At Melot Accounting Ltd we respect the privacy of visitors to our website (melotaccounting.com) and our clients. This policy is concerned with how we collect information, what we do with it and what controls you have over your personal information.
We take our duty to process your personal information very seriously. This policy explains how we collect, manage, use and protect your personal information.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if changes have been made by the date it was last updated.
Refer to the sections below for more details on how and why we use your personal information:
Who are we?
What personal information we collect and how we use it
Sharing your information
Retaining your information
Your details on the web
What are your rights?
How to contact us
In this policy references to The Company, or to ‘we’ or ‘us’ are to Melot Accounting Ltd which is a registered company in England and Wales. Registered Number 07663360.
What we need
Melot Accounting Ltd is what’s known as the ‘controller’ of the personal information you provide to us. We will usually collect basic personal information about you like your name, postal address, telephone number and email address.
Often we will need to collect other information about you such as your date of birth, gender and other details in order to assist with your accountancy and tax affairs. We will be very clear with you that we wish to collect such information, our reason for collecting such information, and we would only do so with your consent.
Why we need it
We collect your personal information in connection with the specific purposes to provide you with accountancy and tax services.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don't have to disclose any of this information to browse our site. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Sometimes, with your consent, we will process your personal information to provide you with information about our work or our activities that you have requested or are expecting.
On other occasions, we may process personal information when we need to do this to fulfil a contract or where we are required to do this by law or other regulations.
Melot Accounting Ltd also processes your information when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our services, newsletter requests, feedback, and other activities. Please see the section on 'Legitimate Interest' for more information.
How we obtain your details
We collect your personal information in a number of ways:
We combine the information from these sources with the information you provide to us directly.
We do not knowingly market to or accept business for accountancy and tax services from persons aged under 18 years.
Where is your data stored?
The personal information we process is processed within the European Economic Area (EEA), specifically in the UK.
Whilst we endeavour to use systems and software based in the EEA, we do also use some third party software which is situated outside of the EEA.
For example, we use Dropbox (for document storage/sharing), Support Bee and Mailchimp (for emails), and Capsule CRM and Slack (for internal management and communication).
Where it is necessary for us to use such services we will ensure that the third party suppliers comply with the GDPR and any other applicable data protection laws.
We have a number of lawful reasons that mean we can use your personal information. One of these is something called 'legitimate interests'. Broadly speaking Legitimate Interests means we can process your personal information if:
We have a genuine and legitimate reason.
We are not harming any of your rights and interests.
Typical examples of when we might use the approach are for preventing fraud or maintaining the security of our systems.
How we may use your personal information
Your best interest: Processing your information to protect you against fraud when transacting on our website, and to ensure our websites and systems are secure.
Personalisation: Where the use of the information enables us to personalise, enhance or otherwise improve our services/communications for the benefit of our clients.
Analytics: To use your personal information for the purposes of customer analysis, assessment, and direct marketing, on a personalised or aggregated basis, to help us with our activities and to provide you with the most relevant information as long as this does not harm any of your rights and interests.
Research: To determine the effectiveness of promotional campaigns and advertising and to develop our products, services, systems and relationships with you.
Due Diligence: We need to undertake due diligence on potential customers and business partners to determine if those companies and individuals have been involved or convicted of offences such as fraud, bribery and corruption. And to verify the identity of individuals.
We will also hold information about you so that we can respect your preferences for being contacted by us.
Before we use your personal information for our legitimate interests, we will always consider and balance any potential impact on you and your rights under data protection legislation and any other relevant law. Our legitimate business interests do not automatically override your interests – we will never use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by contacting us.
We do not share your information with any other organisations or individuals unless we are obliged to by law, for purposes of national security, taxation and criminal investigations and in the following instances:
We hold your information only as long as necessary for each reason that we use it. We have provided some examples of the time we will keep your information in this paragraph but you can contact us for more information.
If you have contacted us for an enquiry we will retain your name and contact details for up to 2 years before removing them from our system in case you decide to engage our services. If you wish to be forgotten sooner please contact us and we will ensure you are removed immediately.
If you have been a tax or accountancy client and dis-engage services from Melot Accounting Ltd or request that we have no further contact with you, we will continue to retain information pertaining to our correspondence and your tax and accounting affairs for up to 10 years.
After the retention period has passed we will ensure all information is securely destroyed.
You have a number of rights about how the personal information you provide can be used. These are:
If you would like to know more about your rights under the data protection law, you can find out more at the Information Commissioners Office website.
Remember, you can change the way you hear from us or withdraw your permission for us to processing your personal information at any time by contacting us.
If you wish to raise a complaint on how we have handled your personal information, you can contact our data protection champion who will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law you can complain the Information Commissioner’s Office (ICO).
If you wish to talk to us about anything in the policy or the information we hold about you, our data protection champion can be contacted as follows:
Data Protection champion – Myriam Melot
Telephone: 07770 762728
This document was last updated: January 2023