PRIVACY STATEMENT

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

How we use your information

This privacy notice tells you how we, Paul Austen Associates Ltd, will collect and use your personal data for:

• To carry out our legal obligations in line with any money laundering directives to include online identity verification on a third party system – details are maintained on this system for the period of our engagement and a continual verification process exists
• To record your details on our cloud based systems to ensure we meet our contractual obligations with you to assist you in meeting any compliance deadlines
• To register you with UK government departments, for example, HMRC, Companies House, The pensions regulator, NEST to assist you to meet your compliance requirements
• To process a payroll to meet any employment contract you may have with the company and/or carry out identity checks of employees or request third party references
• To process payment for services provided via trusted third party systems such as direct debit intermediaries or card processors
• To enter on to our accounting system in order to raise invoices for services provided
• To process your compliance requirements for example completion and submission of tax returns, accounts, payroll and other compliance submissions as engaged.

Why does Paul Austen Associates Ltd need to collect and store personal data?

In order for us to provide you with a service  we need to collect personal data for correspondence purposes and/or detailed service provision . In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes Paul Austen Associates Ltd would contact you for additional consent if consent as not already been provided.

Will Paul Austen Associates Ltd share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Paul Austen Associates Ltd in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to [fulfil the service they provide you on our behalf ]. When they no longer need your data to fulfil this service, they will dispose of the details in line with Paul Austen Associates Ltd’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so to carry out our contract with you if it is not for this purpose we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Paul Austen Associates Ltd use the personal data it collects about me?

Paul Austen Associates Ltd will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Paul Austen Associates Ltd is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Paul Austen Associates Ltd contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Paul Austen Associates Ltd at your request, can confirm what information we hold about you and how it is processed. If Paul Austen Associates Ltd does hold personal data about you, you can request the following information by completing a subject access request (SAR) form at the FAQ section of our website:

• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of Paul Austen Associates Ltd or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

Paul Austen Associates Ltd accepts the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate, utility bill (from last 3 months), etc.

Contact details of the Data Protection Officer / GDPR Owner: