Privacy Statement

Privacy Statement of:
Alexander Marshall   
Chartered Accountants
84 Hamilton Road
Motherwell
Lanarkshire
ML1 3BY

The firm collects and processes personal data relating to its clients and suppliers to enable us to fulfil and manage the professional services we are contracted to provide and supply relationships.

This privacy statement explains how we collect and use personal information about you.

What Personal Information We Collect

We may obtain the following categories of personal data about clients and suppliers through direct interactions with us, or from information provided through client engagements, from applicants, our suppliers and through other situations including those described in this Privacy Policy.

  • Personal data – Here is a list of personal data we commonly collect to conduct our business activities:
    • Contact details (e.g. name, company name, job title, work and mobile telephone numbers, work and personal email and postal address).
    • Professional details (e.g. job and career history, educational background and professional memberships, published articles).
    • Family and beneficiary details for tax, insurance and pension planning services (e.g. names and dates of birth).
    • Financial information (e.g. taxes, payroll, investment interests, pensions, assets, bank details, accounting records).
  • Sensitive personal data – We typically do not collect sensitive or special categories of personal data about clients.  When we do need to process sensitive personal data, it is with the consent of the client unless it is obtained indirectly for legitimate purposes.  Examples of sensitive personal data we may obtain include:
    • Personal identification documents that may reveal beneficial owners of corporate entities or applicants, race or ethnic origin.
    • Expense receipts submitted for individual tax or accounting advice that reveal affiliations with professional bodies or trade unions.
    • Adverse information about potential or existing clients and applicants that may reveal criminal convictions or offences information.
    • Information provided to us by our clients in the course of a professional engagement.
  • Child data. We do not intentionally collect information from individuals under 13 years of age.

Where We Collect Personal Information From

  • Directly – We obtain personal data directly from clients and suppliers in a variety of ways, including obtaining personal data from individuals who provide us their business card, complete our online forms, subscribe to our newsletters, attend meetings or events we host, visit our offices or apply for open roles.  We may also obtain personal data directly when, for example, we are establishing a business relationship, performing professional services through a contract, or through our hosted software applications.
  • Indirectly – We obtain personal data indirectly about individuals from a variety of sources, including recruitment services and our clients.  We may attach personal data to our customer relationship management records to better understand and serve our business clients, subscribers and individuals, satisfy a legal obligation, or pursue our legitimate interests.
    • Public Sources – Personal data may be obtained from public registers (such as Companies House), news articles, sanctions lists, and internet searches.
    • Social and professional networking sites – If you register or login to our websites using social media (e.g. LinkedIn, Google or Twitter) to authenticate your identity and connect your social media login information with us, we will collect information or content needed for the registration or login that you permitted your social media provider to share with us.  That information may include your name and email address and depending on your privacy settings, additional data about you, so please review the privacy controls on the applicable service to set how much information you want shared with us.
    • Business Clients – Our business clients may engage us to perform professional services which involves sharing personal data they control as part of that engagement. For example, we will review payroll data as part of an audit and we often need to use personal data to provide payroll and pension services.  Our services may also include processing personal data under our clients’ control on our hosted software applications e.g. payroll.
    • Recruitment Services – We may obtain personal data about candidates from an employment agency, and other parties including former employers, and credit reference agencies.

How We Use Your Personal Information

We aspire to be transparent when we collect and use personal data and tell you why we need it, which typically includes:

  • Providing professional advice and delivering reports related to our tax, advisory, accounting, audit and assurance, payroll and pension scheme administration, and other professional services.  Our services may include reviewing client files for quality assurance purposes, which may involve processing personal data for the relevant client.
  • Promoting our professional services, products and capabilities to existing and prospective business clients.
  • Personalising online landing pages and communications we think would be of interest based on interactions with us.
  • Administering, maintaining and ensuring the security of our information systems, applications and websites.
  • Authenticating registered users to certain areas of our sites.
  • Seeking qualified candidates.
  • Processing online requests, including responding to communications from individuals or requests for proposals and quotations.
  • Complying with legal and regulatory obligations relating to countering money laundering, terrorist financing, fraud and other forms of financial crime.

Who We Share Your Personal Information With

We may occasionally share personal data with trusted third parties to help us deliver efficient and quality services.  These recipients are contractually bound to safeguard the data we entrust to them. We may engage with several or all of the following categories of recipients:

  • Parties that support us as we provide our services (e.g. providers of telecommunication systems, IT system support and cloud-based software services)
  • Our professional advisers, including lawyers and insurers.
  • A potential buyer, transferee, merger partner or seller and their advisers in connection with an actual or potential transfer or merger/acquisition of part or all of our business or assets, or any associated rights or interests.
  • Payment service providers.
  • Marketing services providers
  • Law enforcement or other government and regulatory agencies (e.g. HMRC) or to other third parties as required by, and in accordance with, applicable law or regulation.
  • Recruitment service providers.

If You Do Not Provide Your Personal Information

You will have obligations under our contract for the provision of professional services to provide us with personal information necessary for the fulfilment of the service contract entered into.  Failure to provide the necessary information may result in us not being able to satisfactorily provide the professional services contracted for or limit our ability to provide the advice or reports requested.

How Long We Retain Your Personal Information For

We retain personal data to provide our services, stay in contact with you and comply with applicable laws, regulations and professional obligations that we are subject to.  Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these uses, we retain personal data for seven years.  We will dispose of personal data in a secure manner when we no longer need it.

Holding Personal Information Outside the EEA

We do not store or transfer any personal data outside the EEA.

Using Our Website

  • Do we use Cookies? – Our websites may use cookies. Where cookies are used, a statement will be sent to your browser explaining the use of cookies.
  • Do we link to other websites? – Our websites may contain links to other sites, including sites maintained by other firms that are not governed by this Privacy Policy. Please review the destination websites’ privacy policies before submitting personal data on those sites. Whilst we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by other sites.

What About Personal Data Security?

We have put appropriate technical and organisational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. We aim to ensure that access to your personal data is limited only to those who need to access it.  Those individuals who have access to the data are required to maintain the confidentiality of such information.

If you have access to parts of our websites or use our services, you remain responsible for keeping your user ID and password confidential.  Please be aware that the transmission of data via the internet is not completely secure.  Whilst we do our best to try to protect the security of your personal data, we cannot ensure or guarantee the security of your data transmitted to us via the internet; any transmission is at your own risk.

Your Rights

  • Access to your information – You have the right to request a copy of the personal information about you that we hold.
  • Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information – You have the right to ask us to delete personal information about you where:
    • You consider that we no longer require the information for the purposes for which it was obtained.
    • We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
    • You have validly objected to our use of your personal information – see Objecting to how we may use your information below.
    • Our use of your information is contrary to law or our other legal obligations.
  • Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.  In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
  • Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you may have made to our use of your information.  The right might also apply where this is no longer a basis for using your personal information but you do not want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
  • Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
  • Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

    Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on our website.  Paper copies of the privacy statement may also be obtained from 84 Hamilton Road, Motherwell, ML1 3BY.

This privacy statement was last updated on 22 May 2018.

Contact Information and Further Advice

David Marshall
Alexander Marshall
Chartered Accountants
84 Hamilton Road
Motherwell
Lanarkshire
ML1 3BY

Email – David m@alexander-marshall.co.uk

Telephone – 01698 258 178

Complaints

We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone – 033 123 1113 (local rate) or 1625 545 745

Website – https://ico.org.uk/concerns