Privacy Policy

Client Services

CHC Accountancy Limited will collect personal information from a number of sources in order to fulfil our contractual obligation as set out in our engagement letter.  This data will include: Name, Address, Tax Reference, National Insurance Number and detailed financial information including bank and building society account numbers, pension details, detailed income and expenditure information, details of financial transactions and any other personal information required for the performance of our duties.

CHC Accountancy Limited is a data controller in terms of Article 4 of the General Data Protection Regulation.

We take your privacy very seriously and we will only share this information with third parties to the extent detailed in your engagement letter, without your specific written consent. We will keep this information securely for the duration of our engagement and securely destroy it after 6 years of the termination of the engagement unless you specifically request that we hold this for longer.

CHC Accountancy Limited takes the security of your data seriously, we have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

You have a number of rights as a data subject , you can: access and obtain a copy of your data on request; require us to change incorrect or incomplete data; require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing. If you would like to exercise any of these rights, please contact philip.redhead@chc.uk.com. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner. Please remember requesting that the information is deleted will mean that we cannot carry out the services described in your engagement letter and may result in the destruction of information later required by HMRC or to give advice on your tax and accounting affairs.

Recruitment

CHC Accountancy Limited collects and processes personal data relating to job applicants. We are committed to being transparent about how we collect and use that data and to meeting its data protection obligations. CHC Accountancy Limited is a data controller in terms of Article 4 of the General Data Protection Regulation.

What information do we collect?

We collect a range of information about you. This includes: your name, address and contact details, including email address and telephone number; details of your qualifications, skills, experience and employment history; information about your current level of remuneration, including benefit entitlements; whether or not you have a disability for which the organisation needs to make reasonable adjustments during the recruitment process; and information about your entitlement to work in the UK. We may collect this information in a variety of ways. For example, data might be contained in application forms, CVs or resumes, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment. We may also collect personal data about you from third parties, such as references supplied by former employers. We will seek information from third parties only once a job offer to you has been made and will inform you that we are doing so. Data will be stored in a range of different places, including on your application record, in HR records and on other IT systems (including email).

 Why do we process personal data?

We need to process data to take steps at your request prior to entering into a contract with you. We may also need to process your data to enter into a contract with you. In some cases, we need to process data to ensure that we are complying with its legal obligations, for example, it is mandatory to check a successful applicant’s eligibility to work in the UK before employment starts.

CHC Accountancy Limited has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

We may process special categories of data, such as information about ethnic origin, sexual orientation or religion or belief, to monitor recruitment statistics. We may also collect information about whether or not applicants are disabled to make reasonable adjustments for candidates who have a disability. We process such information to carry out our obligations and exercise specific rights in relation to employment. If your application is unsuccessful, we may keep your personal data on file in case there are future employment opportunities for which you may be suited. We will ask for your consent before we keep your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information may be shared internally for the purposes of the recruitment exercise. This includes members of the HR and recruitment team, interviewers involved in the recruitment process, managers in the business area with a vacancy  We will not share your data with third parties, unless your application for employment is successful and we make you an offer of employment. We will then share your data with former employers to obtain references for you.

How does CHC Accountancy Limited protect data?

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

For how long do we keep your data?

If your application for employment is unsuccessful, the organisation will hold your data on file for 6 (six) months after the end of the relevant recruitment process. If you agree to allow us to keep your personal data on file, we will hold your data on file for a further 6 (six) months for consideration for future employment opportunities. At the end of that period, or once you withdraw your consent, your data is deleted or destroyed. You will be asked when you submit your CV whether you give us consent to hold your details for the full 12 months in order to be considered for other positions or not. If your application for employment is successful, personal data gathered during the recruitment process will be transferred to your Human Resources file (electronic and paper based) and retained during your employment.

The periods for which your data will be held will be made available in a new privacy notice. Your rights as a data subject.

You have a number of rights as a data subject you can: access and obtain a copy of your data on request; require us to change incorrect or incomplete data; require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and object to the processing of your data where we are relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact philip.redhead@chc.uk.com.

If you believe that CHC Accountancy Limited has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all.

Prospective Clients

CHC Accountancy Limited will collect personal information from a number of sources whilst communicating to prospective clients.

This information is held on the basis of legitimate interest. CHC Accountancy Limited is a data controller in terms of Article 4 of the General Data Protection Regulation

We take your privacy very seriously and we will only share this information with third parties if you decide to engage CHC Accountancy Limited in the performance of our duty to obtain professional clearance from any former advisers. We will keep this information securely for the duration of our engagement and securely destroy it within 6 years of the termination of the engagement unless you specifically request that we hold this for longer. If no engagement is entered into we will delete the information 12 months after our last communication.

CHC Accountancy Limited takes the security of your data seriously, we have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

You have a number of rights as a data subject , you can: access and obtain a copy of your data on request; require us to change incorrect or incomplete data; require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing. If you would like to exercise any of these rights, please contact philip.redhead@chc.uk.com. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.

CCTV

The Company uses closed circuit television (CCTV) images to provide a safe and secure environment for employees and for visitors to the Company’s business premises, such as clients, customers, contractors and suppliers, and to protect the Company’s property.

CHC Accountancy Limited is a data controller in terms of Article 4 of the General Data Protection Regulation.

What data is held?

The Company’s CCTV facility records images only. There is no audio recording and therefore conversations are not recorded on CCTV (but see the section on covert recording below). This data is held on the basis of legitimate interest.

What is the data used for?

The purposes of the Company installing and using CCTV systems include to:

  • assist in the prevention or detection of crime or equivalent malpractice
  • assist in the identification and prosecution of offenders
  • monitor the security of the Company’s business premises
  • ensure that health and safety rules and Company procedures are being complied with

Location of cameras

Cameras are located at strategic points outside the Company’s business premises, principally at the entrance, side and to the rear of the building. The Company has positioned the cameras so that they only cover communal or public areas on the Company’s business premises and they have been sited so that they provide clear images.. All cameras (with the exception of any that may be temporarily set up for covert recording) are also clearly visible.

Appropriate signs are prominently and clearly displayed so that employees, clients, customers and other visitors are aware they are entering an area covered by CCTV.

Recording and retention of images

Images produced by the CCTV equipment are as clear as possible so that they are effective for the purposes for which they are intended. Maintenance checks of the equipment are undertaken on a regular basis to ensure it is working properly and that the media is producing high quality images.

Images may be recorded either in constant real-time (24 hours a day throughout the year), or only at certain times, as the needs of the business dictate.

As the recording system records digital images, any CCTV images that are held on the hard drive of a PC or server are deleted and overwritten on a recycling basis and, in any event, are not held for more than three months. Once a hard drive has reached the end of its use, it will be erased prior to disposal. Images that are stored on, or transferred on to, removable media such as CDs are erased or destroyed once the purpose of the recording is no longer relevant. In normal circumstances, this will be a period of three months. However, where a law enforcement agency is investigating a crime, images may need to be retained for a longer period.

you have a number of rights as a data subject , you can: access and obtain a copy of your data on request; require us to change incorrect or incomplete data; require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing. If you would like to exercise any of these rights, please contact philip.redhead@chc.uk.com. If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.