PRIVACY AND COOKIES POLICY
Xtract Accounting is committed to protecting and respecting the privacy of individuals who access and use our website. We take great care with all data but especially personal data, to ensure this is secure and processed in a lawful manner.
This Privacy and Cookies Policy ('The Policy') (together with our terms of use) sets out how and what data we obtain, store and process about you and why we do this.
Xtract Accounting Limited (‘Xtract Accounting’), Registered Number 12467541 whose registered office is The Terrace, Grantham Street, Lincoln, Lincolnshire, England, LN2 1BD is the “Data Controller” in respect of the information gathered and processed by us.
Xtract Accounting will process (collect, store and use) the information you provide in a manner compatible with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Xtract Accounting is required to retain information in accordance with the law, such as information needed for tax and accounting purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data will be held in addition to these periods depending on individual business needs.
We undertake not to be intrusive or to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
Through your use of our services we may also collect personal data from you about someone else. If you provide us with personal data about someone else, you must ensure that you are authorised to disclose that data to us and that, without us taking any further steps required by applicable data protection or privacy laws, we may collect, use and disclose such personal data for the purposes described in this Policy. You must, therefore, take reasonable steps to ensure that the third party concerned is aware of and consents to the various matters detailed in this Policy, including: the fact that their personal data is being collected; the purposes for which that data is being collected; the intended recipients of that data; and the third party's right to obtain access to the data (including details of how to request access). Where requested to do so, you must assist us with any requests by the third party to access or update the personal data you have collected from them and provided in connection with our Services.
HOW WE COLLECT DATA
Use of cookies
Our website uses cookies and we have included further detail on this below.
Search engine
Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected.
Security and performance
Xtract Accounting uses a third party service to help maintain the security and performance of the website. To deliver this service it processes the IP addresses of visitors to the Xtract Accounting website.
People who call us
When you call Xtract Accounting we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.
People who email us
Xtract Accounting uses a third party service to help maintain and protect email traffic. You should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Our website contact form
When you complete and submit the contact form on our website, we collect your name and personal contact details. We use this information to identify you as a living individual and for the purposes of responding to your request for assistance.
Contract
Our contract will contain personal information. This is required for us to provide the contracted services.
Third Parties
We receive information from third parties in relation to providing our services. This information will be processed in accordance with UK GDPR and the DPA 2018.
WHO WE COLLECT INFORMATION ABOUT, WHAT INFORMATION WE COLLECT, WHAT WE USE IT FOR AND ANY THIRD PARTY WITH WHOM THE INFORMATION IS SHARED
Clients
Data category: Personal contact details.
Purpose for processing data: Communication in relation to providing our services; to provide tax, accountancy and company secretarial services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. accounting software providers, invoice payment processing firm and Legal/Regulatory bodies.
Data category: Personal bank details.
Purpose for processing data: To provide tax services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. Legal/Regulatory bodies.
Data category: Personal financial details.
Purpose for processing data: To provide tax, accountancy and company secretarial services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. Legal/Regulatory bodies.
Data category: Personal tax details.
Purpose for processing data: To provide tax, accountancy and company secretarial services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. accounting software providers, invoice payment processing firm and Legal/Regulatory bodies.
Data category: Accounting information.
Purpose for processing data: To provide tax, accountancy and company secretarial services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. banks (with your explicit consent) and Legal/Regulatory bodies.
Data category: Payroll information for client employees.
Purpose for processing data: To provide client payroll services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. Legal/Regulatory bodies.
Data category: Health information relating to Payroll services for client employees.
Purpose for processing data: To provide client payroll services.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. Legal/Regulatory bodies.
Data category: Client logins to third party and government services.
Purpose for processing data: To act as agent for clients.
Legal basis for processing: To fulfil the requirements of a contract with our clients.
Third party organisations: Government agencies and other third parties, e.g. accounting software providers.
Data category: Personal Identity details and Identity documentation.
Purpose for processing data: To ensure the identity of a person.
Legal basis for processing: Legal obligation – Know Your Client and Anti-Money Laundering legislation.
Third party organisations: Electronic Identity Verification firm, e.g. a Credit Reference Agency, and Government agencies and other third parties, e.g. Legal/Regulatory bodies.
Suppliers
Data category: Personal details.
Purpose for processing data: Communications in relation to contracted services.
Legal basis for processing: Contractual obligation and where no contract is in place the legitimate business interest of providing services.
Third party organisations: None.
Data category: Bank details.
Purpose for processing data: Payment of invoices.
Legal basis for processing: Legal obligation to pay for services.
Third party organisations: None.
HOW WE PROTECT THE INFORMATION
We secure electronic and manual information in the following ways:
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Complex password security
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Encryption
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Firewalls and Anti-malware
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Role based control of access
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Backup recovery systems
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Computer access restriction
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Locked and alarmed buildings
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Contracts with third party processors and controllers
However, we cannot guarantee the security of personal data while it is being transmitted to us if you don’t enter or import it from a secure environment or secure mobile device.
HOW LONG WE KEEP THE INFORMATION
We will keep Personal Information for as long as is necessary for the purposes for which we collect it and to comply with applicable law. The precise period will depend on the purpose for which we hold your information. In addition, there are laws and regulations that apply to us which set minimum periods for retention of Personal Information. Depending on our relationship with you, we may keep your Personal Information for a number of years after our relationship ends.
More information can be found in our Data Retention and Disposal Policy.
USE OF DATA PROCESSORS
Data processors are third parties who provide elements of our service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
OVERSEAS TRANSFERS
None of the information that we collect process or store as a result of this website is transferred outside of the UK. This includes information that is exchanged with any third party organisation as described above.
COMMUNICATION, MARKETING AND ADVERTISING PREFERENCES
Communication
From time to time, we may wish to send you information by email about any services we offer which we feel may be of benefit to you, as well as those which our partner companies offer. You can however opt-out of receiving such communications from us.
If you wish to opt-out of receiving these promotional or marketing related emails from us, you can do so by emailing ‘STOP’ to privacy@xtractaccounting.co.uk. We respect your choice and will process your request within 14 days of your request being received.
Please note that after signing up to one of our services (i.e. becoming a client of ours), we will continue to send service related communications to you, regardless of your preferences. Such communications will relate directly to the service you have signed up for, software updates, policy updates and/or important information about our overall service offering.
Cookies and Other Similar Technologies
We use cookies and similar technologies like pixels, tags and other identifiers to help us personalise our websites and services for you, remember your preferences, understand how users are using our websites and services and help customise our marketing offerings.
By visiting our websites or using our services you agree that you are happy for us to set cookies and similar technologies for the purposes described in this Policy.
Cookies
A ‘cookie’ is a small data file that is placed on your computer when you visit a website and is used to collect standard internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology.
For further information, visit www.allaboutcookies.org.
We use two types of cookie, ‘persistent’ and ‘session’. Session cookies are temporary and will only stay on your device until you close your browser at which point they are deleted. Persistent cookies stay on your computer or mobile device permanently until they expire or are deleted.
We use the following types of cookies on our website:
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Strictly necessary - These are the essential cookies that enable you to browse our website effectively and use the features.
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Performance - These cookies help us monitor and improve the performance of the website, collecting and providing us with information about how you use our website, enabling us to optimise and develop the website to ensure the best user experience for you.
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Functional - These cookies allow our website to remember choices you make and personalise your experience. We may store your geographic location in a cookie for instance, to ensure that we show you the website relevant to your area. A mix of first party and third party cookies are used.
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Third Party – As you use our website, you may notice that we have content from and links to websites from and/or parties other than us. We also facilitate the opportunity to engage with us further through social media channels such as Twitter and Facebook. Third party cookies are those placed on your computer by such third parties and help us to improve our products or services or to help us provide more relevant advertising. These cookies are subject to the respective privacy policies for these external services, for example, the Facebook Data Use Policy.
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Analytics - We use analytics cookies, like those offered by Google Analytics, to help us understand things like how long a visitor stays on our website, what pages they find most useful, and how they arrived. To learn more about Google Analytics and your data, visit this Google webpage.
How to control cookie settings
Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience.
If the settings on the web browser that you are using to view our website are adjusted to accept cookies, we take this, and your continued use of our website, to mean that you are happy to have cookies enables.
You can learn about how to control cookie settings on popular web browsers, by visiting:
Google Chrome
Internet Explorer
Safari - iPhone/iPad/iPod
Firefox
Pixels
In addition to cookies, we may from time to time use small graphic images known as ‘pixels’ (also known as web beacons, clear GIFs, or pixel tags). We may use pixels in our email, online chat and phone communications (if you have selected to receive such communications) to help us to understand how you interacted with our communication.
We may also use third party pixels (such as those from Google, Facebook, and other advertising networks) to help us provide advertising that is relevant to your interests.
Marketing and Advertising
From time to time, we may use marketing tools in support of our advertising efforts.
In accordance with the Digital Advertising Alliance Principles, we may work with third party advertisers that use cookies and similar technologies to provide more relevant advertising about our services on our website and across the internet.
To provide this ‘interest-based advertising’, the parties combine non-personal data about your online activities acquired over time which helps cater advertising that we deliver to you.
Examples of this may include a Xtract Accounting advertisement on a Facebook page, or a Google-owned page such as a search results page or YouTube, or on a site within Google’s advertising network. We do not share your data as part of this process.
If you have opted out of receiving communications from us, we will not use your email for interest-based advertising, although you may still be subject to certain interest based advertising depending upon your browser and device settings.
YOUR RIGHTS
Xtract Accounting would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:
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Right to access – you have a right to request a copy of the information that we hold about you. We may charge you a small fee for this service.
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Right to rectification – you have a right to request that we any correct and/or complete information that we hold about you that you believe to be inaccurate or incomplete.
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Right to erasure – (also known as the right to be forgotten) in certain circumstances you have a right to ask for the data we hold about you to be erased from our records.
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Right to restriction – in certain circumstances, you have a right to restrict how we process the data that we hold about you.
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Right to portability – in certain circumstances, you have a right to request that we have the data we hold about you transferred to another organisation, or directly to you.
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Right to object – in certain circumstances, you have a right to object to us processing the data we hold about you.
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Right to judicial review – in the event that Xtract Accounting refuses your request under rights of access, we will provide you with a reason as to why. You have a right to complain to the Supervisory authority, the Information Commissioner’s Office, details of how to do this can be found on their website: www.ico.org.uk.
Please note that when making a request to us to exercise any of your rights as described above, we may ask you to verify your identity and for more information about your request.
PRIVACY POLICIES OF OTHER WEBSITES
The Xtract Accounting website contains links to other websites. Our Privacy Policy applies only to our website. Please note that clicking on links, banner advertisements or social media feeds may result in your transfer to another website, where data privacy practices may differ to our Privacy Policy. It is your responsibility to read the privacy policies of other websites to ensure that you are happy for your personal information to be used in accordance with those third party policies. We accept no responsibility for and have no control over third websites, links, adverts or RSS feeds or information that is submitted to or collected by third parties.
CHANGES TO THIS PRIVACY POLICY
Xtract Accounting may modify or update this Policy when necessary to reflect feedback and changes in our services. Visiting our website and/or using our services after any modification to this Policy will constitute your acceptance of such modification and updates. When we update this Policy we will revise the 'Last Update' date at the bottom of the Policy.
If there are material changes to the Policy or in how Xtract Accounting uses your personal data, we will notify you either by posting a notice of such changes before they take effect or by directly sending you a notification. We encourage you to regularly review this Policy to learn more how Xtract Accounting is using and protecting your information.
HOW TO CONTACT US
If you have any questions about our Privacy and Cookies Policy, the data we hold on you or if you would like to exercise one of your data protection rights, please do not hesitate to email us at privacy@xtractaccounting.co.uk.
This Privacy Policy was last updated on 4th January 2021.