Privacy Notice Simplr Accounting
01 · At a Glance
A plain-English summary of how we handle your personal data. The longer, more detailed notice follows on the next pages.
Simplr Accounting are the data controllers. The firm’s Data Protection Officer is Daniel Spraggon, who can be contacted via email at [email protected].
We collect the data you give us and which we receive from your employer or colleagues, your customers, your employer’s other advisers, Credit Reference Agencies, Local Authorities, HMRC, LinkedIn, Facebook, and X.
We use your personal data to set up and manage our relationship with your employer, to carry out required checks, to meet professional obligations and to comply with the law. This may include informing HMRC, your employer, your spouse or partner, the police and others.
Your data is stored on the systems we use, including cloud-based systems. On some occasions, we may have to use services outside of the United Kingdom or EU. When this occurs, we will put in place all measures required by law.
We share data with our insurers, external parties we use to provide us with services, and various local and national authorities.
We keep your data for the period we have a relationship with your employer plus 7 years, unless there are reasons to retain it for longer.
You have the right of access to your data, to rectify it, to challenge or block its use, to its erasure, to move it to another provider, and to withdraw consent. You can access these rights by contacting us above. We do not use automated profiling.
Privacy Notice Simplr Accounting
02 · Full Notice
The Data Protection Act 2018 (“DPA 2018”) and the General Data Protection Regulation (“GDPR”) impose certain legal obligations in connection with the processing of personal data.
Simplr Accounting is a data controller within the meaning of the GDPR and we process personal data. The firm’s Data Protection Officer is Daniel Spraggon and can be contacted via email at [email protected].
We may amend this privacy notice from time to time. If we do so, we will supply you with and/or otherwise make available to you a copy of the amended privacy notice.
Where we act as a data processor on behalf of a data controller (for example, when processing payroll), we provide an additional schedule setting out required information as part of that agreement. That additional schedule should be read in conjunction with this privacy notice.
We intend to process personal data for the following purposes:
Our intended processing of personal data has the following legal bases:
It is a requirement of our contract with you that you provide us with the personal data that we request. If you do not provide the information that we request, we may not be able to provide professional services to you or your employer. If this is the case, we will not be able to commence acting or will need to cease to act.
Privacy Notice Simplr Accounting
03 · Sharing & Transfers
We may share your personal data with:
If the law allows or requires us to do so, we may share your personal data with:
We may need to share your personal data with the third parties identified above in order to comply with our legal obligations, including our legal obligations to you and/or your employer, and for our and others’ legitimate interests including those of society as a whole. If you ask us not to share your personal data with such third parties, we may need to cease to act.
We use certain cloud-based systems to handle your personal data, including Apron, Adfin, Engager.app, Office 365, Outlook, QuickBooks, Sage, Xama AML, Xero, and Coconut. This list is not exhaustive. If you need more information, contact Daniel Spraggon.
We use servers in the UK/EEA to process your personal data.
However, there may be occasions when we, or our third party suppliers, have to use services that host your information outside the United Kingdom, European Union, or other approved countries. When this occurs, we will use reputable suppliers that have gone through information security due diligence, have contractual clauses about the required standard of data processing, and meet legally approved requirements that your information is looked after to a standard as if it were in the UK. For more information about this please contact us using the Contact Us section.
Privacy Notice Simplr Accounting
04 · Data Retention
When acting as a data controller and in accordance with recognised good practice within the tax and accountancy sector, we will retain all of our records relating to you as follows:
Our contractual terms provide for the destruction of documents after 7 years, and therefore agreement to the contractual terms is taken as agreement to the retention of records for this period, and to their destruction thereafter.
You are responsible for retaining information that we send to you, and this will be supplied in the form agreed between us. Documents and records relevant to your employer’s tax affairs are required by law to be retained as follows:
Where we act as a data processor as defined in DPA 2018, we will delete or return all personal data to the data controller as agreed with the controller, 7 years after the termination of the contract.
Privacy Notice Simplr Accounting
05 · Access & Rectification
You have a right to request access to your personal data that we hold. Such requests are known as ‘subject access requests’ (“SARs”). Please provide all SARs in writing, marked for the attention of Daniel Spraggon.
To help us provide the information you want and deal with your request more quickly, you should include enough details to enable us to verify your identity and locate the relevant information. For example, you should tell us:
If you do not have a National Insurance number, you must send a copy of your passport or driving licence, and a recent utility bill.
DPA 2018 requires that we comply with a SAR promptly and in any event within one month of receipt. There are, however, some circumstances in which the law allows us to refuse to provide access to personal data in response to a SAR (e.g. if you have previously made a similar request and there has been little or no change to the data since we complied with the original request).
We will not charge you for dealing with a SAR unless your requests become too frequent, too extensive, or are made for reasons other than a genuine request for your data.
You can ask someone else to request information on your behalf — for example, a friend, relative or solicitor. We must have your authority to respond to a SAR made on your behalf. You can provide such authority by signing a letter which states that you authorise the person concerned to write to us for information about you, and/or receive our reply.
Where you are a data controller and we act for you as a data processor (e.g. by processing payroll), we will assist you with SARs on the same basis as set out above.
You have a right to obtain the rectification of any inaccurate personal data concerning you that we hold. You also have a right to have any incomplete personal data that we hold about you completed. Should you become aware that any personal data we hold about you is inaccurate or incomplete, please inform us immediately so we can correct or complete it.
Privacy Notice Simplr Accounting
06 · Further Rights & Contact
In certain circumstances you have a right to have the personal data that we hold about you erased. Further information is available on the ICO website (www.ico.org.uk). If you would like your personal data to be erased, please inform us immediately and we will consider your request. In certain circumstances we have the right to refuse to comply with a request for erasure. If applicable, we will supply you with the reasons for refusing your request.
In certain circumstances you have the right to ‘block’ or suppress the processing of personal data, or to object to the processing of that information. Further information is available on the ICO website (www.ico.org.uk). Please inform us immediately if you want us to cease to process your information, or you object to processing, so that we can consider what action, if any, is appropriate.
In certain circumstances you have the right to be provided with the personal data that we hold about you in a machine-readable format, e.g. so that the data can easily be provided to a new professional adviser. Further information is available on the ICO website (www.ico.org.uk).
The right to data portability only applies:
We will respond to any data portability requests made to us without undue delay and within one month. We may extend the period by a further two months where the request is complex or a number of requests are received, but we will inform you within one month of the receipt of the request and explain why the extension is necessary.
Where you have consented to our processing of your personal data, you have the right to withdraw that consent at any time. Please inform us immediately if you wish to withdraw your consent. Please note:
We do not intend to use automated decision-making in relation to your personal data.
If you have requested details of the information we hold about you and you are not satisfied with our response, or you think we have not complied with the GDPR or DPA 2018 in some other way, you can contact us at [email protected].
If you are not satisfied with our response, you have a right to lodge a complaint with the ICO (www.ico.org.uk).