TERMS AND CONDITIONS

BACKGROUND:

Property Accounts Limited understands that your privacy is important to you and that you care about how your information is used through paper and electronic means.  We take the privacy of information seriously, and we ask that you read the privacy policy to understand what we do with your information.

Where we collect information, we are doing so to offer you a better and complete service both on the websites and in the rest of our operations. If any of the information we hold about you is incorrect, we will do our best to correct it quickly on our databases once you notify us. We may need to retain archive copies of personal information for legal & review purposes.

The Property Accounts Limited website does not store any personal information about you when you visit it. It does record traffic information on all our visitors as a collective whole, and no individual can be identified from this information. We will only collect personal information about you if you send us an email enquiry via the “contact us” page or via one of the sign-up forms.

Except the reasons below, we will not disclose your personal information to others. The exceptions:

1. Credit referencing purposes after you provide us your consent for example mortgage references that require financial information;
2. Where it is necessary for the provision of information or services to you;
3. Where we are required to by the courts or to comply with other legal, statutory and/or regulatory obligations including accounting and tax requirements;
4. To prevent and/ or detect crime.

We will not pass your information on to other people and organisations outside our normal working practices without your approval. Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.

 

LINKS TO OTHER WEBSITES:

There may be hyperlinks to other websites for services that you may need to things that you may find interesting. These include links to HMRC guides, Companies House, YouTube, Linked-in and Facebook. This privacy policy only applied to the Property Accounts Limited website and we are not liable for the contents of other linked websites nor the websites purporting to be us.

 

HOW DO WE COLLECT INFORMATION FROM YOU?

We obtain information about you when you engage us to deliver our services and/or when you use our website, for example, when you contact us about our services.  

WHAT TYPE OF INFORMATION DO WE COLLECT FROM YOU?

The personal information we collect from you will vary depending on which services you engage us to deliver.  The personal information we collect might include your name, address, telephone number, email address, your Unique Tax Reference (UTR) number, your National Insurance number & bank account details.

HOW IS YOUR INFORMATION USED?

In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:

• contact you by post, email or telephone
• verify your identity where this is required
• understand your needs and how they may be met
• maintain our records in accordance with applicable legal and regulatory obligations
• process financial transactions
• prevent and detect crime, fraud or corruption

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you.  The period of retention required varies with the applicable legislation but is typically six years.  To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period of SEVEN years from the end of the period concerned. Please see our data retention policy.

MAILING LISTS

As part of the registration process for our tax return & accounting services, (or the sign up for information/updates, training courses and e-books), we collect personal information. We use that information for a couple of reasons: to provide the accounting & tax return service; to tell you about stuff you’ve asked us to tell you about; to contact you if we feel it would be of interest for you for purposes of your business.

We use two third-party providers, MailChimp, to deliver our training, newsletter & updates, as well as general reminders for the services we are providing you. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our services. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our news emails or by emailing us at info@propertyaccounts.co.uk 

THIRD PARTY SERVICE PROVIDERS WORKING ON OUR BEHALF:

We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf.  However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have checked GDPR compliance that requires them to keep your information secure and not to use it for their own purposes.

FINANCIAL INFORMATION:

We do not collect any financial information with regards to debit or credit card numbers, or bank account details for any payments taken online. Should you pay for any of our services via our online systems, you’ll be taken to a secure payment service provider who will take your payment on our behalf and return you to our website when the order is complete.

SURVEYS, QUESTIONNAIRES AND COMMENTS:

From time to time we may ask you to complete surveys, questionnaires or comments via the website or by third party software. These are always voluntary. The information is used to help us provide a better service to our clients, to amend the website, and some may be used as testimonials in our marketing. Please let us know if you do not wish your comments to be used in this way.

MONITORING:

Please note that if you communicate with us electronically including email, incoming telephone & fax, then this communication may be recorded. This helps us maintain our client support standards and ensures that commitments we make are on file.

USE OF COOKIES

A cookie is a tiny file that is saved by your browser when you visit a website. We use cookies.

REQUESTS FOR ACCESS TO PERSONAL INFORMATION:

Keeping your information up to date and accurate is important to us.  We commit to regularly review and correct where necessary, the information that we hold about you.  If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below. We are happy to provide you with details of the personal information we hold on you. A copy of this data can be requested from the contact below. We do not charge a fee for this, and we require identification to be sent before the information is issued.

Please contact:

Property Accounts Limited – Data Security

59 Castle Street

Reading

RG1 7SN

Email: info@propertyaccounts.co.uk

Security precautions in place to protect the loss, misuse or alteration of your information

Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, or where you have chosen, a password which enables you to access information, you are responsible for keeping this password confidential.  We ask you not to share your password with anyone.

Your data will usually be processed in our offices in the UK.  However, to allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, within the European Economic Area (EEA), USA & New Zealand.  We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable legislative and regulatory requirements such as GDPR and EU-US Privacy Shield.

DELETION OF YOUR INFORMATION

You have the right to ask us to delete personal information about you where:

• you consider that we no longer require the information for the purposes for which it was obtained
• you have validly objected to our use of your personal information
• our use of your personal information is contrary to law or our other legal obligations
• we are using your information with your consent and you have withdrawn your consent – see ‘withdrawing consent to use your information’ below.

WITHDRAWING CONSENT TO USE 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 ‘Contact information’ below if you wish to exercise any of these rights.

CHANGES TO OUR PRIVACY NOTICE

We keep this privacy notice under regular review.  Paper copies of the privacy notice may also be obtained from the contact details above.

This privacy notice was last updated on 25 April 2020.

COMPLAINTS

We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office at

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745

Website: https://ico.org.uk/concerns