Privacy Policy

Last updated: 28th July 2023

1.   Introduction   

This privacy policy provides you with details of how we collect and process your personal data through your use of our site https://www.cloudbkwarwick.co.uk/ and when you use our services.  

By providing us with your data, you agree to us that you are over 18 years of age.  

Cloud Bookkeeping Warwick is the data controller and we are responsible for your personal data hereon referred to as “we”, “us” or “our” in this privacy notice. 

We reserve the right to update this policy periodically.

Ms Samantha Heynes directly is in charge of privacy related matters for the company. If you have any questions about this privacy notice, please contact her direct using one of the contact details below.  

Our full contact details can be found here.

It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at samantha@cloudbkwarwick.co.uk.

2.  What data do we collect 

Personal data means any information capable of identifying an individual. It does not include anonymised data. 

We may process the following categories of personal data about you: 

• Communication Data that includes any personal data contained in any of your communications with us, whether that be through the contact form on our website, through your calls with us, through email, text, social media messaging, social media posting or any other communication that you send us.
• Client Data that includes data relating to any purchases of services such as your name, title, billing address, delivery address email address, phone number, contact details, job title, professional background, purchase details and your card details.
• User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services.
• Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system such as Google Analytics.
• KYC Data that includes copies of your passport, national identity card, driving licence, utility bills, bank statements and results from background checks.

Sensitive Data and criminal convictions data   

We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

As part of our client onboarding procedures, we carry out background screening checks in relation to your business and associated individuals (such as directors, shareholders, ultimate beneficial owners etc.). The results of such background screening checks may result in us processing information about criminal convictions and offences relating to such individuals. 

3.  How we collect Personal Data 

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails).

We may also automatically collect certain data from you, including:

• When you use our website, by using cookies and similar technologies. Please see our cookie policy for more details about this. 

We may also receive data from third parties, including: 

• analytics providers, such as Google based outside the EU;
• advertising networks, such as Google Adwords based outside the EU;
• search information providers, again such as Google based outside the EU;
• providers of technical, payment and delivery services, such as data brokers or aggregators;
• publicly availably sources, such as Companies House and the Electoral Register or the equivalents of these in your home country. 

4. How we use your data?

As a data controller, we will only use your personal data if we have a legal basis for doing so. The table below sets out the purposes for which we use your personal data, as well as the categories of personal data required for that purpose and relevant legal bases which we rely on to carry out such processing.

5.  Personal Data Disclosure   

We may share your personal data with the parties set out below: 

• Service providers, including those providing IT and system administration services and call recording and transcription services. 
• Client due diligence providers.
• Professional advisers including lawyers, bankers, auditors and insurers and brokers.
• Government bodies that require us to report processing activities. 
• Third parties to whom we sell, transfer, or merge parts of our business or our assets.  

We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. 

6.  International Transfers 

Countries outside of the United Kingdom (UK) do not always offer the same levels of protection to your personal data as that provided in the UK, so UK law has prohibited transfers of personal data outside of the UK unless the transfer meets certain criteria. 

Some of our third parties service providers we use are based outside the UK, meaning their processing of your personal data will involve a transfer of your data outside the UK. 

Whenever we transfer your personal data out of the UK, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place: 

• The transfer is to a country that the UK government has approved as providing an adequate level of protection for personal data by (which includes all member states of the European Economic Area, New Zealand and Canada); or 
• Where we use certain service providers located in countries which are not recognised as having an adequate level of protection, we may enter Standard Contractual Clauses, approved by the European Commission and/or UK government, which oblige recipients of the data to take steps to protect it. 

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.  

For further information regarding the specific measures we take when transferring your personal information internationally, please contact us at samantha@cloudbkwarwick.co.uk .

7.  Data Security   

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential. 

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to. 

8.  Retention of Data   

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of any regulatory requirements.  

For tax and accounting purposes we are required to keep basic information about our clients (including Client, and Communication) for seven years after they stop being clients. 

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 

9.  Legal Rights of Personal Data   

Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent. 

If you wish to exercise any of the rights set out above, please email us at samantha@cloudbkwarwick.co.uk

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 is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances. 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you. 

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you. 

10. What about Third-Parties?  

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

11. Cookies and tracking 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy here.