Eminence Bookkeeping will only use and store your personal information, that you have voluntarily provided to us when expressing an interest in our services, to deliver the services that you have requested and paid us to complete, and to meet our legal responsibilities as a company.

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1. WHAT INFORMATION DO WE COLLECT FROM YOU?

The personal information that we collect depends on the context of your interactions with us and the services, choices, and features you use. The personal information we collect may include the following:​

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• Names, email addresses, phone numbers, and contact preferences.

• Unique Tax Reference (UTR), login information (HMRC, Government Gateway).

• Payroll information such as Employer Identification Number (EIN), banking information, employee details etc.

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The personal information that we collect will depend on the services we provide. All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information as soon as possible.

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Eminence Bookkeeping will not process any sensitive data under UK GDPR (General Data Protection Regulation) including racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data or sexual life / orientation data.

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2. HOW DO WE COLLECT THIS DATA?

We automatically collect certain information when you visit, and navigate the website. This information doesn't include any personal information but may include device, usage and location information. This information is primarily needed to maintain the security and operation of our website, and for our internal analytics and reporting purposes.

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We will collect personal information from you when you fill out our contact form, or when you send us a direct email, when you sign a contract, and we provide our services to you, when you contact us with regards to the services you are receiving from us, or from third parties such as HMRC, or Companies House.

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Like many businesses, we collect information through cookies and similar technologies. Please see our Cookies Policy for more information.

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3. HOW DO WE PROCESS YOUR DATA?

Your information will be used depending on the services we are providing and how you interact with us. We may use your personal information:​

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• To deliver and facilitate delivery of service - we may process your information to provide you with the requested service/s.

• To respond to user enquiries / offer support to users - we may process your information to respond to your enquiries and solve any potential issues you might have with the requested service/s.

• To send administrative information - we may process your information by sending you details about your business or the requested service/s, or to inform you about changes in our terms and policies, prices and other similar information.

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We are required to retain your information and data through legal responsibilities. The period of retention may vary but is typically 6 years. To ensure Eminence Bookkeeping is compliant with these requirements, we retain all data for a period of 7 years after your services cease with us.

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The General Data Protection Regulation (GDPR) requires us to explain the legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

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• Consent - we may process your personal information if you have given us consent to use your personal information for a specific purpose. You may withdraw your consent at any time.

• Performance of a Contract - we may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our services to you, or at your request prior to entering into the contract.

• Legal Obligations - we may process your personal information where we believe is it necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.

• Vital Interests - we may process your personal information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

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4. WHO HAS ACCESS TO YOUR INFORMATION?

We may share your data with third party vendors or service providers, who perform services for us or on our behalf, and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will also not share your personal information with any organisation apart from us. They also commit to protecting the data they hold on our behalf and to retain it for the period we instruct.

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The categories of third parties we may share personal information with are as follows:

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• Cloud Computing Services.

• Finance & Accounting Tools

• Payment Processors

• Performance Monitoring Tools

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Any member of staff with access to your personal information has a duty of confidentiality and due care under the ethical standards that Eminence Bookkeeping is required to abide by. We will not share your information with any third party for marketing or advertising purposes. We will not sell your information to any third parties.

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5. KEEPING YOUR INFORMATION UP TO DATE

Keeping your information up to date is important to us, and to the services that we provide you with. If any of your personal information changes, please make sure you email us to let us know as soon as possible. Keeping your information up to date is crucial as it allows us to maintain accuracy throughout the services we provide.

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6. COOKIES AND OTHER TRACKING TECHNOLOGIES.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our website. Some online tracking technologies help us maintain the security of our website, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

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We also permit third parties and service providers to use online tracking technologies on our website for analytics and advertising purposes. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our cookies policy.

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7. WHAT ARE YOUR PRIVACY RIGHTS?

You have certain rights under applicable data protections laws. These include:

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• The right to request access and obtain a copy of your personal information.

• The right to request rectification or erasure.

• The right to restrict the processing of your personal information.

• The right to, if applicable, data portability.

• The right to not be subject to automated decision-making.

• The right to object to the processing of your personal information.

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Although you are not requested to pay for exercising your right to access your personal data, we may charge a fee if your request for access is excessive, or time consuming.

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You have the right to withdraw your consent to process your personal information at any time. However, please note that this will not affect the lawfulness of the processing before it's withdrawn, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

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Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove and/or reject cookies. If you choose to remove and/or reject cookies, this could affect certain features on our website.

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If you have any questions or comments about your privacy rights, you may email us at enquiries@eminencebookkeeping.co.uk.

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8. CHANGES AND UPDATES TO THIS POLICY.

This Private Policy is under regular review and may change from time to time. The updated version will be indicated by an updated Policy Date at the top of this Privacy Notice. If we make material changes to this Private Policy, we may notify you by sending you a direct email. We encourage you to review any updates made to this Private Policy to ensure that you are correctly informed on how we are processing your personal information.

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8. HOW CAN YOU CONTACT US?

If you have any questions or concerns regarding this notice, you may email us at enquiries@eminencebookkeeping.co.uk.

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You may also find it useful to visit the ICO website for more information regarding your personal information. 
https://www.ico.org.uk