Privacy notice for Clients
Claritas Accountancy Limited (the Company) is aware of its obligations under the General Data Protection Regulation (GDPR) to you, (the Client), and is committed to processing data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold as a Contractor. It also sets out how we use that information, how long we keep it for and other relevant information about your data.
Data controller details
You, as the Client, are the data controller, meaning that you determine the processes to be used in regard to personal data.
Data processor details
Claritas Accountancy Ltd is the data processor and will only act on the documented instructions of the data controller (unless required by law to act without such instructions).
Data protection principles
In relation to personal data, the Claritas Accountancy Ltd will:
Types of data we process
We may hold personal and special category data about you, your employees/workers or ex-employees that either you or they have supplied to us, including:
How we collect data
We collect data in a variety of ways; you, as the Client, may provide data about yourself, employees/workers or ex-employees and in addition, your employees and/or workers may supply information to us directly.
In some cases, we will collect data on your behalf from third parties, such as intermediaries, Companies House and HMRC.
Why we process your data
The law on data protection allows us to process your data for certain reasons only:
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data. We must process special categories of data in accordance with stringent guidelines. Most commonly, we will process special categories of data when the following applies:
Sharing your data
We will share data with those that you instruct us to such as named personnel within your organisation or others as are required for us to perform the contract that we are engaged to complete; this includes, for example, your payroll department for administering payment under your contract or individuals involved in an investigation.
We may share your data with third parties, for example, in order to gain legal advice or for other reasons to comply with a legal obligation upon either Claritas Accountancy Ltd or you, the Client.
We do not share your data with bodies outside of the European Economic Area.
Protecting your data
We are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. We have implemented processes to guard against such.
If you instruct us to share data with a third party, we expect you, as the data controller, to ensure that the data is held securely and in line with GDPR requirements.
How long we keep data for
In line with data protection principles, we only keep your data for as long as we need it.
Unless you instruct us otherwise:
Retention periods can vary depending on why we are holding the data. Data will be deleted after the respective retention period unless you instruct us to return all personal data to the controller.
The Company’s additional responsibilities in relation to data
As the data processor, we will:
If you wish to exercise any of the rights explained above, please contact email@example.com
Nothing within this privacy notice relieves the processor of its own direct responsibilities and liabilities under the GDPR.
The Company has appointed Steven Perkins as the data protection lead within Claritas Accountancy Ltd. Questions about this notice, or requests for further information, should be directed to him at firstname.lastname@example.org
Claritas Accountancy is a trading name of Claritas Accountancy Limited. Registered in England and Wales. Company Number 6296593 • VAT: 938 388 079
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