Privacy Policy
Introduction
Martin Accountancy Services Ltd takes UKdata protection seriously. The use of our website is for the benefit of newpotential clients searching for a new accountant. Also, the website will informour existing clients about the additional service(s) that we offer.
So therefore, all client(s) will have theoption to email us or call us directly with question(s) / queries which requirean immediate response.
Personal data processing shall always be inline with the UK General Data Protection Regulation (UK GDPR), and inaccordance with the UK specific legislation applicable to Martin AccountancyServices Ltd. This Privacy Notice will cover the areas as to why we collect andprocess personal data and data subject rights relating to the collection andprocessing of personal data.
What type of information we have?
Martin Accountancy Services Ltd is an accountancypractice that is required by UK Law and other financial authorities to adhere to specific guidelines. The information that is received directly from the following.
Director,
Proprietor,
Finance Directors
Martin Accountancy Services Ltd has a dutyto verify all information submitted at this point, as there is a definite needfor our services.
The website will provide you with our contactdetails as the nature of your enquiry maybe sensitive or require an immediateresponse. The email address is provided to arrange face to face/online meetings. Following all meetings, we will determine as to whether we will require the additional information.
Stage 1 - We will require.
Name of the person requesting our services
Company name
Company status – Sole Trader / Ltd Company / any other not-for-profit organisations
Mobile / telephone number
Email address
Available date for online or face to face meeting
Overview of the company financial concerns
Stage 2 – We will require on completion of our Letter of Engagement.
Photo ID – Driving Licence / Passport
Proof of address
Company Registration
VAT Registration
HMRC Details UTR Number
Corporation Tax
Financial report(s)
Access to your online accountancy portal
Any other document(s) pertaining to the company.
Martin Accountancy Services Ltd will comply with the UK GDPR as it states that anydata, we hold about our client(s) may be:
Used lawfully, fairly in a transparent way.
Collected only for valid purposes so that we can clearly explain to you, and we have notused it in any other way.
Relevant to the purposes wehave informed you about and is limited to those purposes.
Accurate and kept up to date.
Kept as long as the UK Governmentrequires us to.
Stored securely.
How do we the informationand why do we have it.
Martin Accountancy Services Ltd receives information from several avenues because wepromote our services on the following platforms:
Website
Social media platforms
Referral based organisation.
Online financial directories.
Bookkeepers
Other accountants
Other financial auditors
Business Loan Agencies
Martin Accountancy Services Ltd creates a public awareness as companies experiencefinancial issues from time to time. Our services can be used for long term, short time or just to achieve financial funding for a specific government scheme. This will allow us to create.
Management Accounts
Cashflow Forecasts
Self-Assessments
End of year accounts
All information is shared with the client soshould they wish to share it with other third-party organisation(s), then theyare free to do so.
Lawful Basis
Our responsibility is to protect the company interest.
Our responsibility is to protect the individual’s interests.
We have a legitimate reason to contact the person or the company enquiring.
We are not using client(s) data in ways they would deem as intrusive or cause thecompany any harm.
We have considered whether they can request to no longer require our services.
We can review our legitimate interest where no progress has been made inpreparation for deletion (subject to the information)
What do we do with the information?
Martin Accountancy Services Ltd will beused to carry out our services on time with the relevant information.
All client information will be shared with main authorities.
HMRC
VAT Agent
Custom & Excise
Companies House
Anti Money Laundering Team
Fraud Team
Any other legal authorities
Our internal team would consist of the
IT team
Telecoms Team
Admin team
Management team
Therefore, all or parts of your information will be made available to them if required. All clients will be notified accordingly should any issues become inevitable. However, we have a duty to contact AML without your permission or your knowledge.
Cookies
The website uses cookies to monitor and track the performance of what clients arelooking for. The cookies do not collect client information, but it does trackthe pages being viewed and whether you repeatedly visit the same page. Also, itcan be identified as to whether the website is user friendly and highlightwhere we can improve overall or the specific web page.
How we store your information
Martin Accountancy Services Limitedhave a secure system in place to store client information whether that beelectronic encrypted files in the cloud or paper documents are locked away. However, we make it our duty to minimise the paper usage within our office andwe encourage our clients to do the same.
All clients are encouraged to use the following accountancy portal:
Xero
Tax Filer
AMLC Portal
Sage
Hubdoc
Microsoft Excel
Martin Accountancy Services Ltd will have access to your online portal but will haveno record of client’s passwords and login details. We will access your portalto deliver the efficient service outlined in your Letter of Engagement, thismay be on a weekly or monthly basis.
Martin Accountancy Services Ltd has a retention and destruction process whereby:
After 7 years client’s financial files will be shredded or returned to client
Ongoing documents will be returned to client as soon as possible.
Clients that have not proceeded to instruct MAS Ltd as their accountant, documents willbe returned or shredded. Electronic information will be deleted within 3 monthsafter their initial enquiry.
Your data protection rights.
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies ofyour personal information.
Your right to rectification - You have the right to ask us to rectifyinformation you think is inaccurate. You also have the right to ask us tocomplete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase yourpersonal information in certain circumstances.
Your right to restriction of processing - You have the rightto ask us to restrict the processing of your information in certaincircumstances.
Your right to object to processing - You have the theright to object to the processing of your personal data in certaincircumstances.
Your right to data portability - You have the right to ask that we transferthe information you gave us to another organisation, or to you, in certaincircumstances.
You are not required to pay any charge forexercising your rights. If you make a request, we have one month to respond to you.
How to complain
Contact : Jeanette Martin
Martin Accountancy Services Ltd
Address : Norbury, Stafford, ST20
Tel : 07721 999498
Email : jeanette@martinaccountancy.co.uk
NB : We would ask that you contact us first so wecan address the issue or concerns so we can resolve it swiftly.
You can also complain to the ICO if you areunhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Address : Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AF
Helpline number : 0303 123 1113
Martin Accountancy Services Ltd may changethis policy from time to time. This may be necessary, if the law changes, or ifwe change our business in a way that affects your personal information. ThisPrivacy Notice was last updated on 18th July 2023.
Next review date: July 2025