We understand that your privacy is important to you and that you care about how your personal data is used and shared online. We respect and value the privacy of our clients and everyone else who visits this website, www.northantsaccounting.co.uk (“our Site”) and we will only collect and use personal data in ways that are described here, and in a manner that is consistent with our obligations and your rights under the law.
1. Definitions and Interpretation
In this Policy, the following terms shall have the following meanings:
“Client” means any sole trader or business that purchases our services;
“Cookie” means a small text file placed on your computer or device by our Site when you visit certain parts of our Site and/or when you use certain features of our Site. Details of the Cookies used by our Site are set out in section 12, below;
“Personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to us by becoming a Client of ours or when you visit our Site. This definition shall, where applicable, incorporate the definitions provided in the General Data Protection Regulation 2016/679 (“GDPR”); and
“We/Us/Our” means Northants Accounting Ltd, a company registered in England and Wales under company number 08938640, whose registered office address is at Office 35, Burlington House, 369 Wellingborough Road, Northampton, England, NN1 4EU.
2. What Does This Policy Cover?
2.2 Our Site may contain links to other websites, including social media links. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
3. Your Rights
3.1 As a data subject, you have the following rights under the GDPR, which this Policy and our use of personal data have been designed to uphold:
3.1.1 The right to be informed about our collection and use of personal data;
3.1.2 The right of access to the personal data we hold about you (see section 11);
3.1.3 The right to rectification if any personal data we hold about you is inaccurate or incomplete (please contact us using the details in section 13);
3.1.4 The right to be forgotten – i.e. the right to ask us to delete any personal data we hold about you (we only hold your personal data for a limited time, as explained in section 6 but if you would like us to delete it sooner, please contact us using the details in section 13);
3.1.5 The right to restrict (i.e. prevent) the processing of your personal data;
3.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
3.1.7 The right to object to us using your personal data for particular purposes; and
3.1.8 Rights with respect to automated decision making and profiling.
3.2 If you have any cause for complaint about our use of your personal data, please contact us using the details provided in section 13 and we will do our best to solve the problem for you. If we are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
3.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens’ Advice Bureau.
4. What Data Do We Collect?
4.1 If you are a Client of ours, we may collect some or all of the following personal data in order for us to provide our services to you;
4.1.2 Contact information including email address, postal address and telephone number;
4.1.3 Any personal data relating to other data subjects that you may send to us or that may be made available to us when we provide our services, such as your customers’ and employees’ data. Clients are advised when entering into a contract with us that they must first obtain the permission of any such data subjects and warrant that they have obtained this permission.
4.2 If you have enquired about our services or are otherwise a business contact of ours, we may collect some or all of the following personal data in order for us to provide our services and/or where we have received consent to do so:
4.2.2 Contact information including email address, postal address and telephone number.
4.3 If you visit our Site, we may collect some or all of the following personal data. Please refer to section 12 below regarding Cookies:
4.3.1 Name, email address and telephone number, if you complete our contact form;
4.3.2 Demographic information such as post code, preferences, and interests;
4.3.3 IP address;
4.3.4 Web browser type and version and operating system.
5. How Do We Use Your Data?
5.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 6, below.
5.2 Our use of your personal data will always have a lawful basis, either because it is necessary for our performance of a contract with you, because you have consented to our use of your personal data (e.g. by subscribing to emails), or because it is in our legitimate interests. Specifically, we may use your data for the following purposes:
5.2.1 Supplying our services to you (please note that we require your personal data in order to enter into a contract with you);
5.2.2 Personalising and tailoring your experience on our Site;
5.2.3 Replying to emails from you;
5.2.4 Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by emailing us directly;
5.2.5 Analysing your use of our Site to enable us to continually improve our Site and your user experience.
5.3 With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
5.4 Third parties whose content appears on our Site may use third party Cookies, as detailed below in section 12. Please refer to section 12 for more information on controlling Cookies. Please note that we do not control the activities of such third parties, nor the data they collect and use and advise you to check the privacy policies of any such third parties.
5.5 You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it. Unless we have reasonable grounds to refuse to delete it (where this is permitted under the GDPR), we will do so without delay and within no longer than one month from receiving your request.
5.6 We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
6. How and Where Do We Store Your Data?
6.1 We only keep your personal data for as long as we need to in order to use it as described above in section 5, and/or for as long as we have your permission to keep it. If you are a Client of ours, we may need to keep your data for HMRC purposes for 6 years following the end of the relevant accounting period and for fraud investigation purposes for up to 20 years.
6.2 If you are a Client and you wish to terminate your contract with us, you must transfer any accounting software subscription package to yourself or another accountant, to restrict access to the data contained in it.
6.3 Your data will only be stored in the UK.
6.4 Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure the data we collect.
7. Do We Share Your Data?
7.1 We may sometimes contract with other third parties to supply services to you on our behalf. These may include accounting software providers and search engine facilities. In some cases, these third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law.
7.2 We may compile statistics about the use of our Site including data on traffic, usage patterns, user numbers, sales, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law.
7.3 We may use third party data processors that are located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). Where we transfer any personal data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR.
7.4 In certain circumstances, we may be legally required to share certain data held by us, which may include your personal data, for example, where we are involved in legal proceedings, where we are complying with legal requirements, a court order, or a governmental authority.
8. What Happens If Our Business Changes Hands?
8.2 In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.
9. How Can You Control Your Data?
9.1 In addition to your rights under the GDPR, set out in section 3, when you submit personal data to us, you may be given options to restrict our use of your data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and at the point of providing your details).
9.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
10. Your Right to Withhold Information
10.1 You may access certain areas of our Site without providing any data at all. However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain data.
11. How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by us (where such data is held). Please contact us for more details using the contact details below in section 13.
12.1 All Cookies used by and on our Site are used in accordance with current Cookie law.
12.2 We may place and access the following first party and third party Cookies on your computer or device, to facilitate and improve your experience of our Site and to provide and improve our services:
|Cookie Name||Provider||What it Does||Type||Category||Duration|
|_AVESTA_ENVIRONMENT||mc.us9.list-manage.com||Set when the user subscribes to an email service from MailChimp||HTTP||Preferences||Session|
|_ga||northantsaccounting.co.uk||Registers a unique ID that is used to generate statistical data on how the visitor uses the web site||HTTP||Statistics||2 years|
|_gat||northantsaccounting.co.uk||Used by Google Analytics to throttle request rate||HTTP||Statistics||1 day|
|_gid||northantsaccounting.co.uk||Registers a unique ID that is used to generate statistical data on how the visitor uses the web site||HTTP||Statistics||1 day|
|ads/ga-audiences||google.com||Used by Google Adwords to re-engage visitors that are likely to convert to customers based on the visitor’s online behaviour across the websites||Pixel||Marketing||Session|
|GPS||youtube.com||Registers a unique ID on mobile devices to enable tracking based on geographical GPS location||HTTP||Marketing||1 day|
|IDE||doubleclick.com||Used by Google DoubleClick to register and report the web site user’s actions after viewing or clicking one of the advertiser’s ads with the purpose of measuring the efficacy of an ad and to present targeted ads to the user||HTTP||Marketing||1 year|
|PREF||youtube.com||Registers a unique ID that is used by Google to keep statistics of how the visitor uses YouTube videos across different web sites||HTTP||Marketing||8 months|
|test_cookie||doubleclick.net||Used to check if the user’s browser supports cookies||HTTP||Marketing||1 day|
|VISITOR_INFO1_LIVE||youtube.com||Tries to estimate the users’ bandwidth on pages with integrated YouTube videos||HTTP||Marketing||179 days|
|YSC||youtube.com||Registers a unique ID to keep statistics of what videos from YouTube the user has seen||HTTP||Marketing||Session|
|yt-remote-cast-installed||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Session|
|yt-remote-connected-devices||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Persistent|
|yt-remote-device-id||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Persistent|
|yt-remote-fast-check-period||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Session|
|yt-remote-session-app||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Session|
|yt-remote-session-name||youtube.com||Stores the user’s video player preferences using embedded YouTube video||HTML||Marketing||Session|
12.3 First party Cookies are those placed directly by us and are used only by us. Third party Cookies are those placed by websites, services, and/or parties other than us. These Cookies are not integral to the functioning of our Site and your use and experience of our Site will not be impaired by refusing consent to them.
12.4 Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of our Site may not function fully or as intended.
12.5 Certain features of our Site depend on Cookies to function. Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are also shown above. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed in section 10.2, but please be aware that our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.
12.7 You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access our Site more quickly and efficiently.
12.8 It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
13. Contacting Us