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Privacy Policy

Dynamo Accounts Privacy Policy

This privacy notice describes the purposes Henton & Co LLP (trading as Dynamo Accounts) may process your personal data.

What personal data do we collect from you?

– Your name and contact information which may include: address, phone number and email address;

– Documents to verify your ID which may include passport, driving licence and documents in your name such as utility bills;

– Directorships;

– Financial records, bank statements and investments;

– HMRC records and your national insurance number;

– Evidence of your income

– Beneficiaries of financial products, partners and family members;

– Other information which you may supply to us to support services we offer to you.

In some circumstances we may also capture special category (sensitive) data. This could be in relation to your health. We would only ask for this information with your consent or where there may be a statutory requirement on us to do so.

How do we capture this data?

In most cases we will capture this data directly from you. We may also receive data from your financial advisor, employer, Government agencies or other third parties with your consent.

How do we use your personal data?

To provide the service to you that you have requested. Our legal basis for processing your data would be that we are either taking steps to enter in to a contract with you are have entered in to a contract with you.

If you have signed up to our email newsletter or other information services. We will only process your data for this purpose if it is in our legitimate interest to do so or if you have your consent to do so. You can withdraw your consent at any time.

We may also send service-based communications by email where it is in our legitimate interest to do so or where contractually obliged to.

To meet our legal and regulatory obligations, e.g. to tell you about changes to terms and conditions of our service or for the detection and prevention of fraud

Disclosure of your data to a third party

As part of the services we offer to you we may need to disclose your data to certain third parties. This may include but not be limited to; HMRC, your bank, financial advisor, Companies House and statutory regulators. We may also disclose your personal information with other third parties, for example in the context of the possible sale or restructuring of the business.

FreeAgent

FreeAgent Central Limited are the data controller of your personal data when using the FreeAgent online accountancy portal. Henton & Co LLP are operating as a data processor in providing access to this service. You can access the FreeAgent privacy policy here www.freeagent.com/website/privacy where you can find out how they use your personal data.

Security of your data

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from the HR Manager.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will we retain your data?

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. Details of retention periods for different aspects of your personal information are available in our retention policy which is available on request. 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.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a client we will retain and securely destroy your personal information in accordance with our data retention policy or other applicable laws and regulations. In most cases this will be for 7 years after our relationship with you has ended.

Rights of access, correction, erasure, and restriction

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during our working relationship with you.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

– Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

– Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

– Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

– Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

– Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

– Request the transfer of your personal information to another party.

– If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Human Resources Manager in writing.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us in writing. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Lead. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

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