GDPR & Privacy Policy

This is the Privacy Policy of Acconomy. In this document, "We", "Our", "Us" or “Acconomy” refer to Acconomy Limited company number 06782066 registered in England. Our registered office is at Arena Business Park, Holyrood Close, Poole, Dorset, BH17 7FJ.

At Acconomy we are committed to protecting your privacy. Our Privacy Policy applies to all products, applications, services and websites offered by Acconomy.

This Privacy Policy aims to give you information on how we collect and process your personal data, including any data you may provide through our websites or otherwise interact with us.  

Please note that this policy does not apply to any company or person outside of Acconomy that may be linked to or from our site (whether we provide those links or whether they are shared by other users). We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing data to them.

Introduction

This is a notice to inform you of our policy about all the information that we record about you. It sets out the conditions under which we may process any of the information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”). In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.

We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.

We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our websites are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.

We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.knowyourprivacyrights.org. We provide further information of how we adhere to your rights and you can exercise these rights later in this policy.

Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our websites or any other means such as emails or any other correspondence.

The data we collect

Some data we collect automatically.  We measure visitors to our IR35 accountant website ( ie. www.IR35accountant.com) using Google Analytics. This records what pages you view on our site, how you arrived at our site and some basic information about your computer. All of that information is anonymous. We don’t know who you are – just that somebody visited our public site.

The information we collect from analytics helps us understand what parts of our website are doing well, which pages por articles are viewed, and so on. Like most websites, we use this information to make our website better. You can learn more about Google Analytics (https://www.google.com/analytics/learn/privacy.html) or to opt out go to https://tools.google.com/dlpage/gaoptout.

Our site may place and access certain cookies on your computer or device which are used to improve your access to it more quickly and efficiently including, but not limited to, any login and personal settings. Cookies are small text files that are placed on your computer by websites you visit. Cookies help make our websites work and provide information to us about how users interact with our sites. You can choose to enable or disable cookies in your internet browser and you can choose to delete cookies at any time.  

By using our websites, you agree that we can place these types of cookies on your device. Automatically collected information may include:

  • IP address
  • Web browser type and version
  • Operating system
  • Your start page, pages visited and the page from where you exited our sites

Personal data collected

We process personal data for several purposes and the means of its collection, the lawful basis of processing, storage, disclosure and retention periods for each purpose may differ.

We do not process special categories of personal data such as race, ethnicity, religious or political opinion.  Our websites are not intended for children and we do not knowingly collect data relating to children.

Personal data will only be collected if you voluntarily submit it, such as when signing up to membership, attending an event, registering for a webinar, purchasing a product or where needed to provide access to our services. Our policy is to only collect the personal data necessary for the agreed purposes and to only share where it is strictly needed for those purposes.

You may submit your information to us and we may use the data in several ways, for a number of reasons such as:

  • When you purchase a service or membership Agreement from us the personal information we process may include your name, business name, address, email address, alternative email address, telephone number, business registered number and details required to invoice you for your subscription.
  • To contact you in relation to the service you are subscribed to.
  • To provide access to the secure websites.
  • When you contact us with a support query: this will primarily include your name and contact details but may include specific details relevant to your query.
  • When you attend a webinar, view videos, sign-up to mailing list, complete any surveys: these actions are logged so we can provide a history of our correspondence and interaction with you.
The basis on which we process information about you

The law requires us to determine under which of the defined basis we process different categories of your personal information, and to notify you of the basis for each category.

If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data. If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.

Information we process because we have a contractual obligation with you

When you subscribe to Acconomy and have an account with us, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.

In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information. We may use it in order to:

  • verify your identity for security purposes
  • provide you with our services
  • provide you with suggestions and advice on products, services and support
  • manage your account with us

We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.

We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.

Information we process for the purposes of legitimate interests

We may process information on the basis there is a legitimate interest, either to you or to us, of doing so. Where we process your information on this basis, we do so after having given careful consideration to:

  • whether the same objective could be achieved through other means
  • whether processing (or not processing) might cause you harm
  • whether you would expect us to process your data, and whether you would consider it reasonable to do so

For example, we may process your data on this basis for the purposes of:

  • record-keeping for the proper and necessary administration of Acconomy
  • responding to unsolicited communication from you to which we believe you would expect a response
  • protecting and asserting the legal rights of any party
  • insuring against or obtaining professional advice that is required to manage business risk
  • protecting your interests where we believe we have a duty to do so

Information we process with your consent

Through certain actions, when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you with more information about our business, including our products and services, you provide your consent to us to process information that may be personal information.

Wherever possible, we aim to obtain your explicit consent to process this information, for example, by asking you to agree to our use of cookies or actively opting-in to emails.

Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.

Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally.  We may aggregate it in a general way and use it to provide class information, for example to prepare statistical information with respect to a particular service we provide.  If we use it for this purpose, you as an individual will not be personally identifiable.

We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.

You may withdraw your consent at any time by instructing us at yourdata@pphos.co.uk. However, if you withdraw your consent or opt not to provide requested personal information for the purposes set out in our Privacy Policy, we may not be able to provide you with access to the requested product or service and you may not be able to use our website or our services further.

Information we process because we have a legal obligation

We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.

For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order. This may include your personal information.

How we use your data

We undertake to design our services and systems in such a way as to minimise the use of your personal data. Where data is required, the purpose for which you are invited to give us information should be clear.

Should we ever intend to use your data for any purpose than that which it was originally supplied for, or for what you would normally expect us to use it, we will not do so without first requesting your consent.

We do not employ automated decision making methods in relation to any of your personal data.

We use your information to:

  • enable us to register you and provide you with access to support and the IR35 Accountant website
  • contact you by email, fax, post, SMS, social media or telephone where necessary concerning Acconomy services
  • meet the requirements of our contract with you,
  • provide information and services that you have requested,
  • provide support to you and manage our relationship with you,
  • monitor, measure, improve and protect our services,
  • ensure compliance with the terms of our contract with you,
  • comply with regulatory requirements or legal obligations to which we are subject.
  • request your participation in any customer research, for example when we research possible new products / features or feedback on existing support, services or events. Where testimonials or feedback have been provided, this information may be used in marketing material with your specific agreement.
  • market new products, features or services only where you have specifically opted-in to receive marketing emails.
  • monitor when you visit our websites or read our emails, including actions such as visits to certain pages on a website, email receipt, clicked on links and video viewings.

We shall periodically check that the personal data we store for you is accurate. If you would like to update the personal data we hold about you, please contact us at info@acconomy.co.uk with your request.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation for any unexpected processing or how a new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so or ask your consent before doing so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Aggregated data

In addition to Personal Data we also collect, use and share aggregated and/or anonymised data (“Aggregated Data”) such as statistical or demographic data for the purpose of monitoring our services or products. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific article.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Emails from us

We will send users email notifications regarding contracts (such as invoices and renewal notifications) as well as emails relating to the contracted services, including webinars and events. Only if you have specifically requested will we contact you with further information such as additional services or products from IR35 Accountant.

We may wish to contact you for this purpose by telephone, post, SMS or email. You have the ability to unsubscribe from opted-in communications at any time from any such email we send you. Alternatively, you can let us know your preferences by contacting us via:

Email: info@acconomy.co.uk

Phone: +44 1202 678 993

Write: Arena Business Park, Holyrood Close, Poole, Dorset, BH17 7FJ

Disclosure and sharing of your data

In providing you with the product or service you request, we may occasionally use third party companies to manage collation, processing and storage of your personal information on our behalf. These companies are carefully selected and screened to ensure maximum protection of your security and privacy and are permitted to use the information only in accordance with our instructions.

These third party providers are not permitted to further transfer your personal data nor are they permitted to use your personal data for their own business purposes.

In the following circumstances, we may send your personally identifiable information to others:

  • We have obtained your express consent to share the information.
  • We need to share your information to provide the service or product you have requested, paid or unpaid.
  • We need to send the information to others who work on behalf of Acconomy to provide a service or product to you.
  • We must respond to court orders and any other legitimate request by authorities with which we must  comply.

We undertake not to sell, trade, or rent any personally identifiable information to others.

Internally, we limit access to personal information about you to only those Acconomy employees who we believe reasonably need to come into contact with that particular information to provide products or services to you or in order to do their job.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For example, details of your subscriptions will be kept for as long as we need to retain that data to comply with our legal and regulatory requirements. This is generally 7 years unless the law prescribes a longer period.

In some circumstances where we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, we may use this information indefinitely without further notice to you.

Personal correspondence

From time-to-time, in order to resolve a customer query or provide support, it may be necessary for us to request a copy of personal correspondence from you, for example, letters from HMRC. We are extremely mindful that this information contains sensitive personal data and we take numerous steps to ensure its security. Data received is processed only for the purposes of resolving your query as advised by you, and is done so by trained Acconomy staff and every effort has been taken to maintain the highest possible levels of security.

Security

We take the security of your data very seriously. Acconomy take technical and organisational measures to prevent the loss, misuse or alteration of your personal information. These precautions include:

  • Use of Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data being transferred with website.
  • Use of SSL encryption for sensitive data
  • Hardware stored in secured data centres behind firewalls
  • All access to information restricted by password and/or securekey
  • Restrictions to what information can be accessed via any location and by internal and external users/roles
  • Adherence to government approved prevention of cyber-attacks and threats e.g with the use of high-grade firewall, complex password requirements, two-step authentication of users, up-to-date anti-virus software and device patching.
  • Comprehensive, secure and frequent backup systems

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of care and confidentiality.

Whilst we undertake to maintain the highest possible levels of security practicable to protect data it should be realised that no data transmission over the Internet or information storage technology can be guaranteed to be 100% secure, and there is always some risk of unauthorised access.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

YoUR rights

You may contact us if you have any questions about this policy, if you would like to see a copy of the information that we hold on you, if you would like that information to be corrected or even request for it to be deleted.

If you wish to raise a complaint on how we have handled your personal data, please contact us and we will investigate the matter.

Where you have given us consent to make use of your personal data for any of the purposes outlined in this policy, you may withdraw that consent at any time. If you wish to change your contact preferences or no longer wish to be contacted for marketing purposes please logon to your account or contact us directly.  Please note that if you withdraw your consent or opt not to provide requested personal information for the purposes set out in our Agreements we may not be able to provide you with access to the requested website or service.

You may ask us to update out of date or inaccurate information we hold about you. To do so, please log on to your Acconomy account and update your information or get in touch with us.

In certain circumstances you may ask us to erase your Personal Data, restrict the processing of personal data we hold about you or object to our processing of your personal data. To do so please get in touch.

You may also ask us to provide you with the personal data that we hold about you in a structured, commonly used, machine readable form, or ask for us to send such personal data to another data controller.

You can get in touch with us by emailing info@acconomy.co.uk and state your request. Alternatively, send a signed letter to Acconomy, Arena Business Park, Holyrood Close, Poole, Dorset, BH17 7FJ

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

If you are not satisfied with our response or believe our processing of your personal data is not in accordance with the law you can complain to the Information Commissioner's Office (ICO). You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues (https://ico.org.uk). In the UK, please read: https://ico.org.uk/for-the-public/raising-concerns/ for details of how to do this. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Updates to our privacy policy

Acconomy may need to update this Policy at any time and without notice and where we do this we will notify you by including notices on the website and/or emailing you.

It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes during your relationship with us and periodically review your account settings via our websites.

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