JF Accountancy Services Limited (“we”, “us”, “our”) are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
1. Who we are and how you can contact us
We are JF Accountancy Services Limited, a private limited company, with company number 12262609 and whose registered office is located at 28 Hallmead Road, Sutton, Surrey, SM1 1RD.
You can contact us in writing at 28 Hallmead Road, Sutton, Surrey, SM1 1RD or by emailing support@jfas.co.uk.
2. Information we collect from you
We will collect and process the following personal data about you:
2.1 Personal data you give us
This is information about you that you give us by filling in forms on our website jfas.co.uk (“our site”) or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you contact us via our site. The information you give us may include your name, address, e-mail address and phone number.
2.2 Personal data we collect about you
With regard to each of your visits to our site we may automatically collect technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, linked websites visited from our sites, and information about your visit, including page interaction information.
3. Cookies
Our website does not currently use cookies.
4. Uses made of your personal data
We use personal data held about you in the following ways:
4.1 Personal data you give to us
We will use this information:
• to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, products and services that you request from us;
• to provide you with marketing information in accordance with your marketing preferences (see Your rights – how we use your personal data for marketing);
• to notify you about changes to our service;
• to review and improve our service;
• to manage and administer our business;
• to ensure that content from our site is presented in the most effective manner for you and for your computer;
• to meet our legal obligations.
4.2 Personal data we collect about you
We will use this information:
• to administer our site and for internal operations, including troubleshooting, data analysis and testing;
• to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
• as part of our efforts to keep our site safe and secure;
4.3 Personal data we receive from other sources
We will combine this information with any personal data you give to us and personal data we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
4.4 When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
• we are entering into and carrying out our obligations under a contract with you;
• we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights; or
• we are required to process your personal data to meet out legal obligations, for example, obtaining proof of identity to enable us to meet our anti-money laundering obligations
In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Please refer to the section entitled Your rights – how we use your personal data for marketing to read about marketing consents.
4.5 Personal data you are legally obliged to provide
You are not under a legal obligation to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our services to you.
5. Disclosure of your personal data
We share your data with the following people in the day to day running our business:
1. Selected third parties including:
• identity verification and fraud prevention providers, where it is a condition of us entering into a contact with you to run anti-money laundering checks.
We may also disclose your personal data to third parties on a one-off basis, for example, if:
• we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use, and other agreements; or to protect the rights, property,
or safety of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
6. Where we store your personal data
Your personal data may be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
We take every care to ensure that your personal data is kept secure. All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
7. Your rights – how we use your personal data for marketing
We will add your details to our marketing database if:
• you make an enquiry about our services;
• you buy our services;
• you have told a third party that you would like them to pass us your contact details so that we can send you updates about our services.
We may send you marketing communications by email, telephone, text message, post.
You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive emails from us but not telephone calls), about specific subjects, or you may ask us not to send you any marketing communications at all.
You have the right to ask us not to process your personal data for marketing purposes at any time. If you wish to do so, please contact us at 28 Hallmead Road, Sutton, Surrey, SM1 1RD or email support@jfas.co.uk.
8. Third party sites and services
As mentioned above, our site contains links to other third party sites, products and services. If you choose to visit these sites and/or purchase their products or services, we encourage you to review the privacy policies of those third parties to determine how they will collect, use and share your information. We are not responsible for the privacy statements or other content on third party websites, nor can we be held liable for the way in which those sites choose to handle your personal information.
9. Access to information
You have a legal right to know what personal data we hold about you – this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us 28 Hallmead Road, Sutton, Surrey, SM1 1RD or by emailing support@jfas.co.uk.
You also have rights to:
• prevent your personal data being used for marketing purposes (see Your rights – how we use your personal data for marketing for further details);
• have inaccurate personal data corrected, blocked or erased;
• object to our using your personal data in ways that are likely to cause you damage or distress;
• restrict our use of your personal data;
• require that we delete your personal data;
• require that we provide you, or anyone that you nominate, with a copy of any personal data you have given us in a structured electronic form such as a CSV file.
You can find full details of your personal data rights on the Information Commissioner’s Office website at www.ico.org.uk.
10. How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
• your name, contact details and a record of the services we provided to you, including invoices, for up to 6 years after ending a contract between us;
• complaint records for up to 5 years;
• the details and documents provided for anti-money laundering checks (where provided) for up to 5 years after ending a contract between us;
• data submissions and collections made to and from Companies House for up to 45 days;
• email and ‘contact us’ correspondence for up to 3 years;
• billing information, including card details, are kept by our payment provider for up to 7 years from last use.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
11. How you can make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out below.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
12. Contact Us
Questions, comments and requests regarding this privacy policy should be addressed to JF Accountancy Services Ltd, 28 Hallmead Road, Sutton, Surrey SM1 1RD or support@jfas.co.uk.
13. How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website (www.jfas.co.uk) or you can contact us (see Contact Us) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 1 which came into effect on 12 November 2019.
Copyright © 2019 JF Accountancy Services Ltd - All Rights Reserved.
Based in Sutton, Surrey
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