Purpose of this notice

This privacy notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), and our obligation to implement laws, regulations, and secondary legislation.

Under the GDPR, we are required to update the data protection references in our engagement letters with clients and provide certain details regarding the firm and collection and use of your personal data. 

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

About Us

Charity Accounting Services Ltd is a UK-registered accounting firm under number 06949939. Our registered office is at Spaces – Sutton Point, 6 Sutton Plaza, Sutton, London, United Kingdom, SM1 4FS.

For 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.

You can contact our Data Protection Officer/Head of Privacy at [email protected].

How we collect your data 

We collect personal data about you when you visit our site or submit a service request from us. The data collected from a service includes:

• information about you: your name, title, address, email address, telephone number
• your IP 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 inquiries you make to us
• Information from feedback surveys and marketing activities that you chose to take part in

This data is collected for the following purposes:

• register for certain areas of the Site
• distribute requested reference materials
• submit resumes or work history information
• contact us for further information
• register for events, courses, and conferences

Our policy is to collect the minimum level of information to complete a site visitor’s request. We do not seek to collect any sensitive information from visitors to our site unless legally required for recruiting purposes.

How we use your data

All of your personal data will only be processed by our staff for our firm’s internal business purposes and in connection with a visitor’s request. This data is not shared with third parties for unrelated purposes unless stated in this Privacy Policy or otherwise communicated to the Site visitor. We have set out below the legal bases for the Firm to process your data.

Situations where we may use your personal data:

• For compliance with our legal obligations as a regulated entity, we may act as a data controller and report certain matters to our firm’s regulators or law enforcement agencies.
• In performing, or entering, a contract with you, we may use your data to determine what services to provide you.
• We will communicate with you information about other services and update you on our activities.
• Where your information is used outside of these uses, we will first obtain your consent to that use.

Charity Accounting Services Ltd makes every practical effort to avoid excessive or irrelevant collection of data. If you believe the site has collected excessive information, you can contact our Privacy Officer at [email protected] to raise any concerns.

Charity Accounting Services Ltd will not use personal data collected from our website to distribute marketing or informational materials, unless visitors choose to receive marketing or other informational materials. 

Data Sharing 

Your personal data will only be shared with third parties, including other data controllers, where it is necessary for the performance of the data controllers’ tasks or where you first give us your prior consent.

It is likely that we will need to share your data with our agents, suppliers (including cloud service providers), and contractors. Examples of this include asking a supplier to maintain our database software, or to provide us with administration, IT, and other related services.

Any personal data transferred to countries or territories outside the European Union will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.

Third Parties

It is Charity Accounting Services Ltd’s policy only to disclose User Data to third parties under the following circumstances:

• when explicitly requested by the visitor
• when required to deliver publications or reference materials requested by the visitor
• when required to facilitate conferences or events hosted by a third party when required to meet any other request of a visitor.

Categories of third parties that Charity Accounting Services Ltd may share personally identifiable information with include federal, state, and local government entities. Charity Accounting Services Ltd does not collect personal identifying information for dissemination or sale to outside parties for consumer marketing purposes, or host mailings on.

Data Security

All Charity Accounting Services Ltd employees are instructed to follow a firm-wide security policy. Personal identifiable information is accessed only by authorised personnel who are required to agree to ensure confidentiality of this information.

Data Retention 

We will keep your personal data for a minimum of 6 years, after which time it will be destroyed if it is no longer required for the lawful purpose(s) for which it was obtained. If you consent to marketing, any information we use for this purpose will be kept with us until you notify us that you no longer wish to receive this information.

Use of Cookies

What are Cookies?

A cookie is a tiny element of data that a website can send to a visitor’s computer’s browser so that their device will be recognised by the site on their return. Cookies do not collect any personal information about the user. 

Cookies are used to:

• Allow our web server to recognise a computer on connection to the Site, enabling the server to download pages faster.
• Establish statistics about the use of the site by Internet users by gathering and analysing data such as the most visited pages, time spent by users on each page, site performance, etc.
• Collecting this data will allow us to improve the site quality and enhance user experience

Most web browsers allow you to control how cookies are accepted by adjusting your web browser’s settings. By restricting the use of cookies, users can minimise the extent of data being collected. If you set up your browser to reject the cookie, you may still use the website.

The data collected by our servers and/or through cookies will not be kept for longer than is necessary to fulfil the purposes mentioned above. Such information may not be kept for longer than one year.

All Charity Accounting Services Ltd servers and computer systems are protected from outside intrusions. As a result, all data collected about site viewers through the use of cookies will be protected from unauthorised access.

Information generated by the use of cookies may be compiled into an aggregate form so that no individual can be identified.

For more information about cookies, please see the Information Commissioner’s website home page or the Interactive Advertising Bureau.

Third-party Links

There are several places throughout this site that may link to other websites that do not operate under Charity Accounting Services Ltd’s privacy practices. When visitors link to other websites, Charity Accounting Services Ltd’s privacy practices no longer apply. We encourage visitors to review each site’s privacy policy before disclosing any personally identifiable information.

Transfer of User Data outside the User Jurisdiction

The Internet is a global environment. In order to provide the site, we may need to transfer user data to locations outside the jurisdiction in which a visitor is viewing the site (the user jurisdiction) and process user data outside the user jurisdiction. If the user jurisdiction is within the European Economic Area (the EEA), please note that such transfers and processing of personal data may be in locations outside the EEA. Any data sent or uploaded by users may be accessible in jurisdictions outside the user’s jurisdiction (including outside the EEA). The level of data protection offered in such jurisdictions may be less than that offered within the User Jurisdiction or within the EEA.

User Data may be controlled and processed by any of Charity Accounting Services Ltd’s offices, none of which are outside the EEA. The location of our offices may change from time to time and Charity Accounting Services Ltd may acquire offices in any number of countries or territories at any time, anyone or more of which may act as controllers of and/or process personal information of visitors. By continuing to use the Site and by providing any personal data (including sensitive personal data) to us via the Site or email addresses provided on the Site, visitors are consenting to such transfers, provided that they are under the purposes set out above and elsewhere in the Legal Notice and Privacy Policy. Please do not send us any personal data if you do not consent to the transfer of this information to locations outside the User Jurisdiction (including, if applicable, outside the EEA).

User Rights & Right to Withdraw 

Under the GDPR, you have the right to:

• Access the personal data we hold on you
• Correct and update the personal data we hold on you
• Erase your personal data
• Object the processing of your personal data
• Data Portability. In some circumstances, you have the right to obtain your personal data from a data controller in a format that makes it easier to reuse your information in another context.
• Withdraw your consent to the processing at any time for any processing of personal data to which consent was sought.
• Submit a complaint with the Information Commissioner’s Office. You can contact the Information Commissioner’s Office via email, on 0303 123 1113, or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

If at any point you believe the information we process on you is incorrect, you can request to see this information and even have it corrected or deleted. If you wish to raise a complaint about how we have handled your personal data, you can contact our Head of Privacy, who will investigate the matter.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

Unless otherwise agreed with you, we will only collect basic personal data about you, which does not include any sensitive personal data. However, this information does include your name, work address, email address, and job title.

Choices

As a policy, visitors are not required to register to gain access to this site. Personally identifiable information provided to Charity Accounting Services Ltd through this site is provided voluntarily by visitors. Should visitors subsequently choose to unsubscribe from mailing lists or any registrations, we will provide instructions on the appropriate website area or in communications to our visitors, or a visitor may contact Charity Accounting Services Ltd at [email protected].

Access

Each visitor has the right of access to personal data they have submitted through this site.

User updates of information should be handled by going back through the registration process. Enquiries about the accuracy of identifying information previously submitted, or requests to have information removed, should be directed to [email protected].

Modifications

Charity Accounting Services Ltd reserves the right to modify or amend this statement at any time. The effective date will be displayed at the beginning of this statement. To keep visitors informed, Charity Accounting Services Ltd will notify users of material changes to our Privacy Statement by prominently identifying a link on our website home page to the updated Privacy Policy for a period of not less than two weeks.

Consent

By continuing to use the Site and by providing any personal data to us via the Site or email addresses provided on the Site, visitors are consenting to our use of your personal data as set out in this Privacy Policy. Please do not send us any personal data if you do not want that information to be used by us in this manner.

Copyright

All documents, programmes, publications, designs, products, processes, software, technology, information, and ideas provided by or described in this Site are the property of Charity Accounting Services Ltd and/or its suppliers and are protected by U.K. and international copyright laws and other intellectual property laws, unless stated otherwise. The Content is provided to users of this site for informational purposes only. Except as expressly permitted below or by applicable law, users may not copy (except to the extent required in order to use the site in accordance with the Legal Notice), store in any medium, distribute, transmit, re-transmit, broadcast, modify, or otherwise make available or communicate to the public any part of the Site or systematically extract material from the Site or any document available through it or in any other way exploit commercially all or any part of the Site or any document available through it without our prior written permission.

Users may print or save one copy of any page of the Site and documents available through it (other than documents provided by third parties) for their own personal use.