Business Receipts - GM Bookkeeping

Privacy Policy

1. PURPOSE OF THIS NOTICE
GM Bookkeeping is committed to protecting and respecting your privacy.

This notice describes how I collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), and any other national laws and regulations.

Please read the following carefully to understand the practices regarding your personal data and how I will treat it.

2. ABOUT GM BOOKKEEPING
GM Bookkeeping is a sole trader business, the proprieter is Gill Morgan, located at 5 Greenbank Avenue, Little Sutton, Ellesmere Port, CH66 1PJ. As a sole trader, the Data Officer is myself. If you would like to contact me regarding your personal data, please see below (See 11)

3. HOW I MAY COLLECT YOUR PERSONAL DATA
I obtain personal data about you, for example, when:
• you request a quote from me in respect of the services I provide, over the telephone, email or via this website.
• you or a third party such as an accountant contacts GM Bookkeeping in relation to my services and also during the provision of those services;
• you contact me by email, telephone, post, via website or social media

4. THE KIND OF INFORMATION WE HOLD ABOUT YOU
The information I hold about you may include the following:
• your personal details (such as your name, address, date of birth, NI Number, email address and telephone number)
• your business details
• non-identifiable information from cookies when visiting this website (See 5)
• details of any services you have received from me;
• my correspondence and communications with you;
• information I receive from other sources, such as publicly available information, or information provided by your accountant or HMRC.

5. USE OF "COOKIES"
Like many other websites, GM Bookkeeping uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect non identifiable information about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country, IP address and the pages visited etc. These are then analysed via Google and Statcounter. This helps us to improve our website and deliver a better more personalised service. It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website.

6. HOW I USE PERSONAL DATA I HOLD ABOUT YOU
The data that GM Bookkeeping holds is used soley as is necessary for the performance of the contract with you and to comply with our legal obligations.

• GM Bookkeeping does not disclose your personal data to third parties unless required to legally or via your consent. Arrangements already in place with third parties for existing clients prior to 25th May 2018 will continue, unless otherwise notified.
• GM Bookkeeping does not use your personal details for marketing purposes. For example, we will not subscribe you to a newsletter.
• Should any of these circumstances change, GM Bookkeeping will obtain your consent first, where you then have the right to withdraw your consent to processing for such specific purposes.

If you refuse to provide certain information when requested, or you ask for your data to be deleted in the future, GM Bookkeeping may not be able to perform the contract that you have entered into. At this point, all work may cease. (Please note that some information cannot be deleted due to our legal duties)

Data retention
I will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what period is appropriate for your personal data, I consider the following:
• the requirements of our business and the services provided;
• any statutory or legal obligations
• the purposes for which I originally collected the personal data;
• the types of personal data we have collected;

For example, I have a legal duty to mainitain information for 7 years to meet HMRC requirements, however if you contact me for a quote this information will be destroyed within 6 months if no action is taken.

7. DATA SHARING
• GM Bookkeeping will not sell your personal details to third parties.
• I will only share your personal data with third parties when I am required by law, been instructed to do so by you in line with our contracts, or where I have another legitimate interest in doing so. As a bookkeeper, if you would like me to correspond with your accountant, for example, all new customers from 25th May 2018 will need to sign to confirm that this is ok. It is important that you let GM Bookkeeping know of any change to your accountant.
• Data may be transferred to "third parties" via a secure cloud storage. I currently use Dropbox as a provider of online cloud storage who are also GDPR compliant. https://www.dropbox.com/en_GB/security/GDPR

8. DATA SECURITY
I have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

My computers and mobiles have appropriate password security, firewalls and effective anti-malware defences. I routinely back-up electronic information to assist in restoring information in the event of disaster and our software is kept up-to-date with the latest security patches.

Non sensitive details such as your email address are transmitted normally over the internet, which cannot be guaranteed to be 100% secure. Any sensitive personal information will be password protected before emailing or shared via dropbox.

Paper documents that contain personal information will, where possible, be stored electronically and the paper copy will be shredded (unless this forms part of your accounting records).

To deal with any suspected data security breach I will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

9. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us in writing of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data
Under certain circumstances, by law you have the right to:
• Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
• Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email me at info@gmbookkeeping.co.uk

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive.

I may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

10. CHANGES TO THIS NOTICE
Any changes we may make to our privacy notice in the future will be updated on our website. This privacy notice was last updated on the 4th June 2018.

11. CONTACT US
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our info@gmbookkeeping.co.uk or telephone 07540 786 879.

Why contact me?

* Free initial consultation

* Friendly approachable service

* Informal but professional

* Fixed or hourly fees

* Saves you time & worry

* Available out of hours

Contact GM Bookkeeping - Call 07540 786 879, email info@gmbookkeeping.co.uk Email GM Bookkeeping