The Purpose of this privacy statement is to explain how James Johnson & Co (Accountancy) Ltd processes personal data to fulfil its data protection responsibilities. This statement will be supplemented by ‘specific to client’ privacy notices when needed. The scope of this statement covers all related activities by the staff of James Johnson & Co (Accountancy) Ltd referred to as JJA for the remainder of this document.
The Role of JJA in data protection terms is that of a data controller where it determines the purpose and use of personal data collected. Once received it becomes the responsibility of the JJA privacy manager (PM) to ensure that it is processed in accordance with the latest UK data protection legislation. You can contact the PM using firstname.lastname@example.org. JJA is registered with the Information Commissioner’s Office (ICO). JJA is also a data processor when it acts in accordance with the instructions of a data controller.
The personal data processed by JJA will be basic contact information for the purposes of responding to general enquiries, business development, preparing letters of engagement and setting up invoices. Due to the nature of the services being offered, it will also be necessary to collect financial data related to individuals. If JJA is not given all of the required personal data, it may result in an incomplete service being provided.
JJA’s duty of confidentiality means that JJA staff will treat clients’ personal data with due respect and in confidence. It is only disclosed to those that need to know it. JJA uses reasonable organisational and technical measures to ensure personal data is kept secure. JJA also expects the same duty of confidentiality of all third parties with whom it shares personal data. Sharing is kept to a minimum and reviewed regularly.
JJA processes personal data against a lawful basis as described below:
In all cases the processing of personal data by JJA shall be:
JJA will share personal data, but only when absolutely necessary, with some or all of the following third parties:
JJA follows a retention schedule to determine the length of time it holds different types of personal data. The retention schedule is shown below:
At the end of the retention schedule JJA will either return, destroy or delete your personal data and any associated emails or relevant documentation. If it is technically impractical to delete electronic copies of personal data, it will put it beyond operational use. It should be noted that JJA allows up to 3 months after the retention schedule to complete the action.
The JJA website links to appropriate business websites of interest. If these are used, you should be aware that the JJA has no responsibility for the control, content or handling of your personal data by these other websites.
The General Data Protection Regulation defines the rights that you have (although these do not apply in all situations), For convenience, these rights are shown below:
Further details on data subjects’ rights can be found on the Information Commissioner’s Office (ICO) website: https://ico.org.uk.
Raising concerns, exercising rights or making queries about JJA’s processing of personal data can be done by contacting the privacy manager. Please be aware that we will need to determine your identity before responding fully, therefore, you may be asked for proof of ID or other material that, in context, will enable us to confirm your identity. Alternatively, you may wish to contact the ICO directly, using the details provided above.