Our Privacy Policy

Back 2 Books Financial Services Ltd is a member of the International Association of Bookkeepers (IAB). This privacy policy will explain how our practice uses the personal data we collect from you.

About Us
Back 2 Books Financial Services Ltd
Registered in England under company number: 13400343
Registered address: 19 Bell House Avenue, Bradford, BD4 6JW

Topics:
• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• What are your data protection rights?
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

What Data Do We Collect?
We may collect some or all of the following personal data (this may vary according to your relationship with us:
• Full names, previous or other names, current and previous addresses, marital status, gender, telephone numbers, email addresses, date of birth, business name, job title, profession, payment information, national insurance number, passport number, tax reference number and financial details.
• Information relevant to preparing your financial accounts, corporation tax, payroll, VAT and other services you require from us.

How Do We Collect Your Data?
• We may collect data about you by you providing the data directly to us (for example by filling in forms we have sent you, corresponding with us by phone, mail, email, social media or otherwise, by you posting details and documents to us or by you granting us access to shared online/electronic resources such as accounting software or online storage).
• We may also collect data relating to your tax affairs (for example PAYE coding notices, tax calculation statements, and other correspondence) by it being sent to us by post or in electronic format by HMRC in cases where you have authorised HMRC to liaise directly with us as your tax agent.
• To comply with legal obligations to which we are subject, to obtain evidence of your identity and address, we may receive data from third party agencies which may include residency and identity checks and ‘risk’ factors such as politically exposed persons and those on sanctions lists, and from publicly availably sources such as Companies House and the UK Electoral Register.

How will we use your data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it or to comply with any legal requirements. Your personal data may be used for the following purposes:
• Supplying our services to you as our client. Your personal details are required in order for us to enter into a contract with you.
• To provide, maintain and improve our bookkeeping services.
• To fulfil our obligations under relevant laws in force (e.g. the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (“MLR 2017”)).
• To comply with professional obligations to which we are subject as a member of International Association of Bookkeepers.
• To use in the investigation and/or defence of potential complaints, disciplinary proceedings and legal proceedings.
• To enable us to invoice you for our services and investigate/address any attendant fee disputes that may have arisen.
• Communicating with you. This may include responding to emails, calls or texts received from you.
• To contact you about other services we provide which may be of interest to you if you have consented to us doing so.

How do we store your data?
The security of your personal data is essential to Back 2 Books Financial Services Ltd and to protect this we take a number of important measures, including but not limited to the following:
• Data is backed up frequently.
• Software is kept up-to-date with the latest security patches.
• Computers are protected by security software and firewalls.
• Files are kept in locked drawers or filing cabinets.
• Paper documents are shredded and disposed of securely when no longer required.
• Data users shall be appropriately trained and supervised in accordance with this notice which includes requirements that data users log off from or lock their computer/electronic device when it is left unattended.
We shall take appropriate security measures against unlawful and/or unauthorised processing of personal data and against the accidental loss of or damage to your personal data.

What are your data protection rights?
Back 2 Books Financial Services Ltd would to ensure that you are fully aware of your data protection rights, every user is entitled to the following:
• The right to access – You have the right to request that Back 2 Books Financial Services Ltd for copies of your personal data. We may, however, charge a small admin fee for this service.
• The right to rectification – You have the right to request that Back 2 Books Financial Services Ltd correct any information that you believe to be inaccurate. You also have the right to request Back 2 Books Financial Services Ltd to complete information your believe to be incomplete.
• The right to erasure – You have the right to request that Back 2 Books Financial Services Ltd erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that Back 2 Books Financial Services Ltd restrict the processing of your personal data, under certain conditions.
• The right to object to processing - You have the right to object to Back 2 Books Financial Services Ltd processing your personal data, under certain conditions.
• The right to Portability - You have the right to request that Back 2 Books Financial Services Ltd transfer the data that we have collected to another organisation, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us:
- Email: info@localbookkeepers.co.uk
- Telephone: 07477026902
- In writing: Back 2 Books Financial Services Ltd,
19 Bell House Avenue, Bradford BD4 6JW.

Changes to our privacy policy
Back 2 Books Financial Services Ltd keeps its privacy policy under regular review and will inform you if any changes have been made were you can then view them. This policy was last updated 18th June 2021.

How to contact us
If you have any questions about Back 2 Books Financial Services Ltd.’s privacy policy, the date we hold on you, or you would like to exercises one of your data protection rights, please do not hesitate to contact us.
- Email: info@localbookkeepers.co.uk
- Telephone: 07477026902
- In writing: Back 2 Books Financial Services Ltd,
19 Bell House Avenue, Bradford BD4 6JW.

How to contact the appropriate authorities
Should you wish to report a compliant or if you feel that Back 2 Books Financial Services Ltd has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.
• You can call them on 0303 123 1113, or
• Visit https://ico.org.uk/global/contact-us/