Privacy Policy (GDPR)

 Version 3.0 | Dated: 30/10/2024

This policy applies to the following business:

• Excel Accounting Solutions, the trading name of Excel Accounting Solutions Ltd. Excel Accounting Solutions Ltd is a private limited company registered at 119 Belgrave Avenue, Gidea Park, Romford, Essex, England, RM2 6PS. The company provides accounting, auditing, bookkeeping, and tax consultancy services in the UK.

This privacy policy explains how we use any personal information we collect about you, both as an organization and when you use our website or wider services. For additional details about how we handle the privacy of job applicants, please contact us at privacy@excelaccountancy.co.uk.

Personal data refers to any information about a natural person that makes them identifiable. This includes but is not limited to:

• Names and contact details (e.g., email addresses and phone numbers)
• KYC Identity documents (e.g., passports or driving licenses)
• National Insurance numbers
• Payroll and accounting data (e.g., P60/P45 details)
• Personal tax/HMRC details
• Unique Tax Reference numbers
• Bank account details and statements
• Credit or debit card information
• Credit history (where applicable and necessary)
• Employment history
• Employee identification numbers

Sensitive personal data includes the above but also covers information such as genetic and biometric data. While we do not process sensitive data apart from identity document photos (e.g., passports), it may include:

• Religious or philosophical beliefs
• Political opinions
• Racial or ethnic origin
• Medical conditions
• Criminal convictions
• Biometric data (e.g., passport photographs)

The Data Controller is the person or organization that determines the purposes and means of processing personal data.

• The Data Controller for this policy is Excel Accounting Solutions Ltd, registered at 119 Belgrave Avenue, Gidea Park, Romford, Essex, RM2 6PS.
• The Data Protection Officer (DPO) is Dominic Jayaratne, reachable at dominic@excelaccountancy.co.uk or by telephone at 01708 704775.

A Data Processor is a person or organization that processes personal data on behalf of the Data Controller.

Data processing involves any operation performed on personal data, such as collection, recording, storage, use, or erasure. Examples include:

• Organizing and structuring data
• Retrieving or consulting data
• Sharing or disseminating data
• Erasing or destroying data

• B2B: Incorporated entities such as LTDs, partnerships, sole traders, and government institutions.
• B2C: Private clients, sole traders, and unincorporated partnerships.

As a Data Controller, Excel Accounting Solutions is bound by the GDPR. We may collect, use, and process information about you to:

• Provide services outlined in our Letter of Engagement and supporting schedules
• Ensure compliance with legal and regulatory requirements
• Perform statutory returns
• Update and enhance client records
• Conduct credit checks (where applicable)
• Prevent crime and fraud

We collect information through:

• Website forms (e.g., inquiries, event registrations, surveys, or feedback)
• Cookies to analyze website usage and improve user experience

Cookies are small text files stored on your computer to track website activity. You can disable cookies through your browser settings, but this may affect website functionality. For more details, visit aboutcookies.org.

We may use Google Analytics in the future to collect anonymous data about how visitors use our website. This data is used solely for improving website functionality and user experience. Google’s privacy policy is available at http://www.google.com/intl/en/policies/privacy.

We take your privacy seriously and will only use your personal information to provide the requested services. Our lawful basis for processing your data includes:

• B2B Clients: Legitimate interests (e.g., delivering services without compromising your rights or interests).
• B2C Clients: Contractual necessity (e.g., fulfilling service agreements or employment contracts).

We may share your information with third-party providers, agents, or subcontractors to deliver services on our behalf. These parties are contractually obligated to keep your data secure and use it solely for the specified purpose.

In rare cases, your data may be transferred outside the European Union (EU). We ensure appropriate safeguards are in place, such as:

• Ensuring third-party providers comply with GDPR standards (e.g., Privacy Shield-certified organizations in the US).
• Applying robust security measures to protect your privacy.

We prioritize the security of your personal information through:

• Secure systems for storing sensitive data
• Regular audits and updates to maintain data integrity

Please note that while we strive to protect your data, transmitting information over the internet carries inherent risks.

You can request a copy of the information we hold about you by submitting a Subject Access Request (SAR). Contact us at:

• Email: privacy@excelaccountancy.co.uk
• Mail: Excel Accounting Solutions Ltd, 119 Belgrave Avenue, Gidea Park, Romford, Essex, RM2 6PS

You have the right to:

• Correct inaccurate information
• Request data deletion ("Right to be Forgotten")

You can request your data in a structured, machine-readable format for transmission to another controller.

You can object to data processing under certain conditions. We will honor your request unless there are compelling legitimate grounds to continue.

If you believe your data has been processed improperly, you can file a complaint with the UK Information Commissioner’s Office (ICO). We will keep you updated on the progress and outcome of your complaint.

This policy is reviewed regularly to ensure compliance with GDPR. The current version is 3.0, last updated on 30/10/2024.

For any questions or concerns about this policy, please contact:

• Email: privacy@excelaccountancy.co.uk
• Mail: The DPO, Excel Accounting Solutions Ltd, 119 Belgrave Avenue, Gidea Park, Romford, Essex, RM2 6PS