Privacy Statement

Who we are

This is the privacy statement of Paterson & Co Accountants Ltd:

This privacy statement explains how we collect and use personal information about you.

What personal information we may collect

• Personal details such as names, addresses, telephone numbers, email addresses
• Business and personal tax references
• Business and Employer details
• Educational and qualification history 
• Financial details past and present
• Racial or ethnic origin
• Medical information if relevant
• Licences or permits held
• Business activities of an individual and immediate family such as wife, husband and children

Where we collect personal information from

• Our website or phone contact
• Forms you have completed and given to us
• Information that you have given us over the telephone
• Letters and/or emails that you have sent to us
• Financial details and records you have given us
• Details of any checks we have made to ensure the accuracy of the information we hold
• From the Inland Revenue and Companies House

How we use your personal information

During the course of our engagement, Paterson & Co., will act as an independent controller of personal data. As such we will process (collect, store and use) any personal data or information you provide in a manner that is compatible with the EU’s General Data Protection Regulation (GDPR) as supplemented by the Data Protection Act 2018 together with other laws which relate to privacy and electronic communications. 

As a client, you are also an independent controller of data and are responsible for compliance with the Data Protection laws in respect of the personal data you process. Accordingly in disclosing data to us, you confirm that any disclosures are fair and lawful and do not contravene Data Protection laws

We will endeavor to keep your information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information must be kept, but in most cases, we will use discretion to ensure that we do not keep records outside of our normal business requirements. Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimize the risk of unauthorized access or disclosure.

We will use your information for:

• The Provision of Services
• Verification of identity and other details as required
• Compliance with legal obligations, including fraud, proceeds of crime and money laundering legislation
• Financial management including maintenance of records
• Communication by post, email or telephone
• Understanding your needs and keeping you informed about products and services we offer that may assist you
• Sending news and information relevant to you eg. following any budget changes

Who we share your personal information with

Your personal data is not shared with any third parties except in the provision of our services and interactions and submissions with HMRC, Companies House and other official agencies.

Additional disclosures will be subject to your agreement in advance.

Data is used in the operation of third party software whilst fulfilling our services to you such as: 

• Payroll Processing 
• Online cloud bookkeeping such as QuickBooks, Xero etc
• Preparation of financial accounts and tax returns

In relation to such organisations, their contracts only permit them to use your data for specified purposes and in accordance with our instructions. The contracts also requires that the organisation has in place appropriate security measures in relation to your personal data which are in line with our policies.

Your rights:

Access to your information – You have the right to request a copy of the personal information about you that we hold.

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask us to delete personal information about you where:

• You consider that we no longer require the information for the purposes for which it was obtained.
• We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
• You have validly objected to our use of your personal information – see Objecting to how we may use your information below.
• Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don’t want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.

Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website. 

Paper copies of the privacy statement may also be obtained on request.

This privacy statement was last updated on 6th April 2023.

Contact information and further advice

Please contact our Data Controllers, Karen Paterson or Edward Gallagher for any further information.

Complaints

We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/make-a-complaint/