Mollart and Co. Accountants respects the privacy and legal rights of the individuals and organisations we deal with.
This notice provides information about how we collect and use data from visitors to our website and the persons and organisations we deal with when providing services and administering our business and explains how we make use of personal data we collect from or about you or which you provide to us.
Our privacy commitment
We promise to keep any data you provide to us safe and private and to treat your information fairly and lawfully. We are committed to protecting your personal privacy.
We will provide you with ways to manage and review the marketing we send to you and we will provide you with an opportunity to opt out from receiving marketing from us in all marketing communications (email or post) that we may send to you.
We will not sell the data you provide to us to any other organisation or 3rd party.
Who we are
For the purpose of the Data Protection Act 2018 (“DPA”) and the General Data Protection Regulation (Regulation (EU) 2016/679) (“the GDPR”), the data controller in respect of any personal data controlled by Mollart & Co. Accountants is:
Mollart & Co. Accountants of 39 Grange Road, Darlington, DL1 5NB.
Personal data you give us
When we use the term “Personal data” in this notice, we mean information about living individuals which, alone or in conjunction with other information held by us, is capable of identifying them. The DPA and the GDPR regulate our use of your personal data.
We may obtain personal data from you when you contact us, including when you call us, get in touch with us via our website or when you or your organisation corresponds with us using any means of communication. This includes personal data you provide to us when you:
- Contact us with a question or enquiry;
- Contact us or authorise anyone to contact us about employment with us;
- Provide our staff with business cards or contact details;
- Deal with us when we are providing services to one of our clients (which may be you, your organisation or a third party);
- Make a complaint; or
- Deal with us in order to provide us with goods or services.
We may also collect and retain personal data:
- Obtained from public sources about you or your organisation; and
- Obtained from third parties, who may include our clients, legal and accountancy professionals and their firms, courts, professional regulators, public bodies, and other entities, including credit reference agencies who have a right to disclose this information to us.
We can use any personal data we obtain for a number of purposes, as set out below:
- To provide you or your organisation or our clients with information or services (we will keep this until you tell us to remove your personal data from our records for these purposes, or until we have reason to believe that you may no longer have any need for this information and our services) and to improve and to tailor how we provide those services and that information;
- To perform a contract with the person about whom we hold data (we will keep your data for so long as is necessary for the contract and then as required for legal and compliance purposes);
- To deal with enquiries or requests or to contact people on behalf of our clients (we’ll keep your data for so long as is necessary to deal with the enquiry or request);
- To protect or pursue our legitimate interests or those of our clients or anyone else we provide personal data to, after taking into account the legitimate interests of the person the data is about;
- To comply with the law – for example, when performing background or money laundering checks (we’ll keep your data for so long as is necessary to document our compliance with the law and our regulator’s requirements);
- To assess the credit-worthiness of a person or organisation we’re considering doing business with (we’ll keep your data until we make a decision about doing business with them);
- To promote the services we provide and obtain new business (we’ll keep your data unless you ask us to remove it from our records or we decide you’re not likely to be interested in our services);
- To comply with our duties as stipulated by AAT, HMRC and the FCA (we’ll keep your data for so long as is necessary to achieve this – in some cases this may be up to 10 years); and
- In any other way which we consider necessary and appropriate in order to conduct our business, including to fulfil our professional, regulatory and legal obligations to our clients, AAT, HMRC, the FCA or other persons (we’ll keep your data for as long as we need to in order to achieve this, but for no longer than is necessary).
We will not retain personal data for longer than is necessary for the purpose or purposes for which we use it.
Personal data we may obtain from our website about web visitors
We may automatically collect the following information, which may or may not be personal data, on anyone visiting the website:
- IP addresses (static or dynamic) and other technical information relating to the virtual or physical location of a visitor and their means of access, including browser information, time zone settings and hardware information;
- How visitors use the website, including dates and times and any details of how and for what duration particular resources are viewed or used; and
- Clickstream data, including where users navigate to our site to and from and any searches you have made on or relating to our site.
We will use this data to:
- Run our website and ensure it works properly;
- Improve how we present the information on it and make browsing easier and more productive; and
- Maintain the site’s security and that of our visitors.
An HTTP cookie is a piece of data sent on behalf of a website (such as our website) and stored on the user’s computer by the user’s web browser while the user is browsing.
We do this to find out things such as the number of visitors to the various parts of our website and improve it.
We may also share website usage data with service providers for benchmarking and site rating purposes.
You can block cookies via your web browser and can screen out certain cookies using browser add-ons or other software. This may prevent you from accessing all of our website.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.
How we share your data with other people and organisations
We may provide access to your personal data to our employees and third party organisations (such as lenders).
Where we supply personal data to our own employees, this will be for the performance of their duties or contractual responsibilities to us and to be used only in a manner which is compatible with the purposes for which we obtained it.
Where we supply other people and organisations with personal data for purposes other than their processing this data for us according to our instructions, we will consider (where allowed by law or our duties to our clients) the security and privacy of that data in the hands of the recipient. However, we won’t be responsible for the security and privacy of data held by third parties where we don’t control their policies and practices.
We may share personal data with other people and organisations for these reasons:
- Providing you or others with accountancy and financial services or information;
- To enforce and protect our own legal rights or those of our clients and other persons (including by supplying information to our insurers);
- If we’re required to by law or by our professional regulators; or
- Maintaining and improving our website, including the use of web analytics.
Your rights to object to direct marketing
Like other businesses, we will sometimes use your personal data to provide you with information about the services we offer, developments in the law, taxation and finance which might affect you and other topics we think might interest our clients and business contacts.
We appreciate that you may decide that you don’t want us to use your personal data in this way and we will respect that choice. We also have a legal obligation under the DPA and GDPR to stop sending you marketing communications if you object, so if you don’t want us to use your personal data in this way, just let us know.
We suggest sending an email to us at firstname.lastname@example.org or writing to us care of:
Mollart & Co. Accountants
39 Grange Road,
We’ll give you the opportunity to opt out of future marketing whenever we send you marketing material.
Your rights in the personal data we process
Under the GDPR, you have the following rights in relation to your own personal data:
- To prevent us using your data for direct marketing;
- To have (in certain circumstances) inaccurate personal data corrected, blocked or destroyed;
- To access a copy of the information comprised in your personal data that is undergoing processing (“subject access rights”);
- To object to automated decisions;
- To obtain compensation through legal proceedings for damage caused by a breach of the GDPR; and
- A right to object to processing that is likely to cause or is causing damage or distress.
If you want to exercise any of these rights please contact our office (as per the contact details above), we will not charge you to exercise your subject access rights, but may charge a reasonable fee reflecting our administrative costs should you request further copies of the personal data.
When you contact us to exercise any of the above rights, we will first ensure that the person requesting the data is the person whose data is being sought (or that it is being requested on that person’s behalf).
This may involve providing us with proof of your identity or your authority to act for the data subject. We can also ask you for any information we need to help us find the personal data you’re enquiring about.
We will also provide you with the following information relating to your personal data:
- The purpose for which we’re processing it;
- What categories of data about you we process;
- The recipients of your data, if any;
- Our expected retention period or how we’ll calculate this, if we don’t know yet;
- Your rights in relation to the data; and
- The source of the data, if we didn’t get it from you.