How we use your information
This privacy notice tells you what to expect when Practical Bookkeeping Services Ltd collects personal information. It applies to information we collect about:
- visitors to our website
- people who use our services
Visitors to our website
When someone visits our website we use a third party service, 1&1 Internet, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow 1&1 Internet to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Visitors to our website may fill in forms that are hosted by Google, whereby any data captured is stored on Google’s servers, which require 2 step authentication to access. This is for the purposes of quote & letter of engagement acceptance.
People who contact us via social media
We use Facebook and LinkedIn. If you send us a private or direct message via either the message will be stored by them for three months. It will not be shared with any other organisations.
People who email us
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Processing of Data and your Privacy
Practical Bookkeeping Services Ltd is run by Rebecca Wisbey MAAT AATQB who acts as data processor and controller.
Purpose of Processing
To undertake Bookkeeping services as agreed by signed Letter of Engagement between Practical Bookkeeping Services and the client.
The following personal data is held for the purposes of identification checks and to undertake the bookkeeping services for the client as agreed in the Letter of Engagement:
Name, Address, Date of Birth, Nationality, Telephone number, NI no, Limited Company information as confirmed by Companies House, Taxation information as confirmed by HMRC, Banking information held on accounting software (GDPR compliant) and paper records, Invoices and Receipts as required for processing.
Recipients of this data
Access to this data is restricted to Practical Bookkeeping Services Ltd and any official authorities that are required by law to have access.
Practical Bookkeeping Services Ltd is registered with the ICO and supervised by the AAT for Money Laundering Supervision.
Transfer of documents
There is no transfer of documents to third countries and any storage used for accounting software is checked for GDPR compliance.
All documentation is governed by the FSA guidelines for all financial information as stated in the contract. Once the 7 years have passed all paper documents will be shredded and disposed of in confidential waste; electronic data will be deleted from computer and any back up held.
Technical and organisational security measures
Paper records are kept in a locked cabinet. Electronic data is held in a password protected computer and backed-up regularly. Google Drive is the primary method for documentation transfer and storage, with Dropbox used for where clients already use it. Where Email is used for any sensitive information these will be password protected. Regular information exchange with any confidential attachments will deleted once processed/used for the intended purpose. Clients have access to their accounting software package via password protected log-in.
If there are any personal data breeches a report will be made to the ICO within 72 hours, all actions documented internally and a review to stop any further instances.