Privacy Policy

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PRIVACY POLICY

1. Introduction

1.1

Rise Accountancy Solutions Ltd ("we", "us", "our") is committed to protecting the privacy and security of the personal information entrusted to us. We recognise the importance of safeguarding personal data and ensuring that it is processed lawfully, fairly, and transparently.

1.2

This Privacy Policy explains how we collect, use, store, share, and protect personal information obtained through our website, our services, and our communications with clients, prospective clients, suppliers, and other individuals.

1.3

For the purposes of UK data protection legislation, including the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, the data controller is:

Rise Accountancy Solutions Ltd
Units 11 & 12 Baldock Industrial Estate
London Road
Baldock
Hertfordshire
SG7 6NG
United Kingdom

1.4

References to our "Group" include Rise Accountancy Solutions Ltd, any parent undertaking, subsidiary undertaking, and associated companies as defined under Section 1159 of the Companies Act 2006.

2. Information We Collect

2.1

We may collect, process, and store personal information that you provide directly to us.

2.2

The personal information we collect may include:

a) Full name;

b) Residential or business address;

c) Email address;

d) Telephone number;

e) Company information;

f) Financial and taxation information required for the provision of our services;

g) Identification and verification documents required for anti-money laundering compliance;

h) Information provided through forms, emails, telephone conversations, meetings, or other communications.

2.3

When you visit our website, we may automatically collect certain technical information, including:

a) IP address;

b) Browser type and version;

c) Device information;

d) Operating system;

e) Geographic location data;

f) Website usage statistics;

g) Referral sources;

h) Pages viewed and navigation activity.

2.4

We may also retain records of communications made through our website, email, telephone systems, online forms, and live chat services.

3. How We Use Your Information

3.1

We use personal information only where we have a lawful basis to do so.

3.2

Personal information may be used for the following purposes:

a) Providing accounting, taxation, bookkeeping, payroll, advisory, and related professional services;

b) Managing client relationships and communications;

c) Preparing and submitting statutory filings and tax returns;

d) Verifying identity and carrying out anti-money laundering checks;

e) Managing billing, invoicing, and payment collection;

f) Responding to enquiries and requests;

g) Providing documents, reports, guides, or information you have requested;

h) Administering and improving our website and business operations;

i) Monitoring website performance and security;

j) Detecting and preventing fraud or unauthorised activity;

k) Complying with legal and regulatory obligations;

l) Establishing, exercising, or defending legal rights and claims;

m) Sending marketing communications where permitted by law or where consent has been obtained.

3.3

You may opt out of marketing communications at any time by contacting us or using the unsubscribe facility included in our communications.

4. Lawful Basis for Processing

4.1

We process personal information under one or more of the following lawful bases:

a) Performance of a contract;

b) Compliance with legal obligations;

c) Legitimate interests pursued by our business;

d) Consent, where required.

4.2

As an accountancy practice, much of the personal information we process is necessary to fulfil contractual obligations, meet taxation requirements, comply with anti-money laundering legislation, and satisfy professional and regulatory obligations.

5. Disclosure of Personal Information

5.1

We may disclose personal information to employees, consultants, and authorised personnel where reasonably necessary to perform their duties.

5.2

We may share information with companies within our Group where required for operational purposes.

5.3

We may disclose personal information where:

a) Disclosure is required by law;

b) Disclosure is required by a court, regulator, or governmental authority;

c) Disclosure is necessary for legal proceedings;

d) Disclosure is necessary to establish, exercise, or defend legal rights;

e) Disclosure is required to prevent fraud or financial crime.

5.4

Except as set out in this policy, we will not sell, rent, or otherwise disclose personal information to third parties for their own marketing purposes.

6. Third-Party Service Providers

6.1

To support the delivery of our services, we may engage trusted third-party providers who process information on our behalf.

6.2

These providers may include:

a) Cloud storage providers;

b) Accounting and bookkeeping software providers;

c) Payroll software providers;

d) Customer relationship management (CRM) providers;

e) Email and communication service providers;

f) IT support and cybersecurity providers;

g) Payment processing providers;

h) Professional advisers and consultants.

6.3

Examples of software and platforms we may use include Xero, QuickBooks, Dext, Hubdoc, Microsoft 365, and other similar business systems.

6.4

All third-party processors are required to implement appropriate security measures and process personal information in accordance with applicable data protection laws.

6.5

Where personal information is transferred outside the United Kingdom, appropriate safeguards will be implemented to protect that information.

7. Data Retention

7.1

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.

7.2

As an accountancy practice, we generally retain client records and associated personal information for a period of seven (7) years following the conclusion of our engagement.

7.3

We may retain information for longer periods where:

a) Required by law;

b) Required by a regulatory authority;

c) Necessary for legal proceedings;

d) Necessary to establish, exercise, or defend legal rights.

7.4

When personal information is no longer required, it will be securely deleted, anonymised, or destroyed.

8. Security of Personal Information

8.1

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, misuse, loss, alteration, or disclosure.

8.2

Security measures may include:

a) Password-protected systems;

b) Secure cloud storage;

c) Firewall protection;

d) Access controls;

e) Staff training and confidentiality obligations.

8.3

Whilst we take reasonable precautions, no method of internet transmission can be guaranteed to be completely secure.

8.4

Where login credentials are issued, you are responsible for maintaining their confidentiality.

9. Cookies

9.1

Our website may use cookies and similar technologies to improve functionality, analyse website traffic, and enhance user experience.

9.2

Visitors will be given the opportunity to manage cookie preferences when visiting our website.

9.3

Further information regarding cookies can be found within our Cookie Policy.

10. Your Rights

10.1

Under UK data protection legislation, you may have the right to:

a) Request access to your personal information;

b) Request correction of inaccurate information;

c) Request erasure of personal information;

d) Request restriction of processing;

e) Object to processing;

f) Request data portability where applicable;

g) Withdraw consent where processing relies on consent.

10.2

We may request proof of identity before responding to any request relating to personal information.

10.3

Requests relating to your personal information should be submitted using the contact details provided in Section 14.

11. Third-Party Websites

11.1

Our website may contain links to external websites operated by third parties.

11.2

We are not responsible for the privacy practices, security, or content of external websites and encourage you to review their privacy policies before providing personal information.

12. Changes to This Privacy Policy

12.1

We reserve the right to amend this Privacy Policy at any time.

12.2

Any changes will be published on our website and will take effect immediately upon publication unless otherwise stated.

12.3

We recommend reviewing this Privacy Policy periodically to remain informed about how we protect personal information.

13. ICO Registration

13.1

Rise Accountancy Ltd is registered with the Information Commissioner's Office under registration number ZC165241.

13.2

We are committed to complying with the UK GDPR, the Data Protection Act 2018, and all applicable data protection legislation.

14. Contact Information and Complaints

14.1

If you have any questions regarding this Privacy Policy or how your personal information is processed, please contact us:

Rise Accountancy Solutions Ltd
Units 11 & 12 Baldock Industrial Estate
London Road
Baldock
Hertfordshire
SG7 6NG

14.2

You may contact us:

a) By post using the address above;

b) Through our website contact form;

c) By telephone using the number published on our website;

d) By email using the contact details published on our website;

e) Through any online chat or messaging facility made available on our website.

14.3

If you are dissatisfied with our handling of your personal information, please contact us first so that we have the opportunity to resolve your concerns.

14.4

You also have the right to lodge a complaint with the Information Commissioner's Office.