Privacy Policy – Donachie Chartered Accountants

Who we are

DH Accountancy Limited trading as Donachie Chartered Accountants is a firm of Chartered Accountants. Our registered office and trading address are 2^nd Floor, Templeton House, 62 Templeton Street, Glasgow, G40 1DA.

Donachie Chartered Accountants is authorised and regulated by The Institute of Chartered Accountants of Scotland – CA House, 21 Haymarket Yards, Edinburgh EH12 5BH.

Purpose

This notice explains Donachie Chartered Accountants’ approach to collecting personal information in carrying out our duties as a firm of chartered accountants.

Our commitment

Donachie Chartered Accountants is fully committed to handling personal information in accordance with data protection legislation and best data protection practices. This means that your personal information will be:

Processed lawfully, fairly, and in a transparent manner.
Collected for specified, explicit and legitimate purposes.
Only collected so far as required for our lawful purposes.
As accurate and up to date as possible.
Retained for a reasonable period of time, in accordance with retention policies.
Processed in a manner which ensures an appropriate level of security.
We will not sell the data you provide to any external organisation or 3^rd

Whether through this notice or otherwise, we hope to ensure that everyone has a good understanding of why Donachie Chartered Accountants processes personal information and, where we do, the rights they may have.

How does Donachie Chartered Accountants collect personal information?

Like most organisations that handle personal information, there are various ways in which Donachie Chartered Accountants collects information from the people we interact with. These include:

Email and written correspondence.
Telephone discussions.
Contacting us or authorising anyone to contact the firm in connection with employment.
Visiting the Donachie Chartered Accountants website and client portal.
Social media.
Seminars and training events attended by any Donachie Chartered Accountants staff members.
Providing our staff with business cards.
Dealing with the firm when we are providing services to one of our clients (this may be you, your organisation or a third party)
Public sources, which may include professional regulators, public bodies and other entities including credit reference agencies when carrying out screening checks under the AML Regulations.

What personal information we collect?

Donachie Chartered Accountants collects personal information to fulfil its role as a firm of Chartered Accountants. The information requested and collected will vary from person to person.

When we use the term “personal information”, we mean information about living individuals which alone or in conjunction with other information is capable of identifying them. The Data Protection Act and the General Data Protection Regulations regulate our use of personal data.

We have identified the types of information that we may collect whilst carrying out our work. The personal information most commonly collected is as follows:

Title
Name
Contact details (including home and business addresses, email, telephone number).
Date of birth.
Marital Status
Employment details (including current and previous employers).
HMRC – Unique Tax Payer References
National Insurance Number
Pension details
Copies of physical and electronic correspondence provided in relation to the work that we carry out.
Other financial information that we may be required to obtain in order to carry out our contractual or professional duties.

How we use the personal information we collect

We use the personal data that we collect for a number of purposes, its legal basis and retention policy which are set out in the table.

Purpose	Legal Basis	Retention Policy
To perform our contractual obligations with an individual for whom we hold personal data and have a signed engagement letter.	Contractual	Retain data for as long as is necessary for the term of the contract and then as required for legal and compliance purposes. Depending on the type of data this could be 7 years.
To contact people on behalf of our clients or deal with enquiries or request for information.	Consent, Legitimate interest	Retain information for as long as is necessary to deal with the enquiry or request of information.
To comply with Anti Money Laundering Regulations; Assess the credit	Consent, Legitimate interest	Retain data for as long as is necessary to document the firms’ compliance with current laws and regulatory compliance (ICAS and H M Revenue & Customs)
In fulfilling our duties and obligations as set out by The Institute of Chartered Accountants of Scotland and H M Revenue & Customs	Contractual, Legitimate interest	Retain data for as long as is required to achieve this but for no longer than is necessary.
In any other way which we consider necessary and appropriate to conduct our business, including to fulfil our professional, regulatory and legal obligations to our clients, The Institute of Chartered Accountants of Scotland, H M Revenue & Customs or other persons.	Legitimate interest	Retain data for as long as is required to achieve this but for no longer than is necessary.
To offer individuals, business contacts and prospects information about the firm, our services, business updates and information on a range of business related topics we think may interest them.	Consent	Retain data unless you ask us to remove it from our records or decide you are not likely to be interested in our information.

Our commitment is to not retain any personal data for any longer than is necessary for the purposes in which we use it.

Cookies

In order to improve the overall experience of visiting our website, we use a server based log to collect anonymous information about our website visitors, this data is only used to generate statistical charts and not used in any other way.

Use of cookies and website

Cookies are small text files that are stored on your computer when you visit a website. They are mainly used as a way of improving the website functionality and to provide more advanced statistical data.

You may refuse to accept cookie files when visiting our site, by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you choose this setting, you may not get an optimal web site experience and be unable to access certain parts of our site.

Client log in area

Our website contains a password protected area that requires users to log in. The login system offers to remember the user email address if the relevant box is ticked. Ticking the box will create a cookie that will automatically expire after 1 year or if the box the option to un-tick is selected at the next visit.

Your rights where Donachie Chartered Accountants is processing your information

The GDPR law in the UK gives certain rights to individuals whose information is being processed by a third party. The following is a quick summary of these rights:

Access to your information – you have the right to request a copy of the personal information about you that we hold ‘subject access rights’.
Correcting your information – we want to make sure that your personal information is accurate, complete, and up to date, and so 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 processing data that is likely to cause or is causing damage or distress.
- 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.
- The use of your personal information is contrary to law.

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 marketing purposes. In addition, where Donachie Chartered Accountants uses your personal information to perform tasks carried out in the public interest, or in exercising official authority vested in it 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 us on the use of the information.
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 Donachie Chartered Accountants in any of the ways set out in the ‘contact information and further advice’ section if you wish to exercise any of these rights.

We will not charge you to exercise your subject access rights, we will ensure that the person requesting the data is the person whose data is being requested or requested on their behalf.

We will provide you with the following information

The purpose for which we are processing personal data.
What categories of data about the subject we hold.
The recipients of your data.
Our retention policy
Your rights in relation to the data.
The source of the data if we did not get it from you.

Changes to our privacy policy

Donachie Chartered Accountants keeps this notice under regular review and will place any updates on this website. Those changes will then apply to any future use by you of our website.

This privacy statement was last updated on 14 May 2018.

Contact information and further advice

If you have any questions which are not covered within this policy, we suggest that you email us at info@donachieca.co.uk To help us deal with your query as quickly as possible, we recommend that you include the following in the email subject ‘Data Protection’ or you can call us directly at the office on 0141 237 6869.

Complaints

While Donachie Chartered Accountants will seek to resolve directly all complaints about how we handle personal information, 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 or 01625 545 745

Website – https://ico.org.uk/concerns