Virgate Accounts Ltd are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. By visiting www.virgateaccounts.com you are accepting and consenting to the practices described in this policy.
- OUR COMMITMENT
- PERSONAL DATA AND PROCESSING
- INFORMATION WE COLLECT FROM YOU
- HOW AND WHY WE USE THE INFORMATION
- DISCLOSURE OF YOUR INFORMATION
- ACCESS TO YOUR INFORMATION AND CORRECTION
- SECURITY OF PERSONAL DATA
- HOW LONG WE STORE YOUR PERSONAL DATA FOR
- OTHER SITES
- HOW TO CONTACT US
- FURTHER INFORMATION
1. OUR COMMITMENT
Virgate Accounts Ltd aims to;
- process personal data lawfully, fairly and in a transparent manner.
- collect personal data only for specified, explicit and legitimate purposes.
- process personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
- keep accurate personal data and take all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
- keep personal data only for the period necessary for processing.
- adopt appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
2. PERSONAL DATA AND PROCESSING
Personal data is information that can be used to identify a living individual, such as name, address, phone number or email address.
The definition of processing data under the Act is very wide. Processing includes obtaining, recording, using and holding personal data. Erasure and destruction of data is also covered.
Our legal basis for processing personal data will vary depending upon the activity we undertake with you directly, or in respect of your business. It will also depend on how we interact with you.
- In some instances, we may be a data controller for your personal data or in respect of your employees, clients and suppliers as part of the accounts or other work we contract with you to undertake.
- In other instances, we are a data processor appointed by you. For example, to process an employee payroll or provide other outsourcing services. The legal basis for processing this personal data lies with you as the data controller.
- We rely on ‘legal obligation’, for example, where we are obliged to carry out anti-money laundering checks.
3. INFORMATION WE COLLECT FROM YOU
We will collect and process the following data about you:
Information you give to us
This is information about you that you give us by filling in forms on our site (www.virgateaccounts.com) or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you contract or intend to contract with us to provide a product or service, subscribe to our services, participate in other social media functions on our site or enter a competition, promotion or survey and when you report a problem with our site. You might also give us personal data when you participate in meetings or other events we arrange. The information you give us may include, for example, your name, address, e-mail address, phone number and financial information.
Information we receive or obtain from other sources
This is information we receive about you if you use any other services we provide. We work closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies). We may also consult publicly available sources of information, such as the Companies House Register, which hold personal data about you.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
5. HOW AND WHY WE USE THE INFORMATION
Our letter of engagement or other client agreement outlines the purpose for which we are processing personal data.
Where we judge the purpose to have changed, we will issue a further engagement letter or other documentation to reflect this. Direct marketing is a separate purpose. We give you the right to object to the processing of personal data for this purpose.
Information you give to us
We will use this information:
- to carry out our obligations arising from any contracts entered between you and us (or propose to enter into), and to provide you with the information, products and services that you request from us;
- to notify you about changes to our service; and
- for our legitimate business interests, for example:
- to provide you with information about other services we offer that are like those that you have already purchased or enquired about;
Information we receive or obtain from other sources
We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
6. DISCLOSURE OF YOUR INFORMATION
We will disclose your personal information to third parties only if we are under a duty to disclose or share your personal data to comply with any legal obligation, or to protect the rights, property, or safety of Virgate Accounts Ltd, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection, prevention of money laundering and credit risk reduction.
7. ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us. We may make a small charge for this service.
Where you have chosen a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.
8. SECURITY OF PERSONAL DATA
We operate a series of security measures concerning access to our offices and our systems. The level and extent of each individual measure may vary, but can include, for example:
- Access controls to buildings, systems and where appropriate, individual IT applications.
- Anti-virus and malware prevention
- Breach logging
- Clear desk policy
- Equipment/access logs
- System monitoring
- System updates (e.g. patching)
In the event of a personal data breach, as part of our risk management policy, we have procedures in place to enable these to be acted upon in line with the ICO’s expectations and timescales.
Where we are acting as data processor i.e. dealing with personal data on your behalf, we recognise the need to notify breaches to you, as the data controller, as soon as we become aware of them.
Staff are required to confirm annually that they are aware of the need to maintain the confidentiality of client data. Confidentiality clauses are present within employment contracts. We have internal policies in our Employee Handbook geared to ensuring that personal data is treated in line with data protection legislation.
9. HOW LONG WE STORE YOUR PERSONAL DATA FOR
The timescales for the retention of personal data for the different activities we undertake are governed by various legislation which applies to the sectors we operate in, the services we provide and the recruitment and employment activity we undertake. The most common retention period is 7 years.
When we send you direct marketing, we consider this to be in our legitimate business interest to do so. If you have consented to receive marketing, you can withdraw that consent at any time.
If you no longer wish to be contacted for marketing purposes, please contact us.
11. OTHER SITES
Our site may, from time to time, contain links to and from the websites of our partner networks. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
13. HOW TO CONTACT US
14. FURTHER INFORMATION
You can find more information about your rights under the Act on the ICO website: https://ico.org.uk/.
You can find us on the Register of data controllers held by the Information Commissioner’s Office (ICO): https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/