PRIVACY NOTICE

This policy applies to the following businesses:

• Highfield Birmingham Limited Registered Company number 03385909. Registered office: 102 Tettenhall Road, Wolverhampton, WV6 0BW
• Halesowen Accountancy Services.  Operating from: 102 Tettenhall Road, Wolverhampton, WV6 0BW

The privacy policy explains how we use any personal information we collect about you

What is personal data?

Personal data relates to any information about a natural person that makes the person identifiable which may include (but is not limited to):

• Names and contact information i.e. emails and telephone numbers
• National Insurance Numbers
• Employment history
• Employee numbers
• Personal tax data and references
• Payroll and accounting data

What is sensitive personal data?

Sensitive personal data refers to the above but also includes genetic, biometric and other data.  For example:

• Medical conditions
• Religious or philosophical beliefs and political opinions
• Racial or ethnic origin
• Convictions
• Biometric data (e.g. photo in an electronic passport)

What is a Data Controller?

For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.

The data controller is Highfield or Halesowen Accountancy Services, 102 Tettenhall Road, Wolverhampton WV6 0BW

The data protection officer is Andrew Hingley-Smith who can be contacted at the above address or by calling 01902 756309

What is a Data Processor?

A “data processor” is a person or organisation which processes personal data for the controller.

What is Data Processing?

Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

What do we mean by Business to Business?

PLC, LTD, LLP incorporated partnerships, trusts and foundations, local authorities and government institutions.

What do we mean by Business to Consumer?

Private clients, sole traders, unincorporated partnerships, trusts and foundations.

What information do we collect about you and how?

Highfield, as a Data Controller, is bound by the requirements of the General Data Protection Regulations (GDPR). 

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the Services and for other related purposes including;

• Updating and enhancing client records
• Analysis for management purposes
• Statutory returns
• Legal and regulatory compliance

How will we use the information about you and why?

At Highfield we take your privacy seriously and will only use your personal information to provide the Services you have requested from us. We will only use this information subject to your instructions, data protection law and our duty of confidentiality.

For Business to Business Clients and Contacts our lawful reason for processing your personal information will be “legitimate interests”.  Under “legitimate interests” we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests.

For Business to Consumer Clients and Contacts our lawful reason for processing your personal information will be “A contract with the individual” e.g. to supply services you have requested, or to fulfil obligations under an employment contract.  This also includes steps taken at your request before entering into a contract.

We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport.  This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

Our work for you may require us to pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing the Services to you on our behalf.  We will only ever disclose the personal information that is necessary to deliver the Services.

We will not share your information for marketing purposes with companies so that they may offer you their products and services.

Transferring your information outside of Europe

As part of the services offered to you the information which you give to us will not be transferred to countries outside the European Union (“EU”).

All of our customer data processing is in-house and is not transmitted in anyway outside of the European Union (EU).

Security precautions in place about data collected

When you give us personal information, we take steps to make sure that it’s treated securely.

Non-sensitive details (your email address etc.) are sent normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain documents, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Marketing

Highfield does not participate in marketing and will not use your personal data for this purpose.

How long will we hold your data for?

• Contracted Services: We will hold your data for 7 years in line with our regulatory requirements.

Access to your information, correction, portability and deletion

What is a Subject Access Request?

This is your right to request a copy of the information that we hold about you.  If you would like a copy of some or all your personal information, please email or write to us at the following address: Andrew Hingley-Smith 102 Tettenhall Road Wolverhampton, WV6 0BW.  We will respond to your request within one month of receipt of the request.

We want to make sure your personal information is accurate and up to date.  You may ask us to correct or remove information you think is inaccurate by emailing writing to the above address.

Objections to processing of personal data

It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply.  The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claim.

Your Right to be Forgotten

Should you wish for us to completely delete all information that we hold about you for please contact us us:

• In Writing to: Andrew Hingley-Smith, 102 Tettenhall Road, Wolverhampton, WV6 0BW

Complaints

If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority.   The supervisory authority will then tell you of the progress and outcome of your complaint.  The supervisory authority in the UK is the Information Commissioner’s Office.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page.  This privacy policy was last updated in May 2018

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

• Write to us at Andrew Hingley-Smith, 102 Tettenhall Road, Wolverhampton WV6 0BW