TERMS/POLICIES

Steps we have taken in readiness for GDPR:

Oxygen Accountancy have been actively working on our GDPR strategy for a number of months and have taken specialist advice in order to help us become compliant with this new legislation. Some of the actions that we have taken so far are as follows:

We have undertaken a comprehensive ‘Information Audit’ to assess what personal information we hold and to identify any ‘risk factors’ regarding the processing and retention of data.

We have updated our own internal Data Retention Policy and associated documents.

We have updated our Privacy Notice to give detailed information about what items of data we collect from our clients, the purpose for which this is used, and where and for how long this data is stored.

We have updated the Cookie Policy on our website.

We have carried out comprehensive staff training to cover all aspects of our new GDPR related policies and procedures.

We have conducted a review of the security of the systems used to host our data, (Microsoft 365) and have taken steps to confirm that this is GDPR compliant.

We have updated our policy on dealing with Subject Access Requests and have carried out staff training to deal with such requests.

Oxygen Accountancy Privacy Policy

In compliance with UK and European data protection regulations, this privacy policy explains what personal information we collect from you when you visit our website or are a recipient of our services.

Oxygen Accountancy is committed to processing personal information about its clients in ways that comply with its legal and regulatory obligations, and to being clear with clients about what it does with their personal information.

Data collection

Oxygen Accountancy may collect personal information which we receive when:

you use our services

you contact us or

you are a recipient of our services.

We may collect the following types of information:

your name, address, email address, telephone number(s) and other contact details

information required to provide you with a service (eg. national insurance number, bank details, tax information etc), and details of our services that you have used

your company’s name, your position in the company; the company’s address, company’s email address and telephone number

your payment information such as credit or debit card details and bank account details.

Why do we collect this information?

We collect your personal information to:

provide you with services that you may request from us.

meet our legal and regulatory obligations.

How do we collect this information?

We collect personal information:

directly from clients: e.g. when a client signs up to receive our services or from publicly available sources: eg. internet services and governing bodies, ie Companies House.

We are committed to keeping your information up to date as far as is reasonably possible. However, if you believe that we have made an error, then please contact us as we have outlined below and we will use reasonable endeavours to correct.

Data Security

Oxygen Accountancy is committed to keeping clients’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.

We may need to transfer personal information to third parties located outside the UK. If we do, we will ensure that information is protected to a level which meets the requirements of UK law.

Third party access

Access to your personal information is only allowed when required by law or is required as part our fulfilling our service obligations. We do not, and will never, sell or share your personal information with other third parties.

How long do we keep personal information?

We will only retain clients and relevant individuals personal information for as long as it needs it to carry out a particular purpose or meet a particular obligation.

Website cookies

A cookie is a small text file which is sent from the website to your computer. It contains information about you as a user on the website to personalise your experience. For example, to determine if you are a registered user and, if so, allow you access to registration protected areas of the site or the correct user profile.

Session cookies are only stored for the duration of your visit to the website and will be removed when the browser window is closed. For example, when you close your browser window the relevant authentication cookie is removed and you will need to login again the next time you visit the website.

Permanent cookies are stored for a period of time and are used to identify you when you return to the site. For full details of our website cookies policy please contact us.

Marketing

If you have consented to receive marketing information, you may opt out at a later date by writing to us at info@oxygenaccountancy.co.uk You have a right at any time to stop us from contacting you for marketing purposes.

Links to other websites:

Our website may contain links to other websites of interest. However, you should note that we do not have any control over these other websites. Once you have used any of these links to leave our site, therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement.

Access to personal information

You are able to request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. To make a request for any personal information we may hold, we need you to contact us by writing to the address provided below:

Data Protection Officer

Oxygen Accountancy
2 The Coach House
Hatton House
Warwick
CV35 7LD

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

How to contact us:

Please contact us if you have any questions about our privacy policy or about information we hold about you:

By email: info@oxygenaccountancy.co.uk

Or write to us:

Oxygen Accountancy
2 The Coach House
Hatton House
Warwick
CV35 7LD