Last update: 1st August 2024
To comply with the Data Protection Act 2018 and the General Data Protection Regulation (“GDPR”) this firm must meet certain legal obligations in relation to the processing of personal data.
This is the privacy statement of:
CMC Accountancy Ltd
Unit 24
Coatbridge Business Centre
204 Main Street
Coatbridge
ML5 3RB
To perform the professional services requested by you, this firm collects and processes personal data in relation to you which enables us to fulfil our duties. If you do not provide the personal information that we have asked for, we may be unable to provide the professional services that you have requested. We will therefore be unable to commence any work on your behalf and will need to cease to act. This privacy statement explains how we collect and use this personal information about you. CMC Accountancy Ltd is the data controller of your personal data that either you have provided, or we have collected. The contact details of the firm are given below in the Contact information and further advice section.
To enable us to fulfil our legal duties and perform the professional services requested by you we need to collect the following information:
Identification information. Examples include copy passport, driving licence and utility bills.
Personal information. Examples include your name, address, contact details, gender, date of birth, National Insurance number, information relating to your family, lifestyle and social circumstances.
Business information. Examples include any Unique Taxpayer References (“UTR”), Employer references, Value Added Tax (“VAT”) number, company name, company number.
Financial information. Examples include information relating to all of your income sources, bank and credit card statements, sales and purchase invoices, expense receipts, bank loans and finance agreements.
Electronic information. Examples include backup copies of data that you have prepared on your own software i.e. bookkeeping or payroll information.
Other information. Examples include any other information required for processing purposes.
You are responsible for ensuring that the information provided to us is correct and up to date.
Most of the information will be provided directly from you or a third party acting on your behalf. Some information may be gathered from publicly available sources, professional bodies, financial institutions or other organisations. Where services are provided to an employer, we will receive personal information about employees from that employer.
To ensure we both comply with our legal obligations we will use the information that we have collected about you for the following purposes:
To provide professional services and meet statutory obligations with regards to Companies House, HM Revenue and Customs ("HMRC") and any other reporting organisations.
To verify your identity.
To prevent and detect crime, fraud or corruption.
To understand you and your business needs so they may be met.
To process financial transactions and maintain financial records.
To communicate by post, email or telephone any information we need to keep you informed of.
To ensure we both comply with our statutory responsibilities we may share your personal information with the following:
Companies House.
HMRC.
Pension service providers.
Banks and other lending institutions.
Financial crime prevention agencies.
Third party service/software providers.
Any other professional body/organisation that you/we have a legal obligation with.
Any third party you require or permit us to correspond with.
Our alternate appointed by us in the event of incapacity or death.
Where we use third party automated systems to collect and analyse personal data for compiling financial records, we will ensure that these providers have an appropriate level of protection in place to protect your data in accordance with applicable data protection laws.
If you do not provide the personal information that we request from you, you will be at risk of missing statutory deadlines which will result in penalties and interest being incurred from the relevant authority for the late filing of compulsory documents and the late payment of any tax due. To give us sufficient time to prepare and process the necessary forms and calculations it is therefore essential that all personal information required is provided in a timely manner.
There are various laws and regulations that we must comply with which means we are required to keep personal data for a minimum number of years. For example, we must keep financial records for 6 years to comply with HMRC. Only after the various time periods have expired may we securely dispose of your personal data.
Where any of our third party software providers hold your information outside the European Economic Area (“EEA”) we will ensure that these providers have an appropriate level of protection in place to protect your data in accordance with applicable data protection laws.
We take all reasonable care in collecting, storing, processing and disclosing your personal information and have implemented internal security measures to minimise the risk of unauthorised parties accessing and misusing your information. However, we cannot guarantee that any information you send to us by email or electronically will not be intercepted or altered. Therefore, to further protect your information and minimise risks, we would recommend the use of email encryption and ensuring the computer operating system and all software used is up to date. Additional safety procedures may be applied such as using secure access passwords.
Any personal information collected via our website will be gathered, used and stored in the same way as all other data that has been collected from you.
Access to your information
You have the right to request a copy of the personal information that we hold about you.
Correcting your information
We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
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.
We are using that information with your consent and you have withdrawn your consent (see Withdrawing consent to using your information below).
You have validly objected to our use of your personal information (see Objecting to how we may use your information below).
Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information
You have the right, at any time, to require us to stop using your personal information for direct marketing purposes.
In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information
In some cases, you may ask us to restrict how we use your personal information.
This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.
This right might also apply where this is no longer a basis for using your personal information but you don’t want us to delete the data.
Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Automated processing
If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision.
This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Withdrawing consent to using 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 the Contact information and further advice section if you wish to exercise any of these rights.
We keep this privacy statement under regular review and will place any updates on our website at www.cmcaccountancy.co.uk. Paper copies of the privacy statement may also be obtained from our office premises or by contacting us on 01236 805 020.
Claire Moroney
CMC Accountancy Ltd
Unit 24
Coatbridge Business Centre
204 Main Street
Coatbridge
ML5 3RB
Telephone: 01236 805 020
Email: info@cmcaccountancy.co.uk
We seek to resolve directly all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), whose contact details are as follows:
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