Perfectax LTD Privacy Notice

Regulatory Compliance
Perfectax LTD operates under the regulatory supervision of the Association of Accounting Technicians (AAT). We are committed to adhering to the requirements of the General Data Protection Regulation (GDPR) and domestic data protection legislation. Our goal is to ensure your personal data is processed securely, transparently, and in compliance with legal obligations.

This privacy notice explains:

• The types of personal data we collect about you as a client or worker of Perfectax LTD.
• How we use and process your data.
• How long we retain your data.
• Your rights concerning your personal information.

This notice applies to current and former clients, as well as employees or contractors.

Data Controller Details

Perfectax LTD is the data controller responsible for determining how your personal data is collected, processed, and used.

Data Protection Principles

We are committed to processing your data in line with the following principles:

1. Fair and lawful processing: Your data will be processed fairly, lawfully, and transparently.
2. Purpose limitation: Data will only be collected for specified, legitimate purposes that we communicate to you.
3. Data accuracy: We will ensure your data is accurate and kept up to date.
4. Data retention: Your data will only be retained for as long as necessary to fulfill its purpose.
5. Security: We will process your data securely to prevent unauthorized use, access, loss, or destruction.

Types of Data We Process

We may collect and process the following personal data:

• Personal Identification Details: Name, address, date of birth, email address, phone numbers, and photograph.
• Demographic Information: Gender, marital status, dependents, next of kin, and their contact details.
• Sensitive Information: Health or disability-related information, and details collected for equal opportunities monitoring (e.g., sexual orientation, religion, or ethnicity).
• Employment and Compliance Information:
  • Right-to-work documentation (e.g., passport, visa, driving licence).
  • Criminal record details (if relevant to your role and permissible by law).
  • Bank account information, tax codes, National Insurance number.

How We Collect Your Data

Your data may be collected directly from you through:

• Forms you complete, such as bank or next of kin details.
• Official documentation you provide, such as driving licences or passports.

All collected data is securely stored on our Microsoft Cloud system.

Why We Process Your Data

We process your personal data for the following reasons:

1. Legal Obligations: To comply with statutory requirements, such as:
   • Ensuring taxes and National Insurance contributions are correctly processed.
   • Conducting right-to-work checks.
   • Making reasonable adjustments for individuals with disabilities.
2. Consent: Where you have provided explicit consent for specific purposes.
3. Legitimate Interests: To undertake activities necessary for the smooth functioning of our business, such as fraud prevention.

Criminal Conviction Data

Criminal conviction data will only be collected if relevant to your role and permitted by law.

Failure to Provide Data

Certain personal data is essential for us to fulfill our legal and contractual obligations. If you fail to provide the necessary information, we may be unable to:

• Perform our duties.
• Continue your business relationship with us.
• Comply with legal obligations, such as right-to-work checks.

Sharing Your Data

Your personal data may be shared internally within Perfectax LTD where necessary for business or operational purposes. Additionally, your data may be shared with:

• HMRC: To comply with tax and employment regulations.

Data Retention

We retain your personal data only for as long as is necessary to fulfill the purposes for which it was collected. Once your business with us concludes, we will securely delete your data unless retention is required by law.

Your Rights in Relation to Your Data

Under GDPR, you have the following rights:

1. Right to be informed: You have the right to know how and why we process your data.
2. Right of access: You can request a copy of the personal data we hold about you through a Subject Access Request.
3. Right to rectification: You can request corrections to incomplete or inaccurate data.
4. Right to erasure: You can request the deletion of your data where there is no lawful basis for us to retain it.
5. Right to restrict processing: If you dispute the accuracy of your data, you can request that processing be paused while we verify its accuracy.
6. Right to data portability: You can request a copy of your data in a structured, commonly used format.
7. Right to object: You can object to data processing where it is based on legitimate interests.

Making a Complaint

If you believe your data protection rights have been violated, you can file a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk
Telephone: 0303 123 1113

We are committed to resolving any data concerns you may have and encourage you to contact us directly for assistance.