Privacy Notice

Background

Phillips Frith LLP understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

  1. Information About Us

Phillips Frith LLP. A limited liability partnership registered in England under company number OC344396.

Registered address and trading address: 9 Tregarne Terrace, St Austell, Cornwall, PL25 4DD

VAT number: 132 0947 91

Data Protection Officer: Ian Chalmers

Email address: ianc@phillipsfrith.com

Telephone number: 01726 75981

Postal Address: 9 Tregarne Terrace, St Austell, Cornwall, PL25 4DD

We are regulated by The Institute of Chartered Accountants in England and Wales and registered with the Information Commissioners Office (ICO) under reference Z7308554.

 

  1. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

 

  1. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

 

  1. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.

b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.

h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

 

  1. What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

  • Name;
  • Date of birth;
  • Gender;
  • Address;
  • Email address;
  • Telephone number;
  • Business name;
  • Job title;
  • Profession;
  • Payment information;

We collect personal data from you in relation to the provision of our services to you, including details relating to your tax affairs, bank accounts, investments, payroll information, accounting records and other statutory returns.

We will also collect information from communications such as email, telephone and post and we obtain information from third parties such as your employer, H M Revenue & Customs and Companies House.

 

  1. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

  • Providing and managing your account.
  • Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our services for you.
  • Communicating with you. This may include responding to emails or calls from you.
  • Supplying you with information by email and post.

 

  1. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

  • For continuing clients personal data will be kept indefinitely.
  • For former clients personal data will be kept for at least 6 years after our relationship has ended.
  • Personal data may also be archived and kept by us indefinitely where is it is deemed likely that personal data may be required in the future.

 

  1. How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • All physical records are kept in locked premises.
  • All electronic data is password protected.
  • All members and employees of Phillips Frith LLP understand that information in any format to which they have access in their work must be handled correctly and kept securely. Everyone within our organisation is aware of the requirements of GDPR.
  • Where it is necessary for your personal data to be forwarded to a third party we will use appropriate security measures to protect your data in transit. This will include password protection and/or encryption of data.

 

  1. Do You Share My Personal Data?

Your personal data will not be shared with third parties other than in the following circumstances:

  • Where disclosure is required or permitted by law or when we use third party service providers to supply and support our services to you.
  • We may also pass your data to third party external organisations 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.
  • We use third party service providers to help us provide services to you. These would include providers of accounting, payroll and communications software as well as our own external IT consultants. All of our third party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third party service providers to process your personal data for specified purposes and in accordance with our instructions.

 

  1. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

 

  1. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Ian Chalmers):

Email address: ianc@phillipsfrith.com

Telephone number: 01726 75981

Postal Address: 9 Tregarne Terrace, St Austell, Cornwall, PL25 4DD

 

  1. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website: www.phillipsfrith.com.

Say Hello

We offer a free initial meeting and we’re happy to visit you at your business premises or home to find out how we can help. Why not give us call and say hello?

Call 01726 75981 to speak to a member of the team now or send an email and we’ll be in touch soon.

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