External Data privacy statement

Sawford Bullard are committed to protecting your privacy and the data you share with us. This statement sets out how Sawford Bullard will use and protect any information that we collect from you or that you provide to us.

Sawford Bullard is registered with the information Commissioners Office (ICO) as a data controller. [Registration number: Z5645619]

This statement will be reviewed from time to time and may change as a result of that review. This statement is effective from May 2018.

Sawford Bullard will collect Personal data for specified, explicit and legitimate purposes as indicated at the time of collection and will not further process the data in a manner that is incompatible with those purposes.

Data that we may collect from you

  • Name and contact details
  • National insurance numbers
  • Date of Birth
  • Unique Taxpayer reference (UTR)
  • VAT registration numbers
  • Bank account details
  • Gender
  • Tax information
  • Salary / remuneration information
  • Correspondence that you send to us.
  • Analytical data gathered from using our website

What will we do with the information that we gather?

Your data will only be used for the purposes indicated when the data is submitted or collected.

We require this information to provide you with the services you have engaged us to fulfil, or expressed an interest in and in particular for the following reasons:

  • To enable our clients to fulfil their legal requirements in terms of taxation liabilities
  • To enable our clients to fulfil their contractual and legal obligations to their employees.
  • To contact you to discuss the services or provision of the services agreed.
  • To contact you to offer suggestions about products and services that may be of interest to you. (We may use external companies to do this on our behalf).
  • To fulfil any legal or regulatory requirements / obligations imposed on you or Sawford Bullard.
  • To process financial transactions
  • To assist in the prevention and detection of crime, fraud or corruption.
  • To enable us to improve the services that we provide to you, to better understand your requirements, including how to best retain your custom.

Disclosure of your data

We will never sell your details to a third party.

We will share your data with Sawford Bullard employees working in the execution of your contract. All our employees are required to adhere to a code of ethics as set out by the Association of Chartered Certified Accountants, which includes treating any information obtained during the course of their duties with confidentiality.

We may share your data, where we are legally obliged to disclose or share your personal data in order to comply with any legal obligations, or in order to protect our rights, property, or safety of our employees, our clients or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

The information we hold will not be transferred outside of the European Economic Area.

Where we store your data

All data provided is stored on a physically secure local server with appropriate restricted access and electronic procedures. The data on the server is backed up with a third-party data security company.

Accounts and payroll files are stored in the Sawford Bullard office for a 2-year period, when the files are relocated to Box-it, an offsite secure storage facility for 5 years. Accounts files that relate to property are kept indefinitely.

Our employees may store information on their laptops and other secure remote access storage systems such as Dropbox on a temporary basis whilst working remotely. Dropbox is designed with multiple layers of protection, including secure data transfer, encryption, network configuration and application-level controls distributed across a scalable, secure infrastructure.

Sawford Bullard utilise various accounting software such as Sage Accounting packages and the data held on the system is secured with electronic procedures.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We utilise DocSafe to share documents with clients, in a secure and confidential way. DocSafe is designed with multiple layers of protection, including secure data transfer and encryption.

The use of encryption methods will be used to secure Information held on USB memory sticks to enable data to be shared with clients.

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

Retention of data

We will not collect more information than we need to fulfil our stated purposes and will not keep it for longer than is necessary.

Due to legal requirements applicable to financial processing we are required to retain your data for a period beyond the end of our contractual agreement. To ensure Sawford Bullard comply with these requirements, data is typically held for seven years following the end of the contractual agreement.

Your rights

We may contact you from time to time to advise you of legislation changes that might affect your business or services that we think may be of interest to you.  You have the right to ask us not to process your personal data for marketing purposes.  We would usually inform you when we collect your contact details that we would wish to use your data for marketing purposes and ask for your consent. If you wish to change your mailing preferences or opt out of specific marketing communications, then you may notify us using the contact details listed below.

Access to information

You may request details of personal information which we hold about you. If you would like a copy of the information held on you, please write to the address listed below.

Accuracy

We will take reasonable steps to ensure the accuracy of the information that we hold.  If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the address listed below. We will promptly correct any information found to be incorrect.

Right to withdraw your consent

If you no longer wish us to hold information on you, or no longer wish to receive communications from us, then you may unsubscribe from our mailing lists, by either clicking on the ‘unsubscribe’ link at the bottom of any marketing material we send you, or contact use using the details listed below.

Please note that we may be legally obliged to retain your information, where it is necessary for Sawford Bullard to comply with a legal obligation, in such an instance we will raise this with you.

Right to complaint

Whilst we will always treat your information with respect and take all reasonable steps to keep that information safe, if you are concerned about any aspect of the way in which we control or process your data you may contact us using the details below.

This will not affect your right to lodge a complaint with the ICO should you wish to do so.  The ICO can be contacted either online https://ico.org.uk/concerns/ , or via their helpline 0303 123 1113,

Contacting us

If you have any questions, comments, information and requests relating to our privacy policy you can contacted via the following;

Email: enquiries@sawford-bullard.co.uk

Telephone: 01604 635676

Address:
Sawford Bullard
The Old Mill,
Blisworth Hill Farm,
Stoke Road,
Blisworth,
Northants,
NN7 3DB