GDPR: DATA PRIVACY NOTICE FOR CLIENTS AND SUPPLIERS
ABC Book Keeping & Accounting Services Ltd, is 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. Please read the following carefully to understand our views and practices
regarding your personal data and how we will treat it.
The rules on processing of personal data are set out in the General Data Protection Regulation (the
Data controller – A controller determines the purposes and means of processing personal data.
Data processor – A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person
Categories of data: Personal data and special categories of personal data
Personal data – The GDPR applies to ‘personal data’ meaning any information relating to an
identifiable person who can be directly or indirectly identified in particular by reference to an identifier
(as explained in Article 6 of GDPR). For example name, passport number, home address or private
email address. Online identifiers include IP addresses and cookies.
Special categories personal data – The GDPR refers to sensitive personal data as ‘special
categories of personal data’ (as explained in Article 9 of GDPR). The special categories specifically
include genetic data, and biometric data where processed to uniquely identify an individual. Other
examples include racial and ethnic origin, sexual orientation, health data, trade union membership,
political opinions, religious or philosophical beliefs.
Processing – means any operation or set of operations which is performed on personal data or on
sets of personal data, whether or not by automated means, such as collection, recording,
organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by
transmission, dissemination or otherwise making available, alignment or combination, restriction,
erasure or destruction.
Third party – means a natural or legal person, public authority, agency or body other than the data
subject, controller, processor and persons who, under the direct authority of the controller or
processor, are authorised to process personal data.
2. Who are we?
ABC BOOK KEEPING AND ACCOUNTING SERVICES LTD is both a data controller and data processor.
This means we decide how your personal data is processed and for what purposes. Our contact
details are: ASHWOOD, MOUNSTRALL LANE, DANBY WISKE, NORTHALLERTON DL7 0NQ For all data
matters contact ANGELA ALDRIDGE OUR DATA PROTECTION OFFICER on 07711 803243 OR email
3. The purpose of processing your personal data
We use your personal data for the following purposes:
Processing necessary for the performance of a contract with the data subject.
To manage our employees
To maintain our own accounts and records.
4. The categories of personal data concerned
With reference to the categories of personal data described in the definitions section, we process the
following categories of your data:
Personal data:- Name(s), age, address, relationship(s) to family and business partners, email
address, phone numbers, UTR and NIC numbers, passport numbers, bank details and any
other info required to complete tax returns.
We have obtained your personal data from the data subject directly, via personal meetings, post,
emails, and secure portals and FROM PUBLICLY ACCESSIBLE SOURCES, WEBSITES, COMPANIES
HOUSE, CREDITSAFE TM.
5. What is our legal basis for processing your personal data?
a) Personal data (article 6 of GDPR)
Our lawful basis for processing your general personal data:
Processing necessary for the performance of a
contract with the data subject or to take steps to
enter into a contract
CONTRACTS ARE TO PROVIDE BOOK KEEPING,
GENERAL ACCOUNTANCY AND TAXATION SERVICES
TO MEET LEGAL REPORTING REQUIREMENTS OF
THE DATA SUBJECT.
Processing necessary for compliance with a legal
TO KEEP FINANCIAL AND PAYROLL RECORDS.
6. Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only where necessary
with, HMRC, Companies House, AML credit check providers, healthcare providers ie BUPA™, and
pension provides. Other 3rd parties ie mortgage providers and external data processors, will only be
provided with information if written consent is given by the data subject. Legal demands by
overriding law enforcing authorities will also be honoured if correct permits/authorisation is held.
7. How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of UPTO 10 YEARS
AFTER THE DISENGAGMENT OF SERVICES in order to FULLFIL THE LEGAL REQUIREMENT TO
RETAIN FINANCIAL DOCUMENTS FOR REFERENCE IF AN ENQUIRY IS OPENED. THE EXTRA TIME IS
TO ALLOW FOR RECORD RETRIEVAL AND DESTRUCTION AFTER THE LEGAL REQUIREMENT HAS
8. Providing us with your personal data
We require your personal data as it is a requirement necessary to enter into a contract. Without it we
would not be able to fulfil the contract.
9. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your
• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of
• The right to request your personal data is erased where it is no longer necessary to retain such
• The right to request that we provide you with your personal data and where possible, to transmit
that data directly to another data controller, (known as the right to data portability), (where
applicable i.e. where the processing is based on consent or is necessary for the performance of a
contract with the data subject and where the data controller processes the data by automated
• The right, where there is a dispute in relation to the accuracy or processing of your personal
data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data, (where applicable i.e. where processing is
based on legitimate interests (or the performance of a task in the public interest/exercise of
official authority); direct marketing and processing for the purposes of scientific/historical
research and statistics).
10. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then
we will provide you with a new notice explaining this new use prior to commencing the processing
and setting out the relevant purposes and processing conditions.
http://www.abcacc.co.uk and, where appropriate, notified to you by e-mail. Please check website
12. How to make a complaint
To exercise all relevant rights, queries or complaints please in the first instance contact our DATA
PROTECTION OFFICER on 07711 803243 or email firstname.lastname@example.org.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint
with the Information Commissioners Office on 03031231113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe
House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.
Please note – LHS Solicitors owns the copyright in this document. You must not use this document
in any way that infringes the intellectual property rights in it. You may download and print this
document which you may then use, copy or reproduce for your own internal non-profit making
purposes. However, under no circumstances are you permitted to use, copy or reproduce this
document with a view to profit or gain. In addition, you must not sell or distribute this document to
third parties who are not members of your organisation, whether for monetary payment or otherwise.
The content of this document has been written with best practices in mind, however this is not a
substitute for taking legal advice on your circumstances. If you do require specific advice, get in touch
with us and we’ll be happy to assist you.
GDPR: DATA PRIVACY NOTICE FOR CLIENTS AND SUPPLIERS