Privacy Notice

To comply with the General Data Protection Regulations (GDPR) this notice is to make you aware of how we collect, handle, share and process your personal data. We are committed to the protection of your personal data and this Privacy Notice describes how we collect, store and process this data. This notice applies to all personal data we collect and process regardless of the media on which that data is stored.

In your respect of your personal data we act as a ‘Data Controller’ or as a “Data Processor” depending on the circumstances. The provisions of the Regulations describe our responsibilities in respect of this data and your rights under the Regulations.

1. Who we are

Address:     Stevenson and Wilson
                   22-30 Broadway Avenue
                   Ballymena
                   Co. Antrim
                   BT43 744
Telephone: 028 256 47712

2. The name and contact details of our representative/data protection officer

Peter Stevenson. Contact details as above.

3. Data we collect

We will only collect personal data directly from you and use it only for the purposes for which it was initially intended. We will only process your personal data to enable us to perform the services you have engaged us to perform.

We will endeavour to keep your personal data as accurate and as up-to-date as possible, however to enable us to do so, you have a responsibility to notify us of any inaccuracies in the information and any changes that arise over time.

The categories of personal data we hold may include, but are not limited to; Name, address, contact details, date of birth, age, photographic id, sex/gender, national insurance number, tax reference number and documents listing any combination of these.

All of the information you provide us with is collected and stored solely for the purposes it is was initially obtained and for no other purpose. These purposes are described below.

4. How we collect your data

We use different methods to collect personal data from you including:

• Direct interactions through face-to-face meetings, telephone conversations, e-mail or other communication methods
• Indirect interaction though queries or applications you submit through our website

We do not collect data from any third parties without first obtaining your consent.

5. How we use your data

We will only use your personal data when it is lawful for us to do so. Processing of your personal data is only lawful where criteria under the Regulations are met. Our justification for the collection and processing of your personal data is as follows:

• To comply with agreed contracted terms of engagement
• To assist you with statutory compliance procedures
• To comply with legal obligations
• Where a legitimate interest exists

The legitimate interest consideration is considered appropriate provided that your interests and fundamental rights and freedoms and your reasonable expectations, based on your relationship with us, are taken into consideration. We consider that the personal information we hold to enable the processing of the activities highlighted above creates a legitimate interest respect of the processes.
We collect and retain your personal information for the following processing activities.

Provision of professional services
We aim to provide a range of professional services some of which include the processing of your personal data. This will include, but is not limited to the following:

• Personal tax compliance
• Business and corporation tax compliance
• Company secretarial services
• Taxation advice
• Financial advice

Administrative functions
We collect and hold your personal data for internal administrative purposes, which will include but is not limited to the following:

• Collecting data for new clients to ensure compliance with money laundering regulations
• To communicate with you in the ordinary course of business
• To manage our relationship with you

6. How we store your data

We endeavour to keep your personal data secure from unauthorised access, loss or damage. Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the your rights and freedoms, we implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, including as appropriate:

• Physical security of personal data
• Encrypted storage of personal data
• Training of personnel who handle and process personal data

7. Retention of personal data

We will not retain your personal data for any longer than is necessary. However, due to the nature of the services we perform, it often involves sourcing historical information for accounting and taxation purposes. As a result we will hold some relevant information for a considerable period of time and outside the usual record retention period of 6 years.

8. Data sharing

We will not share any of the information you provide with any third parties outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
Third party processors of your personal data include; HM Revenue & Customs, Companies House and software companies that we use in the performance of our services. We have contacted these third parties to ensure they understand their responsibilities under the Regulations and to ensure their compliance.

9. Your rights

In accordance with the GDPR regulations you have the following rights with respect the personal data we hold

The right to access	You have the right to request for copies of your personal data.
The right to rectification	You have the right to request that we correct any information you believe is inaccurate. You also have the right to request us to complete the information you believe is incomplete.
The right to erasure	You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing	You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing	You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
The right to data portability	You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

You also have the following rights under the regulations:

The right to withdraw consent	Where the processing of your personal data is based on your consent, you have the right to withdraw this at any time by notifying us.
The right to complain	You have the right to lodge a complaint with the supervisory body, the Information Commissioners Office, if you believe the processing of your personal data infringes the GDPR

Updated June 2018