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This notice provides information about how Glenda Hagger Accountancy Services Ltd (GHAS) (“we”, “us”, “our”) process your personal data and it provides information about your privacy rights. So that you are fully aware of how and why we are using your data, it is important that you read this Privacy Notice and any other privacy notices that we may provide on specific occasions when we are collecting or processing your personal data.

Glenda Hagger is the company's Data Protection Officer and can be contacted via email at glenda@ghas.co.uk.

How do we collect information from you?

GHAS collects information about you when you contact us as you provide us with your name, a contact email and contact number. When you contract with us you provide a variety of other information such as date of birth, National Insurance number, postal and billing addresses.

Your data is stored on the systems we use, including cloud-based systems. On some occasions, we may have to use services outside of the UK or EU. If this occurs, we will put in place all measures required by law.

What types of information do we collect from you?

Personal data

In this Privacy Notice, the term "personal data" means information relating to you that allows us to identify you either directly, or in combination with other information we hold. For instance, when you contact us by email, telephone or via our website, we will collect your personal data including your name, postal address, telephone number and date of birth (where relevant).

Special categories of personal data

The UK GDPR defines special categories of personal data as information about a person's race and ethnicity, religious or philosophical beliefs, trade union memberships, political opinions, genetic data, biometric and health data, and information concerning a natural person's sex life or sexual orientation. GHAS does not collect special categories of personal data.

Some pages on this website permit you to send emails or other messages to us. Emails and messages sent to us will contain your name and email address, as well as any information you may wish to include in the message.

How we use your personal data?

We may use the information you provide to us for any of the purposes described in this Privacy Notice or as stated at the point of collection (or as obvious from the context of collection), including:

• to carry out the services we have contracted with you to provide;
• to develop our business and services;
• to monitor and enforce compliance with our business terms, including acceptable use policies, and legal and other regulatory obligations to which GHAS is subject; and/or
• any other purposes for which you provided the information to GHAS, including any of the purposes given in the ‘Purpose of this privacy notice’ section above.

We do not share or sell your personal information to third parties for marketing purposes. The only time we may disclose your personal data to a third-party is when we are legally required to do so, or we are required to do so by our regulators. We use your personal data to meet professional obligations and to comply with the law. This may include informing HMRC, your employer, your spouse/partner, the police and others.

What lawful bases do we use to process your information?

The lawful bases for processing personal data are set out in Article 6 of the UK GDPR. At least one of these must apply whenever personal data is to be processed:

• Consent: you have given your consent for GHAS to process your personal data for a specific purpose.
• Performance of a contract: the processing is necessary for the performance of a contract that you have with GHAS.
• Compliance with legal obligation: the processing by GHAS is necessary to comply with the law (e.g. the tax, social security obligation, employment law) not including contractual obligations.
• Vital interests: the processing is in yours, or someone else's vital interests.
• Public interest: the processing is necessary to enable GHAS to perform a task in the public interest or an official function, and the task or function has a clear basis in law.
• Legitimate interests: the processing is necessary in your legitimate interests or the legitimate interests of GHAS, or those of a third-party, unless the need to protect your personal data overrides those legitimate interests.

How long will we hold your personal data?

GHAS will retain your personal data in a live environment for as long as necessary to fulfil the purpose(s) for which it was collected (including as required by applicable law or regulation, typically 7+ years). We may keep your data for longer to establish, exercise, or defend our legal rights and yours. Where such a need exists, your personal data will be securely archived with restricted access and appropriate safeguards applied to ensure the security and confidentiality of your information.

GHAS is required to keep details of financial transactions for seven years to meet accountancy and HMRC requirements. We will anonymise or delete personal data if, after a period of seven years, we have not had any contact or communication from you (this will be measured on a rolling seven-year period).

Your personal data will not be sold or disclosed (other than as specified under this Privacy Notice) to another company or organisation.

Additionally, we put in place appropriate IT security technologies and procedures to prevent the unauthorised access, damage, and loss of your data and our access controls ensure the confidentiality of the data we process. Please note that the transmission of information via the Internet is not completely secure, and while we do our best to protect your personal data, we cannot guarantee the security of any data sent to our site; such transmissions are at your own risk.

What rights do I have under GDPR?

1. The right to be informed: this Privacy Notice informs you of how we handle your data.
2. The right of access: if you would like to see what data about you we handle, you can submit a Subject Access Request (SAR) to glenda@ghas.co.uk
3. The right to rectification: if you would like us to correct any errors the data we hold on you, please let us know and we will update it accordingly.
4. The right to erasure: if you would like us to erase any of the data we hold on you, please ask us and we will be happy to erase it provided this does not conflict with our retention period or any legal requirement to retain it.
5. The right to restrict processing: if you would like us to restrict the processing of your data, please let us know, and we shall cease to use it.
6. The right to data portability: if you would like an output of your data that we are process, you are able to print to export it. Please get in touch with us to request other formats.
7. The right to object: if you would like to object to the processing of your data, for example, the sending of marketing communications, please use the unsubscribe link within the message, or contact us to request removal from our marketing list.
8. Rights in relation to automated decision-making and profiling: we do not perform any fully automated-decision making.

You have the right to withdraw consent at any time. You also have the right to complain to the Information Commissioner's Office (ICO) if you feel we have not treated your information properly.