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Notification for Clients

Notification for Clients

Melanie Curtis Accountants (including associated undertakings and licensees) is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices are:

Melanie Curtis Accountants

Wellington Office

Stratfield Saye

Reading

RG7 2BT.

Nature of data

We may collect and process the following data about you:

  • Contact details
  • DOB
  • AML ID
  • Lexus Nexus (AML) Report
  • Passport No or Copy
  • Utility Bill
  • NI Number
  • PEP Status
  • Gender
  • County Court Judgements
  • Insolvencies
  • Other directorships
  • Banking details
  • Pension details
  • Spouse
  • Dependents
  • Assets
  • Child benefit
  • Disabilities
  • Land registry
  • Tax details
  • Director's loans
  • Salary
  • Expenses
  • Medical Insurance
  • Ride to work
  • Company car

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • ourselves (data we generate)
  • tax authorities
  • Lexus Nexus (Anti-Money Laundering Check)

Lawful Basis

Our lawful basis for processing this data is

  • our contract with you for the provision of accounting or other services

The consequences for you if we are unable to process this data would be:

  • we would not be able to continue to provide the contracted services or would not be able to provide the same quality of service

Retention

Any data related to payments between us will be retained for 7 years to conform with our legal obligations regarding record keeping under the Finance Act 2008.

Other data may be kept for up to 7 years from termination of the contract in case there are queries, unless you request that we delete the data beforehand.

Recipients

To the extent that is necessary to meet our legal obligations and manage and satisfy our contract with you, your data may be shared with:

  • our software and IT providers
  • our Anti-money Laundering Check providers
  • tax authorities
  • pension providers
  • bankers
  • Contractors working on behalf of Melanie Curtis Accountants
  • brokers, solicitors and other professional advisors (at your request)

Uses made of the information

We use information hold about you in the following ways:

  • to communicate with you
  • to run the Anti-money Laundering Check (as per our legal obligation)
  • to provide the contracted services which may include
    • Bookkeeping
    • Company & General accounts, Profit & Loss Accounts, Balance Sheets
    • Tax advice, calculation and returns
    • Company secretarial services (company formation, change of directorship, share transfer)
    • Pension, investment and other advice

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties. We will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies
  • the National Crime Squad (in case of suspected money laundering)

Transfer outside the UK

Some of our providers process your data in countries outside the UK and your rights and privacy in these cases are protected by Standard Contract Clauses between the processor and Melanie Curtis Accountants or data protection laws in those countries which have been judged by the Information Commissioner to be adequate (equivalent to UK legislation)

We may transfer your data to cloud software service providers who may store or process your data outside the UK.

Currently the only software service provider to whom we transfer personal data outside the EEA is Xero Limited (Xero Accounts) who store data and process on servers located in New Zealand which has been judged as a country with adequate data protection legislation by decision of the Information Commissioner

Your rights

You have the following qualified rights with regard to your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Objection – you may object to us processing your data
  • Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format

You can exercise your rights at any time by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it.

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other relevant Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this page and where appropriate notified to you by e-mail.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to This email address is being protected from spambots. You need JavaScript enabled to view it.