Data Protection Privacy Notice

This is the privacy notice of Lyons Accounting Ltd. In this document, "we", "our", or "us" refer to Lyons Accounting Ltd.

We are company number 12515745 registered in England and Wales.

Our registered office is at 18 College Street, Petersfield, Hampshire, GU31 4AD.

Introduction

The purpose of this Notice and any other documents referred to in it, is to describe how we  collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

We are committed to protecting your privacy and the confidentiality of your personal information. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org

About Us

Lyons Accounting Ltd is a data controller within the meaning of the GDPR, and we process personal data. The firm’s contact details are as follows:

 

Lyons Accounting Ltd

18 College Street

Petersfield

Hampshire

GU31 4AD

 

Email: info@lyonsaccounting.co.uk

We may amend this privacy notice from time to time. If we do so, we will supply you with and/or otherwise make available to you a copy of the amended privacy notice.

How we may collect your personal data

We may collect data about you from:

  • Information that you provide directly to us, for example when you engage us to provide our services;

  • Information that we obtain from third parties for example, from your employer or your previous accountant; or

  • Information that is publicly available, for example from Companies House.

What personal data we may collect about you

 

The information we collect about you may include the following:

  • Your identity - includes information such as first name, last name, title, date of birth, and other identifiers that you may have provided;

  • Your contact information - includes information such as billing address, delivery address, email address, telephone numbers and any other information you have given to us for the purpose of communication or meeting;

  • Your financial data - includes information such as your bank account and payment card details;

  • Transaction data - includes details about payments or communications to and from you and information about products and services you have purchased from us;

  • Technical data - includes your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website;

  • Your profile - includes information such as your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses;

  • Marketing data - includes your preferences in receiving marketing from us; communication preferences; responses and actions in relation to your use of our services;

  • Special personal information - Special personal information is data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. It also includes information about criminal convictions and offences. We may collect special personal information about you if there is a lawful bases on which to do so.

 

The purposes for which we intend to process personal data

 

We intend to process personal data for the following purposes:

  • to enable us to supply professional services to you as our client;

  • to fulfil our obligations under relevant laws in force from time to time (eg the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (MLR 2017));

  • to comply with professional obligations to which we are subject as a member of ACCA;

  • to use in the investigation and/or defence of potential complaints, disciplinary proceedings and legal proceedings;

  • to enable us to invoice you for our services and investigate/address any attendant fee disputes that may have arisen;

  • to contact you about other services we provide which may be of interest to you if you have consented to us doing so.

Please note, in some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

Lawful bases for processing your personal data

Our intended processing of personal data has the following legal bases:

  • At the time you instructed us to act, you gave consent to our processing your personal data for the purposes listed above.

  • The processing is necessary for the performance of our contract with you or your employer or our clients.

  • The processing is necessary for compliance with legal obligations to which we are subject (eg MLR 2017).

  • The processing is necessary for the purposes of the following legitimate interests which we pursue:

    • record-keeping for the proper and necessary administration of our business;

    • responding to unsolicited communication from you to which we believe you would expect a response;

    • protecting and asserting the legal rights of any party;

    • insuring against or obtaining professional advice that is required to manage business risk;

    • protecting your interests where we believe we have a duty to do so.

 

It is a requirement of our contract with you that you provide us with the personal data that we request. If you do not provide the information that we request, we may not be able to provide professional services to you. If this is the case, we will not be able to commence acting or will need to cease to act.

 

Persons/organisations to whom we may share personal data

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes

Any staff with access to your information have a duty of confidentially under the ethical standards that this firm is required to follow.

We may share your personal data with:

  • Companies House, Charity regulators and HMRC;

  • any third parties with whom you require or permit us to correspond;

  • subcontractors;

  • an alternate appointed by us in the event of incapacity or death;

  • professional indemnity insurers;

  • our professional body [Association of Certified Chartered Accountants] and/or the Office for Professional Body Anti-Money Laundering Supervisors (OPBAS) in relation to practice assurance and/or the requirements of MLR 2017 (or any similar legislation);

  • other business entities should we plan to merge with or be acquired by that business entity;

  • third parties that support our service provision such as software service providers and I.T. support services.

 

If the law allows or requires us to do so, we may share your personal data with:

  • the police and law enforcement agencies;

  • courts and tribunals; and

  • the Information Commissioner’s Office (ICO).

We may need to share your personal data with the third parties identified above in order to comply with our legal obligations, including our legal obligations to you. If you ask us not to share your personal data with such third parties, we may need to cease to act.

 

Transfers of personal data outside the European Economic Area (EEA)

Your personal data will be processed in the EEA only. The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.

 

Retention of personal data

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected and in accordance with recognised good practice within the tax and accountancy sector.

When assessing what retention period is appropriate for your personal data, we take into consideration:

  • the requirements of our business and the services provided;

  • any statutory or legal obligations;

  • the purposes for which we originally collected the personal data;

  • the lawful grounds on which we based our processing;

  • the types of personal data we have collected;

  • the amount and categories of your personal data; and

  • whether the purpose of the processing could reasonably be fulfilled by other means.

 

You are responsible for retaining information that we send to you, and this will be supplied in the form agreed between us. Documents and records relevant to your tax affairs are required by law to be retained by you as follows:

 

Individuals, trustees and partnerships

  • with trading or rental income: five years and 10 months after the end of the tax year,

  • otherwise: 22 months after the end of the tax year.

Companies, LLPs and other corporate entities

  • six years from the end of the accounting period.

Requesting personal data we hold about you (subject access requests)

You have a right to request access to your personal data that we hold. Such requests are known as ‘subject access requests’ (SARs).

Please provide all SARs in writing marked for the attention of the Director, Lyons Accounting Ltd.

To help us provide the information you want and deal with your request more quickly, you should include enough details to enable us to verify your identity and locate the relevant information. For example, you should tell us:

  • your date of birth;

  • previous or other name(s) you have used;

  • your previous addresses in the past five years;

  • personal reference number(s) that we may have given you, for example your national insurance number, your tax reference number or your VAT registration number;

  • what type of information you want to know.

If you do not have a national insurance number, you must send a copy of:

  • the back page of your passport or a copy of your driving licence, and

  • a recent utility bill.

DPA 2018 requires that we comply with a SAR promptly and in any event within one month of receipt. There are, however, some circumstances in which the law allows us to refuse to provide access to personal data in response to a SAR (eg if you have previously made a similar request and there has been little or no change to the data since we complied with the original request).

 

We will not charge you for dealing with a SAR.

 

You can ask someone else to request information on your behalf – for example, a friend, relative or solicitor. We must have your authority to respond to a SAR made on your behalf. You can provide such authority by signing a letter that states that you authorise the person concerned to write to us for information about you and/or receive our reply.

 

Where you are a data controller and we act for you as a data processor (eg by processing payroll), we will assist you with SARs on the same basis as is set out above.

Putting things right (the right to rectification)

You have a right to obtain the rectification of any inaccurate personal data concerning you that we hold. You also have a right to have any incomplete personal data that we hold about you completed. Should you become aware that any personal data that we hold about you is inaccurate and/or incomplete, please inform us immediately so we can correct and/or complete it.

Deleting your records (the right to erasure)

In certain circumstances, you have a right to have the personal data that we hold about you erased. Further information is available on the ICO website (ico.org.uk).  If you would like your personal data to be erased, please inform us immediately and we will consider your request. In certain circumstances, we have the right to refuse to comply with a request for erasure. If applicable, we will supply you with the reasons for refusing your request.

The right to restrict processing and the right to object

In certain circumstances, you have the right to ‘block’ or suppress the processing of personal data or to object to the processing of that information. Further information is available on the ICO website (ico.org.uk). Please inform us immediately if you want us to cease to process your information or you object to processing so that we can consider what action, if any, is appropriate. 

Obtaining and reusing personal data (the right to data portability)

In certain circumstances, you have the right to be provided with the personal data that we hold about you in a machine-readable format, eg so that the data can easily be provided to a new professional adviser. Further information is available on the ICO website (ico.org.uk).

The right to data portability only applies:

  • to personal data an individual has provided to a controller;

  • where the processing is based on the individual’s consent or for the performance of a contract;

  • when processing is carried out by automated means.

 

We will respond to any data portability requests made to us without undue delay and within one month. We may extend the period by a further two months where the request is complex or a number of requests are received but we will inform you within one month of the receipt of the request and explain why the extension is necessary.

Withdrawal of consent

 

Where you have consented to our processing of your personal data, you have the right to withdraw that consent at any time. Please inform us immediately if you wish to withdraw your consent.

Please note:

  • the withdrawal of consent does not affect the lawfulness of earlier processing;

  • if you withdraw your consent, we may not be able to continue to provide services to you;

  • even if you withdraw your consent, it may remain lawful for us to process your data on another legal basis (eg because we have a legal obligation to continue to process your data).

Automated decision-making

 

We do not intend to use automated decision-making in relation to your personal data.

Complaints

If you have requested details of the information we hold about you and you are not happy with our response, or you think we have not complied with the GDPR or DPA 2018 in some other way, you can complain to us. Please send any complaints to

Lyons Accounting Ltd

18 College Street

Petersfield

Hampshire

GU31 4AD

 

If you are not happy with our response, you have a right to lodge a complaint with the ICO (ico.org.uk).