This privacy notice sets out how Dragonfly Bookkeeping Ltd, a company incorporated in England with the company number 09455678 (“Dragonfly Bookkeeping”, “Us”, “We”) will use and protect your personal information.
Dragonfly Bookkeeping cares about your privacy. We only ever use the minimum amount of Personal Data we require to provide you with the services you ask us to perform and it’s important to us that you know what we do with that information and what rights you have in respect of the Personal Data we hold.
When determining the means and purpose of processing for any personal information we hold on your behalf, Dragonfly Bookkeeping will be the data controller for the purposes of the Data Protection Act 2018, the GDPR and any other applicable data protection and privacy laws (Data Protection Legislation) and has registered with the Information Commissioner’s Office with registration number: ZA275757.
When do we collect your personal information?
When you visit www.dragonflybookkeeping.co.uk
We may also collect technical information about you when you visit the Website. This information may include the Internet protocol (IP) address used to connect your computer to the Internet, your browser type and version, time zone setting, operating system and platform, browser plug-in types and version, the full URL clickstream to, through and from the Website, page response times, download errors, length of visits to certain pages, page interaction (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page.
The collected information is used to provide an overview of how people are accessing and using the Website. It is not used for any additional purpose, such as to profile those who access the Website.
When you have expressed an interest in or engaged in any of our services:
When you make an enquiry regarding our services, we will collect your name, email address, work postal address and contact details and information regarding the services you have requested information about. We will use this information to service your request.
If you have opted in via our website to receive marketing communications from us, we will handle your Personal Data for example (your name, email address and postal address and telephone number) to provide you with marketing communications and newsletters in line with any preferences you have told us about.
When we send you marketing emails, we may rely on your consent to contact you for marketing purposes. Every email we send to you for marketing purposes will also contain instructions on how to unsubscribe from receiving them.
You are not under any obligation to provide us with your Personal Data for marketing purposes.
You can tell us that you do not want your Personal Data to be processed in this way at any time by contacting us at email@example.com or, where relevant, by following the unsubscribe link shown in every marketing communication you receive from us. We will retain your data for as long as we have your consent and delete your Personal Data used for marketing purposes, as soon as you withdraw your consent or unsubscribe from our newsletters and marketing information.
When you engage with our Services:
When you become a Dragonfly Bookkeeping client we will collect the information required to set up an account including your name, email address, work (and if required) home telephone number, business address and details, your role within the business that contracts Dragonfly Bookkeeping, your national insurance number, tax details and additional information we need to identify what services you will require from us.
We will also need to collect invoice information to collect fees for our services.
We may collect additional information you volunteer to us when calling our support staff regarding any elements of the service. We will only retain the Personal Information pertinent to delivering your services.
We require of all this information to process the contract you have asked to perform for you.
If you apply to work for Dragonfly Bookkeeping or become one of our employees:
When individuals apply to work at Dragonfly Bookkeeping, we will only use the information they supply to us to process their application (such as; name, contact details, CV information and eligibility to work at Dragonfly Bookkeeping) and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted.
Once a person has taken up employment with Dragonfly Bookkeeping, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Dragonfly Bookkeeping Events Ltd has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
If you choose to withhold personal information:
You always reserve the right to withhold your Personal Information, but this may affect how we provide our services.
Where we need to collect Personal Information by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.
What’s our legal basis of processing?
We will only process your information for as long as we have a relevant legal basis to do so. Unless stated above this is in order to provide you with the contractual services you have requested from Dragonfly Bookkeeping or if you have provided us with adequate consent to process your information for other purposes.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us at firstname.lastname@example.org.
How do we protect your information?
We are committed to ensuring that your information is secure and we have procedures in place to try and prevent any unauthorised access or disclosures and to safeguard and keep secure the information that we collect online.
We use computer safeguards such as firewalls and data encryption, we enforce physical access controls to our buildings and files, and we authorise access to Personal Data only for those employees who require it to fulfil their job responsibilities.
However, you should be aware that providing information over the internet can never be guaranteed as being completely safe and if you choose to send such information to us via the internet, you do so at your own risk.
Transfer of data outside of the EU
We shall not transfer any personal data to any country outside of the European Union unless we ensure that such personal data is subject to an adequate level of protection and appropriate legal safeguards in accordance with Data Protection Legislation.
How long do we retain your data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Client information is held for the duration of the contract term and all personal and financial information is disposed of in-line with HMRC requirements for financial retention unless another, longer statutory requirement applies. If we choose to hold information for longer than this, we do so under our legitimate business interest, which you have a right to be informed of and to object to as detailed below.
How do we share your information with others?
Please be assured that we will not share your information for any other reason unless we are required by law or permitted to do so under this Privacy Notice. The main circumstances in which we will be permitted or required to disclose this is by law will be by court order, to government bodies and law enforcement agencies. However, sometimes we may share your information with third parties in the following ways:
- we may use carefully selected sub-processors to help us collect, store or manage your information. This will always be managed under the terms of a written data processing agreement;
- analytics and search engine providers that assist us in the improvement and optimisation of the website; and
- if Dragonfly Bookkeeping is acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets. We process your personal information for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal information in this way, the relevant seller or buyer of our business may not be able to provide services to you.
How can you object under data protection laws?
You have the right to object to us handling your personal information when:
- we are handling your personal information based on our legitimate interests. If you ask us to stop handling your personal information in this way, we will stop unless we can show you that we have compelling grounds as to why our use of your personal information should continue; or
- for marketing purposes. If you ask us to stop handling your personal information on this basis, we will stop.
What rights do you have and how you can access your personal data?
You have rights in relation to any Personal Data that we hold about you. If you wish to access your Personal Data you may make a formal subject access request by contacting Dragonfly Bookkeeping.
The information you request must relate to you or another person that you have authority to act on their behalf. Dragonfly Bookkeeping will require a confirmation of your ID prior to providing any information about the data we hold. If you are unable to provide sufficient information to prove your ID, Dragonfly Bookkeeping reserves the right to refuse your request for access to Personal Data. The rights you have in relation to the Personal Data we hold regarding you are:
• the right to rectify any inaccuracies in the information we hold;
• the right to erasure of information in specific circumstances;
• the right to request transfer of your information to another controller; and
• the right to restrict or object (as stated above) to processing in certain circumstances.
If you have provided us with consent to process your information, you always reserve the right to withdraw this consent via the method detailed in the paragraph below. We are committed to ensuring that your wishes are respected and upon notification that you wish to withdraw your consent, Dragonfly Bookkeeping will immediately cease processing the information in question.
Please send your request to Dragonfly Bookkeeping by emailing email@example.com. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
A cookie is a small data file that certain websites write to your hard drive when you visit them. The only Personal Information a cookie can obtain is information supplied by the user. A cookie cannot read data from your hard disk or read cookie files created by other sites.
We use the following cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Click here for an overview of privacy at Google
Changes to This Privacy Notice
We may change this Privacy Notice at any time to ensure it always accurately reflects the way we collect, use and safeguard your Personal Data.
Please check this notice from time to time to ensure you are aware of any updates we may have made to our Personal Data handling practices. The date of the changes will be listed in the ‘Last updated’ section below. We will endeavour to notify all of our current clients of any updates to this notice via email and we will post the relevant announcement on our website homepage.
We recommend that you print a copy of this page for your reference.
How can you make a complaint about our data protection practices?
Please note that if you are not satisfied with the processing of your personal data as set out in this Privacy Notice, please contact us at firstname.lastname@example.org.
You have the right to issue a complaint directly with the Information Commissioners Office, the data protection supervisory authority for England and Wales (https://ico.org.uk/concerns/).
How To Contact Us
If you want to request information about our this privacy notice or our privacy practices, you can email us or write to:
Dragonfly Bookkeeping Ltd
6a Grange Walk