Oakleys are committed to safeguarding the information that Oakleys hold about you whilst at the same time giving you better control over your personal information.
The Purpose Of This Notice
This notice describes how Oakleys collect and use the personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).
Oakleys Rural Business Accountants is based at Pitt Farm, Uffculme, Cullompton, Devon, EX15 3BY.
For the purpose of the Data Protection Legislation and this notice, Oakleys are the ‘data controller’. Oakleys act as the data controller in the collection, use, storing, protection and transfer of your personal information. This means that Oakleys are responsible for deciding how we hold and use personal data about you. Oakleys are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.
Oakleys have appointed a Data Protection Officer. Our Data Protection Officers is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data.
Should you wish to contact our Data Protection Officer the details are as follows:
Mr Tudor Jones
Oakleys, Pitt Farm, Uffculme, Cullompton, Devon, EX15 3BY.
How Oakleys May Collect Your Data
Oakleys obtain personal data about you to meet our legal, statutory and contractual obligations and to provide you with our services. Oakleys will never collect any unnecessary personal data from you and do not process your information in any other way than already specified in this notice. Examples of when Oakleys will obtain personal information:
You engage us to provide our services and also during the provision of those services.
You contact us by webform, email, telephone, post or social media.
From third parties and/or publicly available resources (e.g. Companies House, Onvio).
We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
If you fail to provide personal data
Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
The Kind Of Information Oakleys Holds About You
Date of Birth
Home Telephone Number
Work Telephone Number
Mobile Telephone Number
National Insurance Number
Driver’s License Number
Personal Unique Tax Reference number
Any additional information required for Anti Money Laundering purposes
How Oakleys Use Your Data
Oakleys takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless required to do so by law. Oakleys only retain your data for as long as is necessary and for the purposes specified in this notice.
The purposes and reasons for processing your personal data are detailed below: -
We collect your personal data in the performance of a contract to provide a service to clients relating to their personal tax and business affairs.
We collect and store your personal data as part of our legal obligation for business accounting and tax purposes.
We have a legal obligation to share your personal data with HM Revenue & Customs when submitting returns prepared on your behalf.
We have a legal obligation to share your personal data with your personal pension provider or insurance provider where Oakleys are required to do so by law.
We have a legal requirement to share your personal data with the National Crime Agency where Oakleys are required to do so by law.
Whenever Oakleys process data for these purposes we will ensure that we always keep your Personal Data rights in high regard and take account of those rights.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact Mr Tudor Jones.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Sharing and Disclosing Your Personal Information
Oakleys do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Oakleys uses third-parties to provide services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
“Third Parties” includes third-party service providers. The following activities are carried out by third-party service providers:
IT and Cloud Services
Professional Advisory Services
Oakleys have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Oakleys have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Oakleys will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.
Oakleys are required under UK tax law to keep your personal data for a minimum of 6 years after we cease acting for you, after which time it will be destroyed. Also when assessing what retention period is appropriated for your personal data, Oakleys take into consideration:
The requirements of our business and the services provided
Any statutory or legal obligations
The purposes for which Oakleys originally collected the personal data
The lawful grounds on which Oakleys based our processing
The types of personal data collected
The amount and categories of your personal data
You have the right to access any personal information that Oakleys processes about you and to request information about:
What personal data Oakleys hold about you
The purposes of the processing
The categories of personal data concerned
The recipients to whom the personal data has/will be disclosed
How long Oakleys intend to store your personal data for
If Oakleys did not collect the data directly from you, information about the source
If you believe that Oakleys hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and Oakleys will strive to update/correct it as quickly as possible, unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection law, as well as to object to any direct marketing from us and to be informed about any automated decision-making that Oakleys use.
If Oakleys receive a request for any of the above rights, Oakleys may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
Changes to this Privacy Notice and your duty to inform us of changes
This Privacy Notice may be changed by us at any time and was last updated in April 2021, historic versions can be obtained by contacting us.
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
Queries, Requests or Concerns
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our Data Protection Officer Mr Tudor Jones.
If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.