LBH Accountancy Services Limited Privacy Policy

About your information and data protection

This privacy policy documents how we, LBH Accountancy Services Limited, use your personal data information.  For the purposes of the Data Protection Act 2017 we are a data controller. Personal data is data which by itself or with other data available to us can be used to identify you.

What information do we hold about you?

We collect and retain any information which you provide to us when you engage us for accountancy and taxation advice and services.  Examples of Information we may hold about you include name, address, date of birth, email address, salary, other sources of income, pension contributions, national insurance number, family and social circumstances.

The information held will be relevant to your financial circumstances and your personal circumstances.  This may include details in relation to your health and family circumstances. We hold information electronically and on paper format in our files.  The data we collect will come from conversations with yourselves, post, email, text or phone etc.

What we do with your information?

The information which we collate about you is essential for us to provide services which you have contracted us to do.  We use the information to understand our clients’ needs and requirements, to access services or tax legislation which may be applicable to you.

Who do we share your information with?

Your details are accessible by our employees on a need to know basis and we have safeguards in place to protect your personal data.

We do not provide your information to any marketing companies. Any marketing of additional services will come directly from us and only if we will feel that it is beneficial to you.

Where you have asked us to use third parties to provide financial products and professional compliance we will have a contract in place with the provider to ensure that the reason for holding the data is clear and the way the data is processed is compliant.

Where we send your personal data to third parties, we will use appropriate measures to protect your data such as password, encryption and platform.

To fulfil our contract with you we will share your information with regulatory bodies and authorities if necessary. We will share your information with third parties only where you have given us permission and where we are allowed to do so by law.

Do we send your information to other countries?

We do not directly send your information to other countries.  Our computer systems and the storage of our data is managed by a third party.  The storage of our data is cloud based and is stored within the EU. Our third party has robust procedures and safeguarding measures in place to secure, encrypt and maintain integrity of the data.

What will happen if we change how your information is used?

At times we may change how we use your information.  If we think you would not expect this change, we’ll write and tell you about it.  If you do not contact us within 30 days of the date of letter, we will assume that you accept that the change to how we use your information is satisfactory.

What fraud prevention measures do we take?

To prevent or detect fraud we may contact fraud prevention agencies, for example when checking information in relation to new job applicants and employees, recovering debts and to verify identity when accepting new instructions from clients.

We pass information to HMRC, who may use the data as part of its own risk profiling activities to access and check for discrepancies with your declared income. Your income details may have been supplied from banks and the Department for Work and Pensions.

How will we use your information to contact you?

We will contact you by telephone, post, or email.

How long do we hold your information?

We are subject to regulatory requirements to retain data for a specified minimum period. We will retain computerised personal tax records indefinitely.  Accounts and audit computer records will be retained for no longer than 10 years, administration and computer payroll records are retained for 7 years, paper records are retained for 7 years.  Details for clients for whom we no longer act are retained for the specified minimum period which is 6 years.  However, we reserve the right to hold data for a longer period if we feel it appropriate.

How you can access your information?

You have the right to access details of the information we hold about you.  Please contact us detailing all or which specific personal information you would like to access. Under SAR (Subject access request) we have an obligation to provide the requested information within 30 days and the provision of the information is free of charge.  You must ensure any personal data you provide is true, accurate and complete.  It is also your responsibility to let us know about any changes to your personal information so that we can ensure our records are complete and up to date.  We have a duty to ensure all information held about you is correct. Please inform us immediately if any information we hold is incorrect.

You have the right to ask for your personal data to be moved, copied or transferred.  You have the right to object to the processing of your personal data and the right to restrict the processing of your personal data

How can you ask us to delete your information?

You have the right to ask for your personal information to be erased.  We will comply with your request provided this is in writing and it does not breach our regulatory obligations and does not affect any legitimate interest.

Changing the privacy policy

Any updates to our privacy policy will be updated on our website.  This privacy policy was last updated 12^th March 2020.