Melvyn
F. Oarton & Co.
Data
Protection Privacy Notice
This privacy notice sets out how we
will process personal data we collect from or about you, or which you provide
to us. Please read this notice carefully to understand why data is being
collected and what we do with that data.
Our website and services may contain
links to independent websites which are not provided by us. Such independent
sites are not under our control, and we are not responsible for and have not
checked and approved their content or their privacy policies.
We may change the privacy notice from
time to time by amending this page.
For the purpose of the Data
Protection Act 1998 and General Data Protection Regulation EU 2016/679, the
data controller is Melvyn F. Oarton & Co. Ltd. Practising as Melvyn F.
Oarton & Co. a company registered in England under company number: 04552879 whose registered address Marshside, Chulmleigh Devon EX18 7BD.
What Type of Information will we Collect from You?
The personal information we collect
from you will typically include the following:
·
Full name
and contact details (including your contact number, email and postal address)
·
Information
relating to your identity where we are required by law to collect this to
comply with the Money Laundering Regulations 2017 and the Immigration Act
·
Information
on your close connections where we are required to conduct conflicts of
interests under regulatory obligations
·
The
information necessary for the preparation of your accounts, tax returns and
other statutory returns which you have the completion of which you have
delegated to us, along with any other information required for the purposes for
which we have been appointed, as detailed in the letter of engagement which you
have provided to us
·
Your
banking details where required
·
Details
about your areas of interest, where we wish to send you marketing information
about similar products and services
·
Your
communications with us, including a record of the email or telephone
correspondence created when you contact us as part of a product or service
query
·
Where we
need to collect personal data by law (for example to meet our obligations to
prevent fraud and money laundering) or under the terms of a contract we have
with you and you fail to provide that data when requested, we may not be able
to perform the contract we have or are trying to enter into with you (for
example, to provide you with our services). In this case, we may have to cancel
a product or service you have with us, but we will notify you if this is the
case at the time.
On What Basis can we Process Your Information?
The legal grounds under data
protection legislation for processing your personal data are as follows:
·
It is
necessary for the performance of a contract to which you are a party, or to
take steps prior to entering into a contract with you, for us to provide you
with our services
·
You have
given us explicit consent to the processing of your personal data for one or
more specific purposes, namely 1) where you have given us consent to receive
electronic marketing by us and/or 2) to process your Special Category Personal
Data described above. You do not need to provide us with marketing consent in
order to receive our services
·
It is
necessary for the purposes of our legitimate interests, except where our
interests are overridden by the interests, rights or freedoms of affected
individuals and organisations (such as you). To determine this we shall
consider a number of factors, such as what you were told at the time you
provided your data, what your expectations are about the processing of the
data, the nature of the data, and the impact of the processing on you. Our
legitimate interests include processing necessary to improve and to promote our
services and product and to better understand our customers’ interests and
knowledge of the property market and to administer the technical aspects of our
service and products.
·
Where we
need to comply with a legal obligation; or in rare circumstances
·
Where we
need to protect your interests (or someone else's interests); and/or
·
Where it
is needed in the public interest or for official purposes
What are we going to do with Your Information?
We will hold and use personal information
about you in the following ways:
·
To fulfil
our obligations to you when providing you with our accountancy services
·
To share
your information with others after prior authorisation from you, to enable us
to fulfil our accountancy services for you or where acting as agent for a third
party on your behalf
·
To comply
with our statutory and regulatory obligations, including verifying your
identity, prevention of fraud and money laundering and to assess your credit
worthiness
·
Communicate
with you during the course of providing our services, for example with your
enquiries and requests
·
Statistical
purposes so we can analyse figures to help us manage our business and plan
strategically for the future
·
To provide
you, or to enable third parties to provide you, with information about goods or
services we feel may interest you, where you have provided permission for us to
do so or, if you are an existing customer only, where we choose to contact you
by electronic means (including but not limited to e-mail or SMS) with
information about our own services similar to those which you have already
obtained from us or negotiated to obtain from us . For those marketing messages
you can unsubscribe at any time
·
To notify
you about changes to our service
·
To ensure
that content from our site is presented in the most effective manner for you
and for your computer
How Long We Keep Your Data For?
We will retain your personal data for
different periods depending on the service you have chosen to use us for, which
may be a longer period than that for which we need to hold your data to provide
those services, i.e. where we are under regulatory or statutory duties to hold
your data for a longer period or need to retain it in the event of a legal
claim or complaint.
Who Your Information Will Be Shared With?
We will pass your details only to
organisations for whom you have authorised us to do so on your behalf.
For a full and comprehensive list
please of those with whom we have or intend to communicate for these purposes
please email Melvyn F. Oarton or request a copy in writing from Melvyn F. Oarton, Marshside, Chulmleigh, Devon EX18
7BD
We will also disclose your
personal information to third parties:
·
In the
event that we sell or buy any business or assets, in which case we will
disclose your personal data to the prospective seller or buyer of such business
or assets.
·
If our
company or substantially all of our assets are acquired by a third party, in
which case personal data held by us about our customers will be one of the
transferred assets.
If we are under a duty to disclose or
share your personal data in order to comply with any legal or regulatory
obligation, or to protect the rights, property, or safety of our company, our
customers, or others. This includes exchanging information with other companies
and organisations for the purposes of fraud protection and credit risk
reduction.
We will not share your information
with third parties for marketing purposes without first obtaining your prior
consent.
Security of Your Data:
Your data will be held securely
within the European Economic Area ("EEA") with all reasonable
technological and operation measures put in place to safeguard it from
unauthorised access. Where possible any identifiable information will be encrypted
or minimised.
If we have given you a username and
password which enables you to access certain parts of your matter on our
systems, you are responsible for keeping it confidential. Please do not share
it with anyone.
Your Rights:
How you can access and update your
information
You have a right to request a copy of
the personal information we hold about you, known as a data subject access
request. You also have the right to request that information we hold about you
which may be incorrect, or which has been changed since you first told us, is
updated or removed. These requests are free of charge and can be sent by email
to Melvyn F. Oarton or request a copy in writing from Melvyn F. Oarton,
Marshside, Chulmleigh, Devon EX18 7BD
How You Can Request Erasure of Your Data?
We will routinely delete or remove
your personal data where there is no good reason for us continuing to process
it. You also have the right to ask us to delete or remove your personal data
where you have successfully exercised your right to object to processing (see
below), where you have withdrawn consent for us to process it (as explained
below), where we may have processed your information unlawfully or where we are
required to erase your personal data to comply with local law. Note, however,
that we may not always be able to comply with your request of erasure for
specific legal reasons which will be notified to you, if applicable, at the
time of your request.
How You Can Withdraw Your Consent?
You have the right at any time to
withdraw any consent you have given us to process your personal data. Please
note if you withdraw your consent it will not affect the lawfulness of any
processing of your personal data we have carried out before you withdrew your
consent. Should you wish to do so you can change your consent preferences at
any time. Please contact:
Melvyn F. Oarton,
General Data Protection Officer,
Marshside,
Chulmleigh,
Devon
EX18 7BD
Email: melvyn@oarton.com
How You Can Restrict or Object to us using Your Data?
You can ask us to suspend the way in
which we are using your information in certain scenarios, or object to our
processing your data where we are relying on a legitimate interest ground (or
those of a third party) and you feel it impacts on your fundamental rights and
freedoms, or where we are processing your personal data for direct marketing
purposes. In some cases where you object, we may demonstrate that we have
compelling legitimate grounds to process your information which override your
rights and freedoms.
Please note that if you want us to
restrict or stop processing your data this may impact on our ability to provide
our services. Depending on the extent of your request we may be unable to
continue providing you with our service.
Any queries or concerns about the way
in which your data is being used can be sent to:
General
Data Protection Officer,
Marshside,
Chulmleigh,
Devon
EX18 7BD
Email: melvyn@oarton.com
Moving Your Information to another organisation:
In the event that we process your data by automated means where you have
either provided us with consent for us to use your information or where we used
the information to perform a contract with you, you have the right to request
that we send to you or to another organisation, a copy of the personal data we
hold about you, for example when you are dealing with a different service
provider. If you would like us to move, copy, or transfer your information
please let us know by email to: melvyn@oarton.com. We will
respond to you within one month after assessing whether this is possible,
taking into account the technical compatibility with the other organisation in
question.
Complaints About the Use of Your Personal Data:
If you wish to raise a complaint on
how we have handled your personal data, you can contact us to have the matter
investigated by writing to:
Melvyn F. Oarton,
General Data Protection Officer,
Marshside,
Chulmleigh,
Devon
EX18 7BD
Email: melvyn@oarton.com
If you are not satisfied with our
response or believe we are processing your personal data not in accordance with
the law you can complain to the UK data protection regulator, the Information
Commissioner’s Office.
Further details can be found at www.ico.org.uk or
0303 123 1113.