Dorset Accountancy Limited Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Our contact details

Email: office@dorsetaccountancy.com

Phone: 01305 782212

Post: Dorset Accountancy Limited, Unit 2.11, City & Provincial House, Surrey Close, WEYMOUTH, Dorset, DT4 9GD

What information we collect, use, and why

We collect or use the following information on our website in order to contact you:

  • Name and email address

During the course of business we also collect the following information to provide services:

  • Addresses

  • Date of birth

  • Purchase or account history

  • Payment details (including card or bank information for transfers and direct debits)

  • Credit reference information

  • Account information

  • Website user information (including user journeys and cookie tracking)

  • Call recordings

  • Records of meetings and decisions

  • Identification documents

  • Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details

  • Addresses

  • Payment details (including card or bank information for transfers and direct debits)

  • Purchase history

  • Account information, including registration details

  • Information used for security purposes

  • Marketing preferences

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Location data

  • Purchase or viewing history

  • IP addresses

  • Website and app user journey information

  • Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Financial transaction information

  • Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account information

  • Purchase or service history

  • Call recordings

  • Customer or client accounts and records

  • Financial transaction information

  • Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for legal requirements are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

  • Directly from you

  • Councils and other public sector organisations

  • Publicly available sources

  • Credit reference agencies

How long we keep information

We hold personal information for seven years. 

Who we share information with

Data processors

TaxCalc

This data processor does the following activities for us: Provides us with a solution for our client database, accounts and tax production software and provides anti-money laundering services. The information is held by TaxCalc in their cloud solution.

Xero / Hubdoc

This data processor does the following activities for us: Provide cloud based accounting and bookkeeping software.

HM Revenue & Customs

This data processor does the following activities for us: Processes information relating to our clients’ tax affairs

Autoentry

This data processor does the following activities for us: Processes information relating to our clients’ invoices and bank statements.

True Potential / NEST

This data processor does the following activities for us: Provides workplace pensions solutions for our clients and their employees.

Netserve

This data processor does the following activities for us: Our IT and cyber security provider providing IT support, cloud based backup and email solutions.

Dropbox

This data processor does the following activities for us: Provides online storage.

Engager

This data processor does the following activities for us: Provides us with a solution for our client database, accounts and tax production software and provides anti-money laundering services.

Microsoft

This data processor does the following activities for us: Provides us with email services.

Stripe

This data processor does the following activities for us: Provides us a card payment service. 

MJ Bowers

This data processor does the following activities for us: Provides us with a confidential document shredding service. 

Others we share personal information with

  • Relevant regulatory authorities

  • Professional consultants

  • Organisations we’re legally obliged to share personal information with

  • Other relevant third parties:

    • HM Revenue & Customs

    • True Potential / NEST

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Xero

Category of recipient: Online cloud accounting

Country the personal information is sent to: New Zealand and United States

How the transfer complies with UK data protection law: Xero complies with UK data protection law (the Data Protection Act 2018 and UK GDPR) by utilising bank-grade encryption, establishing robust Data Processing Agreements (DPAs), and giving businesses granular control over access rights to meet their Data Subject Rights obligations.

Organisation name: Dropbox

Category of recipient: Online cloud storage

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Dropbox complies with UK data protection law (UK GDPR and the Data Protection Act 2018) by adhering to strict Data Privacy Framework (DPF) Principles for international transfers, implementing ISO 27018 privacy standards, and maintaining comprehensive controls for data access, breach notification, and user rights.

Organisation name: Microsoft

Category of recipient: Email provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: Microsoft aligns its services with the UK GDPR and the Data Protection Act 2018 through local data residency, strict contractual data processing terms, and advanced encryption.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: office@dorsetaccountancy.com

Post: Dorset Accountancy Limited Unit 2.11, City & Provincial House, Surrey Close, Weymouth DT4 9GD

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint