Privacy Policy

This policy outlines how we deal with collect, use and store all personal information we
receive from our clients.

Collection of Information

All information collected will be provided by the client directly in the first instance. In
the case of this company taking instruction from yourselves and you previously used
another firm of accountants, we will contact them in order to obtain information they
hold in respect of you and your employees.
The individual client will be required to initially provide ID required to confirm their
name and current address. This information can be sent electronically or in paper
format.
If additional information is required due to the nature of the instruction, the client will
be informed of the additional information required and the reason for the additional
information.

If you require us to obtain any further information from third parties, this will be
required in writing/ e-mail and we will only contact the parties as identified in your
correspondence.

By signing the letter of engagement you authorise this firm to use the information
provided in order to carry out the services identified in this letter.
Once we are instructed to act as your agents, we will have access to information held by
HMRC, which they hold in their central computers.

Use of Information

The information we receive will only be used to allow this firm to complete the role of
accountants in regards to the services that you have instructed us to complete on your
behalf. This may mean that some information may be shared with third parties when
completing certain tasks such as Payroll or Tax Returns.
The information will only be passed to the bodies that allow us to complete the tasks,
such as HMRC. The Payroll information may be accessed by a third party Payroll
software company.

When you provide telephone details and e-mail addresses these will be used as our
communication channels with you.
Storage and Security

All information is stored electronically if received via e-mail or in paper format in a
folder within a locked filing cabinet. We take every means possible to ensure that your
personal information is secure, however we cannot guarantee its absolute security.
Rights to Data

You have the right to request access to your personal data that is held by this firm. You
must make all requests in writing or electronically.
When making a request you must clearly identify yourself by providing your full name
and address as well as your date of birth.
We are required to provide this information to you within a month, however there may
be circumstances in law that allow us to refuse to provide you with this information,
such as making two requests in a short period of time or when no changes have
occurred since the last request.
In instances where information is incomplete or inaccurate, you will need to inform us of
the errors and we will look to rectify this as soon as you provide us with the correct
information.
The firm will no charge for any request for personal information.
In some instances you may require your personal Information to be passed directly to a
third party, this will only be dealt with once we have received written confirmation from
you, confirming the details of the person/ firm requiring the information and in what
format they will require it. ( Electronically, letter, verbally)
If you would like us to delete the information we hold, you will need to inform us in
writing of your request, in most cases tis will be dealt with immediately, if for some
reason we refuse the request, we will contact you informing you of the reason why we
cannot comply with the request.
You also have the right to request a restriction on the use of the personal information
we hold, please confirm in writing the request and we will look at the request and
consider what actions if are appropriate.
In instances where you choose to withdraw your consent for us to process your personal
information, this must be made in writing/ electronically. We will consider our options
and legal obligations. It may mean that we can no longer act as your financial advisors,
or due to legal requirements we may have no option but to continue with processing
your personal information. Note that any withdrawal of consent has no legal bearing on
information processed before the consent is withdrawn.
Changes to the Policy
This policy is effective from 20 th June 2020 and will remain effective from that date. We
will review the policy periodically and any material changes will be updated on our
website. WWW.CAWAccountancy.com

General Data Protection Regulations
All details retained by this firm in regards to you will be filed in a secure location. The
information provided will only be provided to HMRC as part of the accounts filing
process. The information held will not be used for any other purpose unless written
consent is received beforehand.
Some information may be passed to third parties, based upon the scope of the
instruction, this will relate to the instruction given as part of this engagement and would
relate to third party software (Payroll bureau) and Pension providers (NEST or similar)

It is your responsibility to ensure all information held is upto date and you must ensure
that all changes to personal information is provided in a timely fashion.
You have the right to request a review of all information held by this firm in regards to
you personally only.
You should also confirm that you agree to correspondence being sent to your via e-mail.
We recommend that all documents should be sent either encrypted or password
protected