Lothian Accounting Limited is a Limited company incorporated and registered in Scotland with registered office at 3 Priory Gate, North Berwick, EH39 4SA and company number SC556470 and is a chartered accountancy practice with an office in Scotland.

1. What data do we collect about you?

We generally collect data from you directly, but we may also collect data from third parties such as:

The data we collect and for what purpose will depend on who you are and the nature of the relationship that you have with us. This data may include:

2. For what purposes do we use data about you, and on what legal basis?

Throughout the duration of our provision of services to you, we may use data about you for the following purposes:

The legal basis for our use of data about you is one of the following and the processing of your data is necessary for:

Where none of the above conditions apply, we will ask for your consent to process the data.

2.1 Who do we share your data with, and for what purposes?

We may share data about you with:

2.2 How do we protect data about you?

We implement appropriate technical and organisational measures to protect personal data that we hold from unauthorised disclosure, use, alteration or destruction. Where appropriate, we use encryption and other technologies that can assist in securing the data you provide. We also require our service providers to comply with strict data privacy requirements.

2.3 How long will data about you be kept?

We store data in accordance with legal, regulatory, financial and best-practice business requirements. Once our relationship with you ends, we will securely delete/destroy your data in line with our data retention policies.

2.4 What rights and options do you have?

You may have the following rights in respect of data about you that we hold:

You are able to exercise these rights by contacting us using the details set out below.

2.5 Who should you contact with questions?

If you have any questions, or wish to exercise any of the rights detailed above, please contact us at info@lothianaccounting.com

You have a right to contact your local supervisory authority with any questions or concerns. If we or they cannot resolve your questions or concerns, you also have the right to seek judicial remedy before a national court.

2.6 Changes to this notice

We may update this notice (and any supplemental privacy notice), from time to time. We will notify you of the changes where required by law to do so.

3. Further information on the data we collect about you

3.1 Basic contact information
This may include your name, email address, telephone number and postal address. If you are an officer or employee of a company, then we may also record details of your role and the identity of your employer.

3.2 Marketing preferences
If you receive marketing communications from us including Christmas cards (eg by email or post), then we will hold your marketing preferences on record which you may update at any time.

3.3 Records of your use of our website
If you visit our website, then we will install certain cookies on to the device that you are using. Further detail about how we use cookies is set out in our cookie policy below.

3.4 Information relevant to your role as a trustee or beneficiary
We may need to collect information about any trust that you are a trustee or beneficiary of. This may include details of your financial circumstances, the benefit that you may be entitled to and other information such as trust deeds and trust minutes.

3.5 Records of communications that you have with us
If you contact us or we contact you for whatever reason (eg by email or letter), then we will retain records of such correspondence.


4. Further information on the purposes, methods of collection and legal basis for processing your data

The purposes for which we use your data, and the corresponding methods of collection and legal basis for its use, are described below:

4.1 To communicate with you


In the course of our relationship with you (or your employer) we may need to communicate with you by email, phone, post or in person.
This may be, for instance, in relation to the service you are providing or receiving from us.
To respond to an enquiry submitted on our website, at one of our local offices or via phone, email, post and SMS.

Method of collection

We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing us (2)with a business card.

Legal basis

We have a legitimate business interest to contact you in the course of any commercial business relationship.

4.2 To send you marketing communications


In accordance with your preferences, we may send you marketing or technical materials and communications via email, post or telephone.

You may also be contacted from time to time by our other employees about potential meetings and events.

Method of collection

We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing us with a business card.

Legal basis

It is our legitimate business interest to send you marketing materials.

Where we have obtained your consent to send marketing materials and communications then we instead rely on consent as the legal basis.

4.3 To create and manage records


We will keep records of the data we collect about you in accordance with our data retention policy (please refer to our terms of business).
This will include, for instance, records of written communications between you and us.

Method of collection

The data will generally be collected directly from you or your employer, although the means of collection will depend on the type of data that is being recorded.

Legal basis

We have a legitimate business interest to retain and manage records for as long as is necessary to fulfil the other purposes outlined in this notice.

4.4 To comply with our legal and regulatory obligations


To defend our legal rights in the event of a claim or dispute.

Method of collection

The data will generally be collected directly from you or your employer, although the means of collection will depend on the type of data that is being recorded.

Legal basis

We have a legitimate business interest to use your data where necessary to defend any claims that are made against us.

4.5 To share data with relevant third parties


To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.

Method of collection

We will generally collect contact details directly from you or (where applicable) your employer. This may be, for instance, you sending us an email or providing one of our staff members with a business card.

Legal basis

It is our legitimate business interest to share your data with third parties who provide us with services relevant to our provision of the website and other services. Whenever we share your data with third parties then we look to put in place contractual protections to govern how your data is used.

Where we do not base our use of data about you on one of the above legal bases, we will ask for your consent before we process the data (these cases will be clear from the context). We may from time to time ask for your explicit consent to process special categories of your data (such as racial or ethnic origin or health and medical information). In these circumstances we will provide specific information to you about both the relevant processing activities and your rights in relation to them.

In some instances, we may use data about you in ways that are not described above. Where this is the case, we will provide a supplemental privacy notice that explains such use. You should read any supplemental notice in conjunction with this notice.

5. Further information on where data about you might be sent

When using data as described in this notice, it may be transferred either within or outside the country or territory where it was collected, including to a country, territory or international organisation that may not have the same data protection standards.

For example, we may transfer your personal data to our third party service providers that are based outside of the EU. In all cases, the transfer will be on the basis of a European Commission adequacy decision or we will implement adequate measures, for example the EU Model Contracts, including appropriate security measures, for the protection of personal data in those countries, territories or international organisations in accordance with applicable data protection laws, or we will use a supplier who has certified to the US Privacy Shield Framework. To obtain further information on the data transfer mechanisms on which we rely, please contact us as set out here.

6. Further information on your rights in respect of the data we hold about you

In respect of the data we hold about you, you will have the rights set out below (note: certain legal limits apply to all these rights):

6.1 To request that we give you access to your data

This is confirmation of:

On your request we will provide you with a copy of the data we hold.

6.2 To withdraw your consent to our using it

This right applies to any data which we have collected and process based on your consent.

You have the right at any time to withdraw the consent you have provided to us.

6.3 To request that we rectify or update your data

This applies if the data we hold is inaccurate or incomplete.

6.4 To request that we erase your data

This applies if:

6.5 To request that we restrict our processing of your data

This right applies, temporarily while we look into your case, if you:

This right applies also if:

6.6 To object to our processing of your data

You have two rights here:

1.    If we use data about you for direct marketing: you can “opt out” (without the need to justify your decision) and we will comply with your request; and

2.    If we use the data about you on the basis of legitimate interest for purposes other than direct marketing, you can object to our using it for those purposes, giving an explanation of your particular situation, and we will consider your objection.

6.7 To portability of your data

This right applies:

1.    To data that you have provided to us; and

2.    If we use that data on the basis either of your consent, or on the basis of discharging our contractual obligations to you.

If both (1) and (2) apply, you have the right to receive the data back from us in a commonly used format, and the right to require us to transmit the data to someone else.

To lodge a complaint with the supervisory authority in your country

Each European Union country must provide for a regulator for this purpose. For the UK this is The Information Commissioner’s Office (ICO), Water Lane, Wycliffe House, Wilmslow, Cheshire, SK9 5AF, Tel: +44 1625 545 745; email: international.team@ico.org.uk; website: https://ico.org.uk



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