This privacy statement is a summary of our Privacy Policy and will explain how we uses the personal data we collect from you when you use our website.

What data do we collect?

Personal identification information (Name, email address, phone number, etc.)

How do we collect your data?

You directly provide PD Marfleet Accounting with most of the data we collect. We collect data and process data when you:

Register online or place an order for any of our products or services.

Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.

Use or view our website via your browser’s cookies.

Contact us via email or phone.

We may also receive your data indirectly from the following sources:

ExpensePlus accounting software.

Our Company collects your data so that we can:

Process the work you are hiring us to do.

Manage your account.

Email you with special offers on other products and services we think you might like.

How do we store your data?

PD Marfleet Accounting securely stores your data in Microsoft Office 365 business.

We will keep the data we hold in Office 365 for 2 years after you cease to be an an active client. Once this time period has expired, we will delete your data.

We will keep email records for 7 years after you cease to be an active client, after which they will automatically be deleted.

Marketing

We may like to send you information about products and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop PD Marfleet Accounting from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email us here.

What are your data protection rights?

PD Marfleet Accounting would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request PD Marfleet Accounting for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that PD Marfleet Accounting correct any information you believe is inaccurate. You also have the right to request PD Marfleet Accounting to complete the information you believe is incomplete.

The right to erasure – You have the right to request that PD Marfleet Accounting erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that PD Marfleet Accounting restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to PD Marfleet Accounting’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that PD Marfleet Accounting transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email here.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology. We uses cookies to help us understanding how you use our website.

How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The PD Marfleet Accounting website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

PD Marfleet Accounting keeps its privacy policy under regular review and places any updates on this web page. The current privacy policy was last updated on 27 Jul 2023

How to contact us

If you have any questions about PD Marfleet Accounting’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us here

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that PD Marfleet Accounting has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.

Introduction

PD Marfleet Accounting needs to gather and use certain information about individuals. These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact. This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

Why this policy exists

This data protection policy ensures PD Marfleet Accounting:

Complies with data protection law and follow good practice

Protects the rights of staff, customers and partners

Is open about how it stores and processes individuals’ data

Protects itself from the risks of a data breach

Data protection law

The Data Protection Act 2018 describes how organisations — including PD Marfleet Accounting — must collect, handle and store personal information. These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. The Data Protection Act is underpinned by eight important principles. These say that personal data must:

Be processed fairly and lawfully

Be obtained only for specific, lawful purposes

Be adequate, relevant and not excessive

Be accurate and kept up to date

Not be held for any longer than necessary

Processed in accordance with the rights of data subjects

Be protected in appropriate ways

Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection People, risks and responsibilities

Policy scope

This policy applies to all staff of PD Marfleet Accounting and all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 2018. This can include:

Names of individuals

Postal addresses

Email addresses

Telephone numbers

…plus any other information relating to individuals

Data protection risks

This policy helps to protect PD Marfleet Accounting from some very real data security risks, including:

Breaches of confidentiality. For instance, information being given out inappropriately.

Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.

Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.

Responsibilities

Everyone who works for or with PD Marfleet Accounting has some responsibility for ensuring data is collected, stored and handled appropriately. Each team that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles. However, Pete Marfleet is ultimately responsible for ensuring that PD Marfleet Accounting meets its legal obligations. Peter Marfleet acts as the Data Protection Lead and is responsible for:

Keeping updated about data protection responsibilities, risks and issues.

Reviewing all data protection procedures and related policies, in line with an agreed schedule.

Arranging data protection training and advice for the people covered by this policy.

Handling data protection questions from anyone else covered by this policy.

Dealing with requests from individuals to see the data holds about them (also called ‘subject access requests’).

Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

Performing regular checks and scans to ensure security hardware and software is functioning properly.

Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

Approving any data protection statements attached to communications such as emails and letters.

Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.

General staff guidelines

The only people able to access data covered by this policy should be those who need it for their work. Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers. PD Marfleet Accounting will provide training to all employees to help them understand their responsibilities when handling data. Employees should keep all data secure, by taking sensible precautions and following the guidelines below. In particular, strong passwords must be used and they should never be shared. Personal data should not be disclosed to unauthorised people, either within the company or externally. Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of. Employees should request help from their line manager or the data protection lead if they are unsure about any aspect of data protection.

Data storage

These rules describe how and where data should be safely stored. When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it. These guidelines also apply to data that is usually stored electronically but has been printed out for some reason: When not required, the paper or files should be kept in a locked drawer or filing cabinet. Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer. Data printouts should be shredded and disposed of securely when no longer required. When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts Data should be protected by strong passwords that are changed regularly and never shared between employees. If data is stored on removable media (like a memory sticks), these should be kept locked away securely when not being used. Data should only be stored on PD Marfleet’s designated drives and servers (PD Marfleet’s business laptop drives and backup drives) , and should only be uploaded to an approved cloud computing services (PD Marfleet’s Office 365 Business account). Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures. All servers and computers containing data should be protected by approved security software and a firewall.

Data use

Personal data is of no value to PD Marfleet Accounting unless the business can make use of it. However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft: When working with personal data, employees should ensure the screens of their computers are always locked when left unattended. Personal data should not be shared informally. Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.

Data accuracy

The law requires PD Marfleet Accounting to take reasonable steps to ensure data is kept accurate and up to date. The more important it is that the personal data is accurate, the greater the effort PD Marfleet Accounting should put into ensuring its accuracy. It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible. Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets. Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call. PD Marfleet Accounting will make it easy for data subjects to update the information holds about them. Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.

Subject access requests

All individuals who are the subject of personal data held by PD Marfleet Accounting are entitled to:

Ask what information the company holds about them and why.

Ask how to gain access to it.

Be informed how to keep it up to date.

Be informed how the company is meeting its data protection obligations.

If an individual contacts the company requesting this information, this is called a subject access request. Subject access requests from individuals should be made by email, addressed to the data controller at PD Marfleet Accounting. The data controller can supply a standard request form, although individuals do not have to use this. Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days. The data controller will always verify the identity of anyone making a subject access request before handing over any information.

Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, PD Marfleet Accounting will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from legal advisers where necessary.

Providing information

PD Marfleet Accounting aims to ensure that individuals are aware that their data is being processed, and that they understand how the data is being used and how to exercise their rights To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.