Lothian Accounting Limited is a Limited company incorporated and registered in Scotland with registered office at 3 Priory Gate, North Berwick, EH39 4SA and company number SC556470 and is a chartered accountancy practice with an office in Scotland.
1. What data do we collect about you?
We generally collect data from you directly, but we may also collect data from third parties such as:
- Our clients, including if our client is your employer.
- Our partners, such as when we host a joint event that you choose to attend.
- Our professional advisers, your professional advisers and other service providers.
- Associates of yours, including family members, colleagues and your connections.
- Publically available sources, such as social media.
- Third party data providers and marketing companies.
- Your agents and representatives (such as your power of attorney).
The data we collect and for what purpose will depend on who you are and the nature of the relationship that you have with us. This data may include:
- Basic contact information.
- Marketing preferences.
- Records of your use of our website.
- Information relevant to your role as a trustee or beneficiary.
- Records of communications that you have with us.
- Other information that you provide to us voluntarily.
2. For what purposes do we use data about you, and on what legal basis?
Throughout the duration of our provision of services to you, we may use data about you for the following purposes:
- To communicate with you, such as in the course of a commercial relationship between us and your employer.
- To send you marketing communications, such as via email or post.
- To create and manage records of your involvement with us.
- To comply with our legal and regulatory obligations.
- To share your data with relevant third parties.
- To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
The legal basis for our use of data about you is one of the following and the processing of your data is necessary for:
- The performance of a contract to which you are a party;
- Compliance with a legal obligation to which we are subject; or
- A legitimate business interest that is not overridden by your interests, rights and freedoms which require protection.
Where none of the above conditions apply, we will ask for your consent to process the data.
2.1 Who do we share your data with, and for what purposes?
We may share data about you with:
- Third parties who provide us with products or services. A full list of third party providers is available on request.
- Other third parties, where required or permitted by law.
2.2 How do we protect data about you?
We implement appropriate technical and organisational measures to protect personal data that we hold from unauthorised disclosure, use, alteration or destruction. Where appropriate, we use encryption and other technologies that can assist in securing the data you provide. We also require our service providers to comply with strict data privacy requirements.
2.3 How long will data about you be kept?
We store data in accordance with legal, regulatory, financial and best-practice business requirements. Once our relationship with you ends, we will securely delete/destroy your data in line with our data retention policies.
2.4 What rights and options do you have?
You may have the following rights in respect of data about you that we hold:
- Request us to give you access to it;
- Request us to rectify it, update it, or erase it;
- Request us to restrict our using it, in certain circumstances;
- Object to our using it, in certain circumstances;
- Withdraw your consent to our using it;
- Data portability, in certain circumstances;
- Opt out from our using it for direct marketing; and
- Lodge a complaint with the supervisory authority in the UK.
You are able to exercise these rights by contacting us using the details set out below.
2.5 Who should you contact with questions?
If you have any questions, or wish to exercise any of the rights detailed above, please contact us at info@lothianaccounting.com
You have a right to contact your local supervisory authority with any questions or concerns. If we or they cannot resolve your questions or concerns, you also have the right to seek judicial remedy before a national court.
2.6 Changes to this notice
We may update this notice (and any supplemental privacy notice), from time to time. We will notify you of the changes where required by law to do so.
3. Further information on the data we collect about you
3.1 Basic contact information
This may include your name, email address, telephone number and postal address. If you are an officer or employee of a company, then we may also record details of your role and the identity of your employer.
3.2 Marketing preferences
If you receive marketing communications from us including Christmas cards (eg by email or post), then we will hold your marketing preferences on record which you may update at any time.
3.3 Records of your use of our website
If you visit our website, then we will install certain cookies on to the device that you are using. Further detail about how we use cookies is set out in our cookie policy below.
3.4 Information relevant to your role as a trustee or beneficiary
We may need to collect information about any trust that you are a trustee or beneficiary of. This may include details of your financial circumstances, the benefit that you may be entitled to and other information such as trust deeds and trust minutes.
3.5 Records of communications that you have with us
If you contact us or we contact you for whatever reason (eg by email or letter), then we will retain records of such correspondence.
4. Further information on the purposes, methods of collection and legal basis for processing your data
The purposes for which we use your data, and the corresponding methods of collection and legal basis for its use, are described below:
4.1 To communicate with you
Purpose
In the course of our relationship with you (or your employer) we may need to communicate with you by email, phone, post or in person.
This may be, for instance, in relation to the service you are providing or receiving from us.
To respond to an enquiry submitted on our website, at one of our local offices or via phone, email, post and SMS.
Method of collection
We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing us (2)with a business card.
Legal basis
We have a legitimate business interest to contact you in the course of any commercial business relationship.
4.2 To send you marketing communications
Purpose
In accordance with your preferences, we may send you marketing or technical materials and communications via email, post or telephone.
You may also be contacted from time to time by our other employees about potential meetings and events.
Method of collection
We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing us with a business card.
Legal basis
It is our legitimate business interest to send you marketing materials.
Where we have obtained your consent to send marketing materials and communications then we instead rely on consent as the legal basis.
4.3 To create and manage records
Purpose
We will keep records of the data we collect about you in accordance with our data retention policy (please refer to our terms of business).
This will include, for instance, records of written communications between you and us.
Method of collection
The data will generally be collected directly from you or your employer, although the means of collection will depend on the type of data that is being recorded.
Legal basis
We have a legitimate business interest to retain and manage records for as long as is necessary to fulfil the other purposes outlined in this notice.
4.4 To comply with our legal and regulatory obligations
Purpose
To defend our legal rights in the event of a claim or dispute.
Method of collection
The data will generally be collected directly from you or your employer, although the means of collection will depend on the type of data that is being recorded.
Legal basis
We have a legitimate business interest to use your data where necessary to defend any claims that are made against us.
4.5 To share data with relevant third parties
Purpose
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
Method of collection
We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing one of our staff members with a business card.
Legal basis
It is our legitimate business interest to share your data with third parties who provide us with services relevant to our provision of the website and other services. Whenever we share your data with third parties then we look to put in place contractual protections to govern how your data is used.
Where we do not base our use of data about you on one of the above legal bases, we will ask for your consent before we process the data (these cases will be clear from the context). We may from time to time ask for your explicit consent to process special categories of your data (such as racial or ethnic origin or health and medical information). In these circumstances we will provide specific information to you about both the relevant processing activities and your rights in relation to them.
In some instances, we may use data about you in ways that are not described above. Where this is the case, we will provide a supplemental privacy notice that explains such use. You should read any supplemental notice in conjunction with this notice.
5. Further information on where data about you might be sent
When using data as described in this notice, it may be transferred either within or outside the country or territory where it was collected, including to a country, territory or international organisation that may not have the same data protection standards.
For example, we may transfer your personal data to our third party service providers that are based outside of the EU. In all cases, the transfer will be on the basis of a European Commission adequacy decision or we will implement adequate measures, for example the EU Model Contracts, including appropriate security measures, for the protection of personal data in those countries, territories or international organisations in accordance with applicable data protection laws, or we will use a supplier who has certified to the US Privacy Shield Framework. To obtain further information on the data transfer mechanisms on which we rely, please contact us as set out here.
6. Further information on your rights in respect of the data we hold about you
In respect of the data we hold about you, you will have the rights set out below (note: certain legal limits apply to all these rights):
6.1 To request that we give you access to your data
This is confirmation of:
- Whether or not we process data about you;
- Our name and contact details;
- The purpose of the processing;
- The categories of data concerned;
- The categories of persons with whom we share the data and, where any person is outside the EU and does not benefit from a European Commission adequacy decision, the appropriate safeguards for protecting the data;
- (If we have it) the source of the data, if we did not collect it from you;
- (To the extent we do any, which will have been brought to your attention) the existence of automated decision-making, including profiling, that produces legal effects concerning you, or significantly affects you in a similar way, and information about the logic involved, as well as the significance and the envisaged consequences of such processing for you; and
- The criteria for determining the period for which we will store the data.
On your request we will provide you with a copy of the data we hold.
6.2 To withdraw your consent to our using it
This right applies to any data which we have collected and process based on your consent.
You have the right at any time to withdraw the consent you have provided to us.
6.3 To request that we rectify or update your data
This applies if the data we hold is inaccurate or incomplete.
6.4 To request that we erase your data
This applies if:
- The data we hold is no longer necessary in relation to the purposes for which we use it;
- We use the data on the basis of your consent and you withdraw your consent (in this case, we will remember not to contact you again, unless you tell us you want us to delete all data about you in which case we will respect your wishes);
- We use the data on the basis of legitimate interest and we find that, following your objection, we do not have an overriding interest in continuing to use it;
- The data was unlawfully obtained or used; or
- To comply with a legal obligation.
6.5 To request that we restrict our processing of your data
This right applies, temporarily while we look into your case, if you:
- Contest the accuracy of the data we use; or
- Have objected to our using the data on the basis of legitimate interest.
- (If you make use of your right in these cases, we will tell you before we use the data again).
This right applies also if:
- Our use is unlawful and you oppose the erasure of the data; or
- We no longer need the data, but you require it to establish a legal case.
6.6 To object to our processing of your data
You have two rights here:
1. If we use data about you for direct marketing: you can “opt out” (without the need to justify your decision) and we will comply with your request; and
2. If we use the data about you on the basis of legitimate interest for purposes other than direct marketing, you can object to our using it for those purposes, giving an explanation of your particular situation, and we will consider your objection.
6.7 To portability of your data
This right applies:
1. To data that you have provided to us; and
2. If we use that data on the basis either of your consent, or on the basis of discharging our contractual obligations to you.
If both (1) and (2) apply, you have the right to receive the data back from us in a commonly used format, and the right to require us to transmit the data to someone else.
To lodge a complaint with the supervisory authority in your country
Each European Union country must provide for a regulator for this purpose. For the UK this is The Information Commissioner’s Office (ICO), Water Lane, Wycliffe House, Wilmslow, Cheshire, SK9 5AF, Tel: +44 1625 545 745; email: international.team@ico.org.uk; website: https://ico.org.uk
Viruses
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Links
This website may contain links to other websites operated and controlled by parties other than Lothian Accounting. Such links are provided for your convenience only and their inclusion does not imply any endorsement of material on such websites or any association with their operators. You use such links at your own risk and Lothian Accounting accepts no responsibility for any linked sites.
Liability
We exclude, to the fullest extent permitted by applicable laws, and save in respect of death or personal injury arising from our negligence, all liability of any claims, losses, demands or damages arising directly or indirectly out of, or in any way connected with, your use of, or inability to access, the Lothian Accounting Limited website.
Whilst we endeavour to ensure that the Lothian Accounting Limited website is fully operational and error-free, we cannot guarantee this and therefore accept no responsibility for any defects and/or interruptions of the Lothian Accounting website and shall be released from our obligations under this Disclaimer in the event of any cause beyond our reasonable control which renders the provision of the Lothian Accounting website.
Lothian Accounting Limited and the hosts of this website accept no responsibility for, and exclude all liability in connection with, browsing this site, downloading any material from it and all the matters listed above.
Lothian Accounting Limited make no (and expressly disclaim all) representations or warranties of any kind, express or implied, with respect to this website, including, but not limited to, any liability for errors, inaccuracies, omissions and warranties or merchantability.
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- Reproduce, copy or transmit this site, or any part of this site, in any way, for any purpose or in any other medium.
Cookies
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