KIRKHAMS CHARTERED ACCOUNTANTS & BUSINESS ADVISERS

PRIVACY NOTICE

GENERAL DATA PROTECTION REGULATION 2018

In this notice references to ‘we’, ‘our’ or ‘us’ means Jeffery Allen Kirkham trading as Kirkhams Chartered Accountants & Business Advisers (“Kirkhams”). This notice explains how and why we collect personal data and how it is used, stored and secured.

1    What this Privacy Notice covers

Kirkhams complies with the General Data Protection Regulation 2018 (GDPR) and takes appropriate technical and organisational measures to comply with all its obligations under the GDPR when processing all personal data. We are a data controller and a data processor under the data protection rules and are registered with the Information Commissioner’s Office with Registration Reference ZA046811. The data protection contact is Jeff Kirkham who can be contacted at jeff.kirkham@kirkhamsaccountants.com.

In the conduct of our professional services we may need to collect and use personal information about you, your clients or customers and your or their employees, agents or contractors, which we will hold as data controllers and/or data processors under the GDPR.

All such personal information will be held and processed strictly in accordance with the provisions of the GDPR and will only be used to provide the professional services as agreed and for related purposes (including updating client records, analysis for management purposes, statutory returns, legal and regulatory compliance). We will not, without consent, provide any such personal information to any third party except where such transfer is a necessary part of the services provided, or we are required to do so by operation of law.

2    Personal information we gather

In order for us to carry out the agreed services we may collect some or all of the following personal data about you, your clients or customers and your or their employees, agents or contractors:

• Name, address, telephone number, email address
• National Insurance number and/or UTR
• Date of birth
• Photographic ID
• Number and ages of children
• Annual income and outgoings
• Business interests
• Interest and investment information etc
• (this list is not exhaustive)

Much of this data will be/have been provided by you, your clients or customers and your or their employees, agents or contractors.

3    How we may use personal data

We may use the data we hold on you, your clients or customers and your or their employees, agents or contractors in order to fulfil our contractual obligations, such as processing and submitting personal and/or corporate income tax returns, providing tax planning advice, VAT registration of a company, audit and statutory accounts preparation etc (this list is not exhaustive). We will only share personal data with other organisations, such as HM Revenue & Customs, where it is necessary to do so to fulfil our contractual and/or statutory obligations.

4    Consent

Where personal data is required to be collected from you, your clients or customers and your or their employees, agents or contractors, that is considered to be ‘sensitive’, we will gain ‘explicit consent’ before we collect such data.

We will never use the data collected from you, your clients or customers and your or their employees, agents or contractors for marketing purpose unless consent is given for us to do so. We will never sell any personal data to a third party.

If you object to any of the processing specified, please refer to the enquiries and complaints section of this Privacy Notice.

5    Where we may store your information

The personal data that we collect will be stored at Kirkhams. It will be held for a period of at least five years and more where the statutory obligation is longer. For practical purposes, some of the personal data will be stored off-site at a secure location that complies with GDPR. By sharing personal data, you agree to this transfer, storing or processing.

Kirkhams will take all steps reasonably necessary to ensure that all personal data is treated securely and in accordance with this Privacy Notice.

6    Your rights

You, your clients or customers and your or their employees, agents or contractors have the right to

• Request a copy of the personal data we hold. We require proof of identity with two forms of approved identification. Please address requests to the data protection contact and we will respond within 30 days of receipt of any written request and confirmed ID. This request is free of charge unless the request is manifestly unfounded or excessive.
• Have any inaccuracies in the data corrected. To update the details we hold, please contact our data protection contact.
• Request that we delete personal data, so it is erased from our records (within regulatory and/or statutory limitations).
• Have the data we hold transferred to another organisation.
• Object to certain types of processing such as direct marketing.
• Object to automated processing, including profiling.

7    Enquiries and complaints

The data protection contact should be the first point of contact regarding any enquiries or complaints arising from this Privacy Notice. Please submit all enquiries in writing to Kirkhams, 7 Checkpoint Court, Sadler Road, Lincoln, LN6 3PW, United Kingdom.

You may also contact the Information Commissioner’s Office directly if you are concerned with how we are handling personal data using their online form which can be found on their website www.ico.org.uk.

8    Changes to this Privacy Notice

We may make changes to this Privacy Notice from time to time. If we make any material changes in the way we treat personal data we will contact you directly.