PRIVACY NOTICE
This notice explains what information Idris Davies Ltd collects, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we will recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who am I?
Idris Davies Ltd take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z7093950 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mrs Lorna Scott, Telephone number 01242 226026, email lorna@idrisdavies.co.uk.
Any questions relating to this notice and our privacy practices should be sent to lorna@idrisdavies.co.uk.
How we collect information from you and what information I collect
We collect the following information about you:-
• Full name, email address, telephone number, address, and payment terms
Why we need this information about you and how it will be used
We need your information and will use your information:-
• To enable us to supply you with the services and information you may request
• To help you manage your account and payments of invoices
• To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer
• To contact you in order to send you details of any changes to our or supplies which may affect you; and
• For all other purposed consistent with the proper performance of our operations and business
Sharing of Your information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on the our behalf, within the UK. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
• If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners
• If we enter into an agreement with a Managing Agent to undertake responsibilities on our behalf.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA.
Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.
• Your full name, address, telephone number and email address is stored on our cloud data accounts system, “Xero”. Any scanned invoices which have been issued by you are retained here for six years as required by HMRC.
• Your full name, address, telephone number and email address is stored on our cloud data tenancy system, “Arthur”.
• A paper copy of your invoices will be held on file within the office.
The cloud systems are password protected and can be accessed by Idris Davies Ltd, our accountants, Paish Tooth and the system providers of Arthur and xero. All paper records are held in locked filing cabinets and access to all pc’s / laptops is password protected. Our office is locked securely out of office hours. During office hours, access may only be gained to our building through an electronic door entry system.
How long we will keep your information
Personal data is not stored for any longer than it is reasonably required.
• Any financial invoices/term of payments/copy account applications will be retained for six years as required by HMRC and then securely destroyed
• Your personal details will be retained on our cloud data systems “Xero and Arthur” for six years after the end of your lease as required for a limited company by HMRC.
• Service charge invoices and accounts will be kept for six years as required by HMRC for a limited company.
We will review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Your rights
You have the right at any time to:
• Ask for a copy of the information about you held by us in our records
• Require us to correct any inaccuracies in your information
• Make a reasonable request to us to delete personal data of yours we hold; and
• Object to receiving any marketing communications from us
If you would like to exercise any of your rights above please contact me at lorna@idrisdavies.co.uk
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England Wales
Information Commissioner’s Office Information Commissioner’s Office
Wycliffe House, Water Lane 2nd Floor, Churchill House
Wilmslow, Cheshire Churchill Way, Cardiff
SK9 5AF CF10 2HH
Telephone: 0303 123 1113 Telephone: 029 2067 8400
Email: casework@ico.org.uk Email: wales@ico.org.uk
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.