Privacy Policy

1.PURPOSE OF THIS NOTICE 

This notice describes how we collect and use personal data about you, in accordance with the  General Data Protection Regulation (GDPR) (replacing the Data Protection Act 1998) and any  other national implementing laws, regulations and secondary legislation, as amended or  updated from time to time, in the UK (‘Data Protection Legislation’). 

Please read the following carefully to understand our practices regarding your personal data and  how we will treat it. 

2.ABOUT US 

Kennedys Accounting Limited (“we”, “us”, “our” and “ours”) is a firm of accountants and tax advisers  providing accountancy, business and tax advisory services. We are registered in England and  Wales as a limited liability company under number: 08991827 and our registered office is at 160 Eureka Park, Upper Pemberton, Kennington, Ashford, TN25 4AZ. 

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’.  This means that we are responsible for deciding how we hold and use personal data about you.  We are required under the Data Protection Legislation to notify you of the information contained  in this privacy notice. 

We have appointed a Data Protection Manager. Our Data Protection Manager is our Data  Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy  notice or our treatment of your personal data. Should you wish to contact our Data Protection  Manager you can do so using the contact details noted at paragraph 12 (Contact Us), below. 

3.HOW WE MAY COLLECT YOUR PERSONAL DATA 

We obtain personal data about you, for example, when: 

you request a proposal from us in respect of the services we provide; • you, your employer or our clients engages us to provide our services and also during the  provision of those services; 

you communicate this information to our staff in meetings or you contact us by email,  telephone, post or social media (for example when you have a query about our services); • from third parties and/or publicly available resources (for example, from your employer  or from Companies House); 

you contact us regarding training positions or job vacancies within our organisation; or • you use our website, request our newsletter or for marketing information to be sent to you.

4.THE KIND OF INFORMATION WE HOLD ABOUT YOU 

The information we hold about you may include the following: 

your personal details (such as your name and/or address); 

details of contact we have had with you in relation to the provision, or the proposed  provision, of our services; 

details of any services you have received from us; 

information provided by your employer or our clients for us to provide any of our services; • our correspondence and communications with you; 

information about any complaints and enquiries you make to us; 

information from research, surveys, and marketing activities; 

information we receive from other sources such as publicly available information. 

5.HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU 

We may process your personal data for purposes necessary for the performance of our contract  with you, your employer or our clients and to comply with our legal obligations. 

We may process your personal data for the purposes necessary for the performance of our  contract with our clients. This may include processing your personal data where you are an  employee, subcontractor, supplier or customer of our client. 

We may process your personal data for the purposes of our own legitimate interests provided  that those interests do not override any of your own interests, rights and freedoms which require  the protection of personal data. This includes processing for marketing, business development,  statistical and management purposes. 

We may process your personal data for certain additional purposes with your consent, and in  these limited circumstances where your consent is required for the processing of your personal  data then you have the right to withdraw your consent to processing for such specific purposes. 

Please note that we may process your personal data for more than one lawful basis depending  on the specific purpose for which we are using your data. 

Situations in which we will use your personal data 

We may use your personal data in order to: 

carry out our obligations arising from any agreements entered into between you, your  employer or our clients and us (which will most usually be for the provision of our  services); 

carry out our obligations arising from any agreements entered into between our clients  and us (which will most usually be for the provision of our services) where you may be a  subcontractor, supplier or customer of our client;

provide you with information related to our services and our events and activities that you  request from us or which we feel may interest you; and 

notify you about any changes to our services. 

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. 

If you refuse to provide us with certain information when requested, we may not be able to  perform the contract we have entered into with you. Alternatively, we may be unable to comply  with our legal or regulatory obligations. 

We may also process your personal data without your knowledge or consent, in accordance with  this notice, where we are legally required or permitted to do so. 

Data retention 

We will only retain your personal data for as long as is necessary to fulfil the purposes for which  it is collected. 

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.

Cookie 

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once  you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you  visit a particular site. Cookies allow web applications to respond to you as an individual. The web  application can tailor its operations to your needs, likes and dislikes by gathering and  remembering information about your preferences. 

We use traffic log cookies to identify which pages are being used. This helps us analyse data  about web page traffic and improve our website in order to tailor it to customer needs. We only  use this information for statistical analysis purposes and then the data is removed from the  system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages  you find useful and which you do not. A cookie in no way gives us access to your computer or  any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies,  but you can usually modify your browser setting to decline cookies if you prefer. This may prevent  you from taking full advantage of the website. 

Links to third-party websites 

Our website may contain links to enable you to visit other websites of interest easily. However,  once you have used these links to leave our site, you should note that we do not have any control  over that other website. Therefore, we cannot be responsible for the protection and privacy of  any information which you provide whilst visiting such sites and such sites are not governed by  this notice. You should exercise caution and look at the privacy notice applicable to the website  in question. 

Change of purpose 

Where we need to use your personal data for another reason, other than for the purpose for  which we collected it, we will only use your personal data where that reason is compatible with  the original purpose. 

Should it be necessary to use your personal data for a new purpose, we will notify you and  communicate the legal basis which allows us to do so before starting any new processing. 

6.DATA SHARING 

Why might you share my personal data with third parties? 

We will share your personal data with third parties where we are required by law, where it is  necessary to administer the relationship between us or where we have another legitimate interest  in doing so. 

Which third-party service providers process my personal data? 

“Third parties” includes third-party service providers or other the members of our firm’s network.  The following activities are carried out by third-party service providers: IT and cloud services,  professional advisory services, administration services, marketing services and banking services. 

All of our third-party service providers are required to take commercially reasonable and  appropriate security measures to protect your personal data. We only permit our third-party  service providers to process your personal data for specified purposes and in accordance with  our instructions. 

What about other third parties?

We may share your personal data with other third parties, for example in the context of the  possible sale or restructuring of the business. We may also need to share your personal data with  a regulator or to otherwise comply with the law. 

7.TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)  

There may be occasions where personal data is transferred to, and processed in countries,  outside of the European Economic Area (EEA), such as to some of our IT and cloud service  providers. 

Where your data is transferred outside of the EEA, we will ensure that sufficient safeguards are in  place to protect your data. This will involve including the European Commission’s Standard  Contractual Clauses in agreements with third parties or, for transfers to US-based third parties,  ensuring the entity is Privacy Shield certified. 

For further information in relation to transfers outside of the EEA, please contact us using the  details set out at paragraph 12 (Contact Us), below. 

8.DATA SECURITY 

We have put in place commercially reasonable and appropriate security measures to prevent  your personal data from being accidentally lost, used or accessed in an unauthorised way,  altered or disclosed. In addition, we limit access to your personal data to those employees,  agents, contractors and other third parties who have a business need to know. They will only  process your personal data on our instructions, and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected data security breach and will notify  you and any applicable regulator of a suspected breach where we are legally required to do so. 

9.RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes 

It is important that the personal data we hold about you is accurate and current. Should your  personal information change, please notify us of any changes of which we need to be made  aware by contacting us, using the contact details below. 

Your rights in connection with personal data 

Under certain circumstances, by law you have the right to: 

Request access to your personal data. This enables you to receive details of the personal  data we hold about you and to check that we are processing it lawfully. 

Request correction of the personal data that we hold about you.

Request erasure of your personal data. This enables you to ask us to delete or remove  personal data where there is no good reason for us continuing to process it. You also  have the right to ask us to delete or remove your personal data where you have exercised  your right to object to processing (see below). 

Object to processing of your personal data where we are relying on a legitimate interest  (or those of a third party) and there is something about your particular situation which  makes you want to object to processing on this basis. You also have the right to object  where we are processing your personal information for direct marketing purposes. 

Request the restriction of processing of your personal data. This enables you to ask us to  suspend the processing of personal data about you, for example if you want us to  establish its accuracy or the reason for processing it. 

Request the transfer of your personal data to you or another data controller if the  processing is based on consent, carried out by automated means and this is technically  feasible. 

If you want to exercise any of the above rights, please email our data protection point of contact:  dkennedy@riftaccounting.com 

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).  However, we may charge a reasonable fee if your request for access is clearly unfounded or  excessive. Alternatively, we may refuse to comply with the request in such circumstances. 

We may need to request specific information from you to help us confirm your identity and ensure  your right to access the information (or to exercise any of your other rights). This is another  appropriate security measure to ensure that personal information is not disclosed to any person  who has no right to receive it. 

10.RIGHT TO WITHDRAW CONSENT 

In the limited circumstances where you may have provided your consent to the collection,  processing and transfer of your personal data for a specific purpose (for example, in relation to  direct marketing that you have indicated you would like to receive from us), you have the right to  withdraw your consent for that specific processing at any time. To withdraw your consent, please  email our data protection point of contact: dkennedy@riftaccounting.com 

Once we have received notification that you have withdrawn your consent, we will no longer  process your personal information (personal data) for the purpose or purposes you originally  agreed to, unless we have another legitimate basis for doing so in law. 

11.CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be posted on our website and  we will use our best endeavours to bring this to your attention. 

This privacy notice was last updated on 14th September 2023. 

CONTACT US 

If you have any questions regarding this notice or if you would like to speak to us about the  manner in which we process your personal data, please email our data protection point of  contact: dkennedy@kennedysaccounting.uk

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the  UK supervisory authority for data protection issues, at any time. The ICO’s 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