PRIVACY NOTICE


Who we are

ACG Accounting Services is a professional accountancy practice, regulated by the Institute of Financial Accountants (IFA). This Privacy Notice applies to ACG Accounting Services based at 7 Birch Crescent, Blairgowrie, Perthshire. PH10 6TS.UK.

 

Purpose

This notice explains ACG Accounting Services approach to the personal information we handle in carrying out our duties as a professional Financial Accountants.

 

Our commitment

ACG Accounting Services 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.

  1. Collected for specified, explicit and legitimate purposes.
  2. Only collected so far as required for our lawful purposes.
  3. As accurate and up to date as possible.
  4. Retained for a reasonable period of time, in accordance with retention policies.
  5. Processed in a manner which ensures an appropriate level of security.

Whether through this notice or otherwise, we hope to ensure that everyone has a good understanding of why ACG Accounting Services processes personal information and, where we do, the rights they may have.

 

Why do we need to process personal information?

As explained in this notice, there are various ways in which we must process personal data to allow us to fulfil our role as a professional firm of Financial Accountants.

 

How do we collect personal information?

Like most organisations that handle personal information, there are various ways in which we collect information from the people we deal with:

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

In nearly all instances, it should be obvious to you that ACG Accounting Services is collecting your personal data.

 

What personal information do we collect?

We collect personal information to fulfil our role as professional Financial 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.
  • Employment details (including current and previous employers).
  • Regulatory information (including applications for licenses and regulatory monitoring).
  • Information regarding investigation and disciplinary processes.
  • Records of enquiries, meetings and other direct engagement.
  • Copies of physical and electronic correspondence.
  • Financial information.

 

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:

  • IFA, which assist us in fulfilling our role as a professional firm of Financial Accountants.
  • Oversight regulators and statutory bodies (e.g. HMRC, Companies House).
  • Software providers which allow us to operate efficient digital processes, including:
    • Keytime
    • Iris
    • Kashflow
    • QuickBooks
    • AMLCC
    • Auto Entry

For practical reasons, this is not an exhaustive list. This 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 and why do we process your personal information?

We collect data for a variety of purposes, and process it through software, dependent on the instructions received. Data may be held in any of the following systems for the purposes shown. As we as the dedicated software products, we will create files in a variety of formats to enable us to fulfil the functions below. This includes spreadsheets (Excel), word processing documents (Word), CSV files, PDF formatted files.

Data will be held on our external hard drive, which is removed and placed in a secure safe overnight and out-with office hours. Back-ups are held on the same drive and on encrypted USB drives, also held in the safe. The data is collected to be able to provide a wide variety of tax, accounting and business services as efficiently and cost effectively as practicable.

Final Accounts Software

Purpose:- to generate the accounts for HMRC purposes, to produce accounts for filing at Companies House and annual/more regular accounts for your own management purposes.

Accounts (Bookkeeping) Software

Purpose:- your day to day accounting data is processed through these. For desktop products you provide us with the documents and we process the data on to the software to enable us to enter this information in to the final accounts software.

Online products, the same above can apply but also you may well be doing the processing of the information. Both you and we have access to the prime data. Again, it will be entered from here in to the final accounts software.

Data reporting Software

Purpose: for cloud products, this transfers data on a regular basis and enables the production of management reports. Excel may also be used to produce reports and graphs.

Personal Tax Software

Purpose:- to enable the calculation of personal tax liabilities, calculate tax related information e.g. unused pension reliefs, and file tax returns in the required format to HMRC.

Corporation Tax Software

Purpose:- to enable the calculation of corporation tax liabilities, calculate tax related information and file tax returns in the required format with HMRC.

Company Accounts Filing Software

Purpose:- necessary to take the reports produced by the final accounts software and transfer in the required format to Companies house.

Fixed Asset Software

Purpose:- to maintain a fixed asset register and calculate depreciation

Document Management Software Incorporating Online Portal

Purpose:- all documents in the office that can identify you, be it email, paper based, or generated are stored in locked filing cabinets. This forms the basis of our internal records.

The online portal allows us to upload documents to a secure website, either for information or approval, but also allows a 2-way transfer – so you can upload files securely to us.

Payroll Software

Purpose:- to process the payroll, calculate the statutory tax, NI and other payroll deductions, distribute payslips and year end P60 forms to you the clients, to pass on to your employees. Also used for reporting RTI to HMRC and auto-enrolment deductions to pension providers.

CRM Software

Purpose: CRM exists as part of the practice management software as well as having a stand-alone CRM package. This is used to record much of the data collected and enables us to report on elected criteria.

Practice Management Software

Purpose:- used to record primary data, time recording and billing, as well as running internal management reports.

Company Secretarial Software

Purpose: to maintain the company information at Companies House, file annual compliance statements and produce dividend vouchers and other related forms.

Email Software:-

Purpose:- a common communication tool. Portal usage is preferable for transferring files containing personal information to us. We will also use GDPR compliant RMail (Frama UK) to securely email you sensitive and personal information.

Email Newsletter Software

Purpose:- to produce newsletter text and distribute to those that are on the distribution list.

Data Extraction Tools

Purpose: to extract information and convert to a format ready to use in other products – predominantly scanning bank statements and converting to electronic format and extracting data from invoices for pushing to accounts software.

Messaging Software

Purpose:- to keep followers informed of various topics of interest and what is happening within the practice in general.

Direct Debit Software

Purpose:- linked to accounting software to collect payments by direct debit.

Google Analytics / Pikwik Reports

Purpose:- to provide statistics on website usage and newsletter usage.

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.
  • 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 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. A cookie file (a small file of letters and numbers) will be placed on your computer or other access device each time you visit our site.

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 acg.co.uk within the file name.

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:
    1. You consider that we no longer require the information for the purposes for which it was obtained
    2. We are using that information with your consent and you have withdrawn your consent – see ‘withdrawing consent to using your information’ below.
    3. You have validly objected to our use of your personal information – see ‘objecting to how we may use your information’ below.
    4. 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.

Paper copies of this privacy notice may also be obtained by emailing enquiries@acgaccountingservices.co.uk or in writing to ACG Accounting Services, 7 Birch Crescent, Blairgowrie. PH10 6TS.

 

This privacy notice was updated in May 2018.