A. Digit Accountants – Privacy Policy

The privacy and security of your personal information is important to us at Digit Accountants and we are committed to ensuring that your privacy is protected. Any personal data collected by us will only be processed in accordance with this privacy policy.

This privacy policy sets out how Digit Accountants processes personal data (that is, information by which an individual can be identified) collected by us in the course of our lawful activities, in accordance with the Data Protection Act 1998, the General Data Protection Regulation and any subsequent legislation in force from time to time (‘Data Protections laws’). This policy has been put in place to protect your rights under the Data Protection laws, and it is important that you understand what we will do with your data and are happy with this. If you want to discuss any matter relating to how your data is used, please call us on +44 (0) 20 3468 5546 or email us at enquiry@digitaccountants.co.uk or write to us at Uxbridge Road, Stanmore, Middlesex HA7 3NH. We may be required in certain instances to ask that your request for information be submitted in writing.

References to the processing of information includes the collection, use, storage and protection of data. Digit Accountants is the ‘data controller’ for the purposes of this policy, except where otherwise stated, and the policy extends to its directors, staff and, to the extent set out below, anyone else processing data on our behalf from time to time.

B. Why we process your data

Organisations are permitted to process data if they have a legal basis for doing so. Digit Accountants processes data on the basis that:

• Express and informed consent has been given by the person whose data is being processed; and/or
• Digit Accountants has a legitimate interest in processing data; and/or
• It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
• It is necessary in relation to a contract or agreement under which Digit Accountants has been asked to process the personal information of other individuals, in respect of which the other contracting party warrants that it has a legal basis and the authority to share that data with Digit Accountants in order to be able to deliver services under the contract or agreement. In such cases Digit Accountants is a ‘data processor’ within the meaning of the Data Protection laws and will only process such data for the purposes of performing its obligations under the said contract or agreement
• There is a legal obligation on Digit Accountants to process data.

If and to the extent that Digit Accountants is relying on solely consent as the basis for processing data, we are required to obtain your explicit consent (or that of a legally responsible person for those under 16 years of age) and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which Digit Accountants is able to provide services to or interact with you in future.

Digit Accountants may change this policy from time to time and any such changes will be published on our website. Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.

This policy is effective from 22 May 2018.

C. What data do we collect?

We collect the data necessary for Digit Accountants to offer services to our clients as accountants, corporate and personal tax consultants, business advisors and providers of associated services such as, but not limited to, payroll and bookkeeping functions (‘services’) as well as updating clients on matters relating to these services and the financial sector that we believe will be of interest and use to them. Data collected and processed may include, but not be limited to:

• Names and contact information such as telephone numbers, email and postal addresses
• Such other personal and financial information as may be required to provide services to our clients, including where such information relates to the clients themselves and/or members of the clients’ staff or others, provided lawfully by those clients to Digit Accountants.
• Personal information about Digit Accountants` own staff and others providing services for or to us
• Such other information that is relevant and necessary for Digit Accountants to provide services to our clients, employ staff, maintain its activities and meet its legal obligations.

Such information may be collected when you provide it directly to us or submit it through our website, when subscribing for a service, making an enquiry of us or when personal information has been shared with us in order for us to provide services to a client, in which cases we rely on representations made to us by our clients that they have the legal authority to share such information with us.

D. What we do with the data we process

Digit Accountants uses the data collected to provide services to our clients and to maintain accurate internal records of our engagement with clients in the provision of those services and with our staff and others. These records facilitate our provision of services to clients to allow us to fulfill our contractual obligations to them. We may also data to inform clients of matters that we feel may be of interest to them concerning other services provided by Digit Accountants or about the areas in which we work, such as financial or accounting updates.

Data will be processed by the relevant staff in the course of Digit Accountants activities (all of whom work in accordance with this privacy policy) and will be retained only for as long as is reasonable and permissible in law. Accordingly, the periods for which we retain data will vary depending on the purposes for which it was collected and relevant statutory or other requirements.

In addition to those circumstances mentioned above, we will only share data with trusted third parties (including those outside the European Economic Area) to the extent and where necessary for us to provide services to clients, including relevant tax or other advice in other jurisdictions, to communicate with you (such as mailing companies for postal communications or through online platforms for email updates or newsletters), to process payments (including through online payments platforms) and only once we are satisfied that any such use of data will accord with our privacy policy. We will not sell your personal information or share it without your explicit consent, except as stated above.

Your rights in relation to your personal data

You, as the data subject, may request deletion of your data at any time in writing, subject to any overriding legal requirement for its retention, such as the need, where appropriate, to comply with the accounting, tax or other requirements of Companies House, Her Majesty’s Revenue and Customs or other regulatory authorities, or to prevent the commission of or assist in the investigation of an actual or suspected criminal offence. We may keep certain

data on a ‘suppression list’ so we know, if requested, not to contact you or process your data in future until further notice.

You may request details of personal information which we hold about you. Any such request must be submitted in writing and we reserve the right to seek verification of the identity of persons making such requests before we respond. A small fee may be payable if an information request is particularly onerous.

You may choose to restrict the collection or use of your personal information, but this may impact or limit the way in which Digit Accountants is able to interact with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation on Digit Accountants to retain data and as stated above.

You are responsible for the accuracy of data you have provided to Digit Accountants. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.

Where your data has been supplied to us by a client, meaning that Digit Accountants is processing it on behalf of that client and is acting as a data processor, please note that in order to exercise your rights over your data you need submit any request relating to it to the party that supplied the data to us.

In the unlikely event that there is any kind of a breach of our duties and obligations under this policy or the Data Protections laws, we will take immediate steps to isolate and rectify the problem. Should the breach be serious one (where there is a risk of, for example, discrimination, damage to reputation, financial loss or loss of confidential information) we have a duty to report that matter to the individuals affected and to the Office of the Information Commissioner.

You can obtain further information about Data Protection and privacy laws and your rights by visiting the Information Commissioner’s website at: https://ico.org.uk/for-thepublic .

E. Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of Digit Accountants do so in accordance with this policy and on the basis that Digit Accountants is satisfied that they can and will adhere to our high standards for data protection and security.

The transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. Please note that, unless encrypted, email messages sent via the internet may not be secure and could be intercepted and read by someone else. Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you send to us.

F. Web browsing and Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

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.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type. This is anonymous statistical data about your browsing activities and patterns and does not contain any personal data.

G. 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. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.