the firm acts as a data processor on behalf of a data controller (for example payroll), an additional schedule is provided and should be read in conjunction with this notice.

The purposes for which we intend to process personal data

• •To enable us to supply professional services to you as our client
• •To fulfil obligations under relevant laws in force from time to time (including MLR 2017)
• •To comply with professional obligations as a member of The Association of Accounting Technicians
• •To investigate and/or defend potential complaints, disciplinary proceedings and legal proceedings
• •To invoice you for services and investigate/address any related fee disputes
• •To contact you about other services we provide where you have consented

The legal bases for our intended processing of personal data

• •At the time you instructed us to act, you gave consent to process personal data for the listed purposes
• •Processing is necessary for performance of our contract with you
• •Processing is necessary for compliance with legal obligations to which we are subject

It is a requirement of our contract that requested personal data is provided. If not provided, we may be unable to commence or continue acting.

Numeric Accountancy Services Limited is a limited company registered in England & Wales (registered number 12084121). Managing director Kenneth Deamer is licensed and regulated by AAT under licence number 9006172.

Persons and organisations to whom we may give personal data

We may share personal data with:

• •HMRC
• •Any third parties with whom you require or permit us to correspond
• •Subcontractors
• •An alternate appointed by us in the event of incapacity or death
• •Professional indemnity insurers
• •The Association of Accounting Technicians and/or OPBAS in relation to practice assurance and/or MLR obligations
• •Third party companies used to verify identification for anti-money laundering compliance

Where the law allows or requires, data may also be shared with police and law enforcement agencies, courts and tribunals, and the ICO.

If data cannot be shared with required third parties, we may need to cease acting.

Transfers of personal data outside the EEA

Personal data is processed in the EEA only.

Retention of personal data

In line with recognised tax and accountancy good practice, records are retained as follows:

• •Tax return information retained for 7 years from the end of the relevant tax year
• •Ad hoc advisory work retained for 7 years from the date the business relationship ceased
• •Data needed for multi-year tax compliance retained for the relationship period and deleted 2 years after relationship end unless longer retention is requested
• •Client identification and money laundering records retained for the period of engagement and 5 years after ceasing to act

Contractual terms provide for destruction of documents after 7 years. Clients are responsible for retaining information supplied to them where required by law.

Where we act as a data processor, personal data will be deleted or returned to the data controller as agreed at contract termination.

Version Feb 2021

Requesting personal data held about you (subject access requests)

You have the right to request access to your personal data. Please provide requests in writing for the attention of Kenneth Deamer and include enough detail to verify identity and locate records.

To help process requests, include: date of birth, previous names used, previous addresses in the past five years, and references such as National Insurance number, tax reference number, or VAT registration number, plus details of the information requested.

If no National Insurance number is available, provide a copy of passport/driving licence and a recent utility bill.

Requests are handled promptly and within one month unless legal exceptions apply. No charge is made for handling a SAR.

Requests may be made through an authorised representative if written authority is supplied.

Version Feb 2021

Your rights

Version Feb 2021

Complaints

If you are unhappy with our response to a data request or believe we have not complied with GDPR or DPA 2018, please send complaints to Kenneth Deamer.

If you remain dissatisfied, you have the right to lodge a complaint with the ICO:

Version Feb 2021