This policy applies to the following businesses:
Karia Accountants Ltd, is a limited company. Registered Company number is 08471022.
Registered office: 19 St Christopher’s Way, Pride Park, Derby DE24 8JY, Registered in England and Wales.
What is personal data?
Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to):
Names and contact information i.e. emails and telephone numbers
National Insurance Numbers
Payroll and accounting data
What is sensitive personal data?
Sensitive personal data refers to the above but includes genetic data and biometric data. For example:
Religious or philosophical beliefs and political opinions
Racial or ethnic origin
Biometric data (eg photo in an electronic passport)
What is a Data Controller?
For general data protection regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.
The data controller is: Karia Accountants Ltd, 19 St Christopher’s Way, Pride Park, Derby DE24 8JY
The data protection officer is Hinal Karia, Managing Director who can be contacted at the above address or on email@example.com or by calling 01332 492101.
What is a Data Processor?
A “data processor” is a person or organisation which processes personal data for the controller.
What is Data Processing?
Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.
What do we mean by Business to Business?
PLC, LTD, LLP incorporated partnerships, trusts and foundations, local authorities and government institutions.
What do we mean by Business to Consumer?
Private clients, sole traders, unincorporated partnerships, limited companies, trusts and foundations.
What information do we collect about you and how?
Karia Accountants Ltd, as a Data Controller, is bound by the requirements of the General Data Protection Regulations (GDPR).
You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the Services (as defined in our Letter of Engagement and supporting Schedules) and for other related purposes including;
Updating and enhancing client records
Analysis for management purposes
Carrying out credit checks in relation to you
Legal and regulatory compliance
We collect information about you when you fill in any of the forms on our website, via docusign or via email. Website usage information is collected using cookies.
When submitting forms on our website we use a third-party software provider for automated data collection and processing purposes, they will not use your data for any purposes and will only hold the data in line with our policy on data retention.
Cookies are text files put on your computer to collect standard internet log information and visitor behaviour information. This information is then used to track visitor use of the website and to create statistical reports on website activity. For more information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please note in a few cases some of our website features may not function because of this.
Analytics – eg how visitors use our website
We use Google Analytics and Stats counter to store information about how visitors use our website so that we may make improvements and give visitors a better user experience.
An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. Karia Accountants Ltd do not have access to any personal identifiable information and we would never seek this information. Your IP address is logged when visiting our site, but our analytic software only uses this information to track how many visitors we have from particular regions.
Internet Based Advertising
We use Linkedin and Twitter advertising services and as such there are tracking codes installed on our website so that we can manage the effectiveness of these campaigns. We do not store any personal data within this type of tracking.
How will we use the information about you and why?
At Karia Accountants Ltd, we take your privacy seriously and will only use your personal information to provide the Services you have requested from us, detailed in your Letter of Engagement and supporting Schedules and as we have identified above. We will only use this information subject to your instructions, data protection law and our duty of confidentiality.
For Business to Business Clients and Contacts our lawful reason for processing your personal information will be “legitimate interests”. Under “legitimate interests” we can process your personal information if: we have a genuine and legitimate reason and we are not harming any of your rights and interests.
For Business to Consumer Clients and Contacts our lawful reason for processing your personal information will be “A contract with the individual” eg to supply goods and services you have requested, or to fulfil obligations under an employment contract. This also includes steps taken at your request before entering into a contract.
We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport. This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.
Our work for you may require us to pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing the Services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the Services and we have contracts in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
We collect information on our website to process your enquiry, deal with your event registration, give advice based on survey data and improve our services. If you agree, we will also use this information to share updates with you about our services which we believe may be of interest to you.
We will not share your information for marketing purposes with companies so that they may offer you their products and services.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you give to us may be transferred to countries outside the European Union (“EU”). For example, some of our third-party providers may be located outside of the EU. Where this is the case we will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy. By submitting your personal data, you’re agreeing to this transfer, storing or processing. Where our third-party supplies are in the US we have ensured that their services fall under the “Privacy Shield” whereby participating companies are deemed to have adequate protection and therefore facilitate the transfer of information from the EU to the US.
If you use our services while you are outside the EU, your information may be transferred outside the EU to give you those services.
Security precautions in place about data collected
When you give us personal information, we take steps to make sure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 128 Bit encryption on SSL. When you are on a secure page, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer , Google Chrome and Safari.
Non-sensitive details (your email address etc.) are sent normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of extra information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and cut fraud and credit risk.
We would like to send you information about our services which may be of interest to you. If you have consented to receive marketing, you may opt out at any point as set out below.
You have a right at any time to stop us from contacting you for marketing purposes. To opt out please email firstname.lastname@example.org.
How long will we hold your data for?
Marketing: We will hold your data for a period of 6 years with a review every 3 years. You will have the opportunity to opt out or update or delete data at any point should you need to do so and details are set out in this policy as to how to do that.
Contracted Services: We will hold your data for 7 years in line with our regulatory requirements.
Access to your information, correction, portability and deletion
What is a Subject Access Request?
This is your right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please email or write to us at the following address: Hinal Karia, Karia Accountants Ltd, 19 St Christopher’s Way, Pride Park, Derby DE24 8JY. We will respond to your request within one month of receipt of the request.
We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by email us at email@example.com writing to the above address.
Objections to processing of personal data
It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply. The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claims.
It is also your right to receive the personal data which you have given to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller without delay from the current controller if:
(a) The processing is based on consent or on a contract, and
(b) The processing is carried out by automated means.
Your Right to be Forgotten
Should you wish for us to completely delete all information that we hold about you for:
Email: firstname.lastname@example.org, or
In Writing to: Hinal Karia, Karia Accountants Ltd, 19 St Christopher’s Way, Pride Park, Derby DE24 8JY
If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then tell you of the progress and outcome of your complaint. The supervisory authority in the UK is the Information Commissioner’s Office.
How to contact us
Email: email@example.com, or
In Writing to: Hinal Karia, Karia Accountants Ltd, 19 St Christopher’s Way, Pride Park, Derby DE24 8JY
Our Business WhatsApp policy is listed below:
Ensure your use of the WhatsApp Business Products complies with these policies. Further details of how messages are secured, can be read here https://faq.whatsapp.com/general/security-and-privacy/end-to-end-encryption-for-business-messages/?lang=en
The WhatsApp Business Products include:
The WhatsApp Business app.
The WhatsApp Business Solution, which is comprised of the WhatsApp Business Client and the WhatsApp Business APIs.
Other WhatsApp Business offerings or features that we may provide to you in the future.
1. Create a Quality Experience
Follow any guidelines and instructions in technical and product documentation.
We Maintain a WhatsApp Business profile with the phone number +44 1332492101.
We may only contact people on WhatsApp if: (a) they have given Karia Accountants Ltd their mobile phone number; and (b) they have agreed to be contacted by over WhatsApp.
We respect all requests (either on or off WhatsApp) by a person to block, discontinue, or otherwise opt out of communications from clients or potential clients via WhatsApp, including removing that person from our your contacts list. You will need to notify us in writing if you wish for this to happen.
2. WhatsApp Business Solution (WhatsApp Business API) Specific Terms
The below sections on “Opt-in” and “Acceptable Message Types” only apply to the WhatsApp Business Solution (WhatsApp Business API).
In order to initiate a WhatsApp message, you will receive opt-in permission confirming that they wish to receive future messages from you on WhatsApp. The message will contain our business name; Karia Accountants Ltd.
Acceptable Message Types:
If you initiate chats, any message must comply with our terms and these policies, and only be used for their designated purpose. We have the right to review, approve and reject any Message at any time.
We may continue that conversation via WhatsApp for up to any determined period by us.
We will use automation when responding to messages outside of our working hours, which are Monday to Friday 9am to 5:30pm.
3. Protect Data & Comply with Law
Don’t use any data obtained from us about a person you message with in WhatsApp, other than the content of message threads, for any purpose other than as reasonably necessary to support messaging with that person.
We do not share or ask people to share full length individual payment card numbers, financial account numbers, personal ID card numbers, or other sensitive identifiers. If you choose to provide this information to us via business what’s app, it is at your own risk.
We will not forward or otherwise share information from a customer chat with any other customer.
4. Prohibited Organizations & Use
We prohibit organizations and/or individuals engaged in terrorist or organized criminal activity from using the WhatsApp Business.
We prohibit the use of the WhatsApp Business to facilitate or organize criminal activity, including exploiting or causing physical, financial, or other harm to people, businesses, or animals.
Organizations must not wrongfully discriminate or suggest a preference for or against people because of a personal characteristic, included but not limited to, race, ethnicity, color, national origin, citizenship, religion, age, sex, sexual orientation, gender identity, family status, marital status, disability, or medical or genetic condition. Organizations must comply with all applicable laws prohibiting discrimination.
Messages must not contain offensive content, for example sexually explicit materials or nudity, determined at our sole discretion.
5. Enforcement & Updates
We may limit or remove your access to or use of the WhatsApp Business if or violate or encourage others to violate our terms or policies, as determined by us in our sole discretion.
If you use or operate a service which utilizes WhatsApp in violation of our terms or policies, such as messaging people at scale in an unauthorized manner, we have the right to limit or remove your access to WhatsApp’s communication with us.
WhatsApp may update this WhatsApp Business Policy (“Change”) without notice (unless such notice is required by law); by continuing to use the WhatsApp Business Products after such Change, you consent to such Change.