Ace Books

Privacy Policy

02/02/2023

Our contact details

Name: Gráinne Evans

Address: 12 Ballyhannon Lodge, Portadown, Co. Armagh, BT63 5YT

Phone Number: 07725118834

E-mail: grainne@acebooks.co.uk

URL: www.acebooks.co.uk

Business name: Ace Books (AB)

The type of personal information we collect

We currently collect and process the following information:

• Name
• Email address
• Phone number
• Website user stats on www.acebooks.co.uk via Google Analytics.
• Data in spreadsheets or other formats that you provide to us for the purposes of carrying out bookkeeping.
• Data in accounting/bookkeeping software.
• Copies of identification documents to comply with Anti-Money Laundering legislation. Customer Due Diligence will be required before initiating a business relationship and will be ongoing as the business evolves including but not limited to when the beneficial owners change. Documentation will be required for:
  • Sole traders
  • Each partner in a partnership
  • Corporate bodies and their beneficial owners

Two pieces of identification will be required for each natural person.  Between the two pieces of identification they must show:

• Photo on an official piece of identification that confirms identity.
• Name
• Date of Birth
• Residential Address

For LLPs or limited companies we will need to ascertain:

• Full Company Name
• Registered Number
• Registered Office Address and if different Principle Place of Business.
• Any shareholders/members who ultimately control or own more than 25% of the shares or voting rights.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• For the purpose of finding out more information about our services.
• For the purpose of fulfilling our ongoing legal obligations under Anti Money Laundering legislation.
• For the purpose of getting a quote.
• For the purpose of carrying out bookkeeping.

We use the information that you have given us in order to provide you with bookkeeping and related services.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent being granted to store your data as a result of contacting us. You are able to remove your consent at any time. You can do this by contacting Gráinne Evans.

(b) We have a contractual obligation to process your data if you:

     (i)  Ask us to provide a quote;

     (ii) Ask us to carry out bookkeeping or other related services.

How we store your personal information

Your information is securely stored.

We keep your data for six years after your last contact or the end of the last financial year we work for you (unless one of the following 4 HMRC exceptions apply), whichever is the latest. HMRC’s list of four exceptions are:

• A transaction is shown in the records that covers more than one accounting period;
• The company bought something that it expects to last more than six years, for example, equipment or machinery;
• A company tax return was filed late;
• HMRC has started a compliance check in to your company tax return.

Copies of identification documents collected for Anti-Money Laundering Customer Due Diligence checks will be disposed of five years after your last contact with us or your last transaction with us whichever is the latest.

We will dispose of your information by deleting it from our local computer storage and the cloud. Should we have any hard copies of your information these will be shredded.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at grainne@acebooks.co.uk or on 0772511834 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at grainne@acebooks.co.uk or on 0772511834.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk