Privacy Policy
1. Introduction
Ola Accountancy (“we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. By engaging our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this Privacy Policy, please do not use our services.
2. Information We Collect
We collect both personal and non-personal information necessary to provide our accountancy services, including but not limited to:
Personal Identifiable Information (PII): Full name, address, email, phone number, date of birth, National Insurance number, financial information, tax details, and company registration numbers.
Non-Personal Information: Log data, usage patterns, and anonymized financial data that do not directly identify you.
Information is collected through direct interaction (e.g., when you sign a service contract), and through communication channels like email, phone, or online forms.
3. How We Use Your Information
The information we collect is used for:
Providing and managing our accountancy services.
Processing your financial transactions.
Communicating with you regarding your account, invoices, and tax returns.
Complying with legal obligations (e.g., anti-money laundering laws).
Improving our services and ensuring legal compliance.
4. Legal Basis for Processing Personal Data
We rely on the following legal grounds to process your data:
Performance of a Contract: To provide you with the services you request.
Legal Obligations: To comply with legal and regulatory requirements, including HMRC filings and anti-money laundering obligations.
Legitimate Interests: To improve our services and protect our business from fraud or unlawful activity.
Consent: Where we ask for explicit consent to process your data, for example, for marketing purposes.
5. Data Security and Protection
We take reasonable and appropriate technical and organizational measures to protect your personal data from unauthorized access, use, disclosure, or destruction. However, no system is completely secure, and while we strive to use the best security measures, we cannot guarantee absolute security of your data.
6. Data Retention
We will retain your personal data only as long as necessary to fulfil the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Typically, financial data will be held for a minimum of 6 years as required by UK law.
7. Your Rights
You have certain rights regarding your personal data, including the right to:
Access: Request a copy of the personal data we hold about you.
Rectification: Correct any inaccurate data or complete any incomplete data.
Erasure: Request the deletion of your personal data in certain circumstances.
Restrict Processing: Ask us to suspend the processing of your data in certain scenarios.
Data Portability: Receive a copy of your data in a machine-readable format.
Withdraw Consent: Withdraw your consent where we rely on it as a legal basis for processing.
8. Third-Party Sharing
We do not sell or trade your personal information. We may share your data with trusted third parties to provide services on our behalf, such as:
HMRC, for tax filings and compliance.
Cloud storage providers for secure data management.
Payment processors for invoicing and transaction processing.
All third-party service providers must comply with this Privacy Policy and are subject to confidentiality obligations.
9. Liability Disclaimer
While we implement comprehensive data protection measures, Ola Accountancy disclaims liability for:
Any unauthorized access or breaches that occur despite our protective measures, unless such incidents are due to our gross negligence or willful misconduct.
Losses incurred due to the incorrect filing of tax returns or other financial documents if such errors arise from inaccurate or incomplete information provided by the client.
Any loss or damage resulting from the improper or unauthorized use of your information that is beyond our control.
10. Cookies
We may use cookies or similar tracking technologies on our website to enhance your user experience. You can choose to disable cookies in your browser settings, but this may affect the functionality of our website.
11. Marketing
We may use your contact information to send you updates and information about our services. You can opt-out of marketing communications at any time by following the instructions in the communication or contacting us directly.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website, and we encourage you to review the policy regularly.
13. Governing Law
This Privacy Policy is governed by the laws of England and Wales. By using our services, you agree that any dispute arising from the use of your data will be subject to the exclusive jurisdiction of the courts of England and Wales.
14. Contact Us
If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at:
Ola Accountancy
Email: [email protected]
Phone: 03301331886
Address: 86-90 Paul Street, London , EC2A 4NE