Privacy policy
Privacy Policy
- SCOPE
All data subjects whose personal data is collected, in line with the requirements of the GDPR and the Data Protection Act 2018 by Accsys Accountants Limited.
- RESPONSIBILITIES
2.1 The Managing Director is responsible for ensuring that this notice is made available to data subjects prior to Accsys Accountants collecting or processing their personal data.
2.2 All Employees and Staff of Accsys Accountants who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured or the legal basis for processing their data has been communicated clearly.
- PRIVACY NOTICE
3.1 Who are we?
We are Accsys Accountants ltd, a Chartered Accountants who help small businesses improve and grow their businesses.
When we refer to ’’we’’, ’’our’’ or ’’Accsys’’ we are referring to Accsys Accountants ltd the business.
Our Data Protection Officer and data protection representatives can be contacted directly here:
| By email: | info@accsysltd.co.uk |
| By Mail: | Data Protection Officer Milwood House, 36B Albion Place, Maidstone, Kent, ME14 5DZ |
The personal data we may collect or process on you is:
Registered Data Subjects
Name
Email Address
Business Name
The personal data we collect falls into different categories (sometimes more than one). Your data will be used for the following purposes:
Product – Information in this category is needed in order to be able to provide Accsys Accountants software to data subjects. In addition, it is required to address or deal with any requests or enquiries.
Login – Information in this category is used to ensure we have a unique login method for each data subject in particular to improve website security.
Marketing – Information in this category is used to send out Accsys Accountants product information to parties who have requested or are highly likely to have an interest.
Company – Information in this category is used to send out company information on Accsys Accountants and its products and services.
Our legal basis for processing for the personal data:
Users – Our legal basis for processing your data is Contract. We have this in place with your directly with users.
Any legitimate interests for, in particular, non-registered data subjects is pursued by us, or third parties we use, are as follows:
Mailchimp – www.mailchimp.com
Accsys Accountants does not collect or process data defined as ‘special categories’ by the ICO such as: Racial; Ethnic origin; Political opinions; Religious beliefs; Philosophical beliefs; Trade union membership; Genetic data; Biometric data; Health data; Data concerning a natural person’s sex life or Sexual orientation.
3.2 Legal basis for processing data
We are processing your personal data based on our Contract
3.3 Legal basis for processing Non-Registered Data Subjects data
We are processing your personal data based on either Explicit Consent or for legitimate reasons.
Our legitimate interest is to promote the products and services we provide. From time to time we would like to contact you with details of these products and services.
We process personal information for certain legitimate business purposes which include, some or all, of the following:
- Where the processing enables us to enhance, modify, personalize or otherwise improve our services/communications for the benefit of the customer.
- To identify and prevent fraud.
- To enhance the security of our networks and information systems.
- To better understand how customers interact with our social media and web sites.
- To provide communications which we think will be of benefit and interest to you.
- To determine the effectiveness of our promotional campaigns and our advertising.
You may opt out of this processing at any time by contacting us directly on:
Email: info@accsysltd.co.uk
Once you have opted out, we will no longer contact you with information about Accsys Accountants products and all of your personal data will be deleted and/or anonymised within 28 days.
3.4 Disclosure
In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available on request about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
- agreements we have with other organisations for sharing information
- circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics
- our instructions to staff on how to collect, use and delete personal data; and
- how we check that the information we hold is accurate and up to date.
Except as set out above Accsys Accountants will not pass on your personal data to new third parties without first obtaining your consent. All third parties will have in place agreements consistent with GDPR requirements. We will never sell your data to third parties. The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:
| Third party Name | Safe Guards in place to protect your data | Purpose |
| 123-REG.CO.UK | We store data needed to manage and run customer accounts. 123 Reg is committed to keeping its customers’ data secure, and all data we hold on you is protected by appropriate measures, including encryption. The only 123 Reg employees who can access your data are those who need to access your data for business, such as our support teams helping you over the phone, and all such access is logged. In addition to this, all staff who need to access your data have been trained on respecting your rights, and wider data protection issues. | Product database |
| Mailchimp.com | Please see their security information here https://mailchimp.com/about/security/ | Marketing |
In addition to the above exceptions, you provide your general consent to Accsys Accountants, with appropriate safeguards and procedures, to utilise media channels such as Facebook, Twitter and Google to provide company updates and product information.
3.5 Retention period
Accsys Accountants will process and store personal data for users for the duration of the license with Accsys Accountants.
For non-Accsys Accountants users we will process and store personal data while we are in contact with you with relevant information on our services.
If you have opted out to your data being processed we will delete your data within 28 days of your opt out being received.
3.6 Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review – in the event that Accsys Accountants refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.7 below.
All of the above requests will be forwarded on should there be a third party involved (as stated in 3.5 above) in the processing of your personal data.
3.7 Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Accsys Accountants (or third parties as described in 3.5 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Accsys Accountants’s Data Protection Officer.
The details for each of these contacts are:
Supervisory authority contact details
| Contact Name: | Information Commissioner’s Office (ICO) |
| Contact Details: | https://ico.org.uk/concerns/ |
Data Protection Officer (DPO) contact details
| Contact Name: | Accsys Accountants DPO |
| Contact Details: | info@accsysltd.co.uk |