1. PURPOSE OF THIS NOTICE
This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018] and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
2. ABOUT US
Vaquoi Limited (“Vaquoi”, "we", “us”, “our” and “ours”) is an accountancy firm. We are registered in England and Wales as company under number: 11377376 and our registered office is at 26, Cassiobury Road, London, United Kingdom, E17 7JF.
For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 12 (Contact Us), below.
3. HOW WE MAY COLLECT YOUR PERSONAL DATA
We obtain personal data about you, for example, when:
• you request a proposal from us in respect of the services we provide;
• you or your employer or our clients engages us to provide our services and also during the provision of those services;
• you contact us by email, telephone, post or social media (for example when you have a query about our services); or
• from third parties and/or publicly available resources (for example, from your employer or from Companies House).
4. THE KIND OF INFORMATION WE HOLD ABOUT YOU
The information we hold about you may include the following:
• your personal details (such as your name and/or address);
• details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
• details of any services you have received from us;
• our correspondence and communications with you;
• information about any complaints and enquiries you make to us;
• information from research, surveys, and marketing activities;
• Information we receive from other sources, such as publicly available information, information provided by your employer or our clients.
5. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU
We may process your personal data for purposes necessary for the performance of our contract with you, your employer or our clients and to comply with our legal obligations.
We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.
We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for [marketing, business development, statistical and management purposes].
We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.
Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.
Situations in which we will use your personal data
We may use your personal data in order to:
• carry out our obligations arising from any agreements entered into between you, your employer or our clients and us which will most usually be for the provision of our services;
• carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a subcontractor, supplier or customer of our client;
• provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes;
• seek your thoughts and opinions on the services we provide; and
• notify you about any changes to our services.
In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.
If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unableto comply with our legal or regulatory obligations.
We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.
We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
When assessing what retention period is appropriate for your personal data, we take into consideration:
• the requirements of our business and the services provided;
• any statutory or legal obligations;
• the purposes for which we originally collected the personal data;
• the lawful grounds on which we based our processing;
• the types of personal data we have collected;
• the amount and categories of your personal data; and
• whether the purpose of the processing could reasonably be fulfilled by other means.
Change of purpose
Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.
Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.
Cookies are small pieces of data that websites store on a device. Cookies can improve your browsing experience because they help websites remember preferences and understand how people use different features.
The web provider (Squarespace) uses some necessary cookies because they allow you to navigate and use key features on this site. Your web browser might allow you to control how cookies are accepted by adjusting your web browser's settings.
Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.
7. DATA SHARING
Why might you share my personal data with third parties?
We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.
Which third-party service providers process my personal data?
“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, administration services, marketing services and banking services.
All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
What about other third parties?
We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.
8. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)
We will transfer the personal data we collect about you to the following country outside of the EEA: Mauritius, in order to perform our contract with you.
As there is not an adequacy decision by the European Commission in relation to Mauritius, it will not be deemed to provide an adequate level of protection for your personal information for the purpose of the Data Protection Legislation.
We have put in place the following measures to ensure that your personal data is treated by those third parties in a way that is consistent with and which respects the Data Protection Legislation, as follows:
• This clause pertains to personal data given by or on your behalf about the contract between Vaquoi Limited and you or any letter of engagement signed by you. Vaquoi commits itself to comply to the General Data Protection Regulation (GDPR) and the Data Protection Act 1998 (DPA) when processing your personal data. Any personal data supplied to us must as well comply with the necessary regulations.
• To protect your personal data from unauthorised or unlawful use and from accidental loss or destruction or damage, Vaquoi will utilise appropriate technical and organisational measures. Vaquoi will not sub-contract processing of your personal data unless there is an acceptable and appropriate level of protection to guard that data against misuse. If Vaquoi acts as a data processor for you, any personal data processing will be done only with your instructions.
• You will be notified within 10 working days if an individual requests copies of your personal data, makes/file a complaint to the relevant authorities about how your data is been processed, or serves a notice to the Data Protection Authority in that regard. Vaquoi and yourself shall advise, consult and work together to respond to any of such demand, complaint or notice.
• Vaquoi commits itself to answering any of your enquiries to help you monitor our compliance with this clause.
• Vaquoi may hold your own or your client’s details which may include names, private addresses, date of birth, tax and NI references, company number, employer’s reference and name, business details and details of past and present taxable income and gains and data on other taxes.
• As part of the services, Vaquoi will be providing to you, Vaquoi may hold your own or your client’s personal details and information which may include names, private addresses, date of birth, tax and NI references, company number, employer’s reference and name, business details and details of past and present taxable income and gains and data on other taxes.
• Any data Vaquoi holds about you is to enable Vaquoi to provide the services detailed in our agreement, contract or engagement letter.
• To comply to relevant authorities and legislations Vaquoi holds ID verification data which may (include but not limited to) copies of your passport, driving licence and evidence of your address.
• Any data Vaquoi holds, will be remained as long as statute or regulations demand.
• Your data may be held electronically and/or in hard copy format.
• Vaquoi destroys old files or data after six years.
• Any data stored on hard drives are destroyed before disposal.
• No third party accesses your data, however, IT support may work on software programmers that hold your data.
• Vaquoi uses third party servers such as Microsoft, Google and Dropbox products to store your data.
• Any data held on third party servers is protected with appropriate security measures been in place such as firewalls, regular scans against malware and measures to prevent SQL injection.
• Vaquoi process, store or use different tax and accounting software which may hold your data using cloud storage technologies. In such instances, Vaquoi relies on the providers’ security features and access to these are protected.
• All installed software is password protected.
• Vaquoi does not use or discourages you to provide us with your data on memory stick. Vaquoi reserves the right to refuse any data provided on memory stick.
• In the event of an enquiry, inspection, investigation or tax appeal or any other related occurrence by the HMRC and HM Courts and Tribunal’s Services, Vaquoi will only share your data with the authority if:
a. You authorise Vaquoi to do so or,
b. In the case of a Schedule 36 FA 2008 Information Notice, we have either been so authorised by a tribunal or we are compelled to provide data under the terms of a third party notice, or
c. Vaquoi is instructed to do so by the regulatory body.
• Vaquoi may use third party contractors to carry its duty but any such contractor will be required to sign a fit and proper declaration which includes clauses on not removing or passing on your data to other parties.
Should you require further information about these protective measures, please contact us using the contact details outlined below.
9. DATA SECURITY
We 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. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
10. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us 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. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing 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 our data protection point of contact firstname.lastname@example.org.
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. Alternatively, we may refuse to comply with the request in such circumstances.
We 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.
11. RIGHT TO WITHDRAW CONSENT
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please [email our data protection point of contact email@example.com.
Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
12. CHANGES TO THIS NOTICE
Any changes we may make to our privacy notice in the future will be provided to you be updated on our website at: www.vaquoi.co.uk.
This privacy notice was last updated on 01.09.2018.
13. 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 Data Protection Officer: firstname.lastname@example.org or telephone our Data Protection Officer on +44 (0) 7727 434 000.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner's Office
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns