Privacy Policy | Defacto-FD

Privacy Policy

This is the privacy statement of Defacto FD Limited (Defacto).  We are a firm of Chartered Accountants regulated by the Institute of Chartered Accountants of Scotland having our offices at Merlin House, Mossland Road, Glasgow, G52 4XZ

This privacy statement explains how we collect and use personal information about you. Defacto is fully committed to handling personal information in accordance with General Data Protection Regulation (GDPR) (EU) 2016/679 and best data practices.

This means that your personal data will be

  • Processed lawfully, fairly, and in a transparent manner.
  • Collected for specified, explicit and legitimate purposes.
  • Only collected so far as required for our lawful purposes.
  • As accurate and up to date as possible.
  • Retained for a reasonable period of time, in accordance with retention policies.
  • Processed in a manner which ensures an appropriate level of security

Defacto collects personal information to fulfil its role as a professional firm of Chartered Accountants providing Accountancy and Taxation services.  As there are many different aspects to this role, the information requested and collected will vary from person to person.

From our clients:
The personal information most commonly collected from clients is as follows:

  • Name.
  • Contact details (including home and business addresses, email, telephone number).
  • Date of birth.
  • Employment details (including current and previous employers).
  • Tax reference number for the individual or business
  • Records of enquiries, meetings and other direct engagement.
  • Copies of physical and electronic correspondence.
  • Financial information.

From the public:
The personal information most commonly collected from members of the public is as follows:

  • Name.
  • Contact details (including home and business addresses, email, telephone number).
  • Records of enquiries, meetings and other direct engagement.
  • Copies of physical and electronic correspondence.

Like most organisations that handle personal information, there are various ways in which Defacto collects information from the people we deal with.

  • Email and written correspondence.
  • Telephone discussions.
  • Visitors to the Defacto website.
  • Social media.
  • Application forms and other information requests.
  • Direct contact at Defacto and elsewhere.

In nearly all instances, it should be obvious to you that Defacto is collecting your personal data.

Processing is necessary for Defacto to meet its legitimate interests as a professional firm, including:

  • the maintenance of our client and contact database
  • the provision of services to our clients and
  • promotion and marketing of other services we provide to various parties

Examples of processing activities

  • deliver services and meet legal responsibilities
  • verify identity where this is required
  • communication by post, email or telephone
  • understand needs and how they may be met
  • maintain records
  • process financial transactions
  • prevent and detect crime, fraud or corruption
  • Newsletters, social media posts, service updates and other general marketing

Some of the processing activities set out above require Defacto to share personal information with third parties. Whenever we share personal data, we take all reasonable steps to ensure it will be handled appropriately and securely by the third party

The following is a list of the main third parties with whom Defacto shares information

  • Oversight regulators and statutory bodies (e.g. HMRC, the FRC, the Insolvency Service).
  • Other professional firms (on a ‘advisor-to-advisor’ basis).
  • Banks and Mortgage providers, as authorised by clients
  • Software providers which allow Defacto to operate efficient digital processes, including:
    • Microsoft
    • Xero
    • Quickbooks
    • Sage
    • Digita
    • Iris
    • Payroo

For practical reasons, this is an indicative, but not exhaustive list. Please also note that the list may be updated from time to time.

If you do not provide your personal information this may result in Defacto being unable to provide the service that it has been asked to perform. This can specifically impact the delivery and submission of statutory information. As a result of which you may be charged penalties surcharges and interest.

The periods for which Defacto retains personal information depend on the purpose for which the information was obtained but, in general terms, we will retain personal data for so long as required by law, or as may be required for record keeping and legal claims purposes.

Some of the cloud-based software providers hold their servers out with the EEA.  In instances of this we have made our best endeavours to review their security provisions.  Should you wish specifics as to the location of any of the cloud-based services please refer to the Privacy Policies on each individual website.

Defacto may collect information about the computer or device which is used to access www.defacto-fd.co.uk. We use this information to improve the user experience, and to help us better understand the ways in which our website is used. This may include information about:

  • The computer or device type.
  • IP address.
  • Operating system.
  • Browser type and version.
  • Time zone setting and browser plug-in types and versions.

Our website makes use of cookie files to distinguish you from other users of our site, to provide you with a bespoke user experience tailored to your individual preferences. A cookie file (a small file of letters and numbers) will be placed on your computer or other access device each time you visit our site.

Defacto also uses analytical cookie files. These allow us to recognise and count the number of visitors to our site and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily.

If you wish to delete any such cookie files, please refer to the instructions for your file management software to locate the file or directory that stores cookies. Our cookies will contain the domain name www.defacto-fd.co.uk within the file name.

You may refuse to accept cookie files when visiting our site, by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you choose this setting, you may not get an optimal web site experience and be unable to access certain parts of our site.

Access to your information – You have the right to request a copy of the personal information about you that we hold. 

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information – You have the right to ask us to delete personal information about you where:

  • You consider that we no longer require the information for the purposes for which it was obtained.
  • We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
  • You have validly objected to our use of your personal information – see Objecting to how we may use your information below.
  • Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.  In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where this is no longer a basis for using your personal information, but you don’t want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision.  This right only applies where we use your information with your consent or as part of a contractual relationship with you.

Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website.  Paper copies of the privacy statement may also be obtained by sending a request e-mail to info@defacto-fd.co.uk

This privacy statement was last updated on 28 March 2018

If you have any questions which are not covered in this notice, we suggest that you email us through info@defacto-fd.co.uk. To help us deal with your query as quickly as possible, we recommend that you include the following in the email subject ‘FAO Data Protection Officer’. If you would prefer to submit your questions in writing, please write to our office at Defacto FD Limited, Merlin House, Mossland Road, Glasgow, G52 4XZ, addressing your letter to the Data Protection Officer.

We seek to resolve directly all complaints about how we handle personal information, but you also have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745

Website – https://ico.org.uk/concerns