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Doc No. PN001
Issue No. 1
Date 24.04.2020

This policy applies to Castle Dawson Ltd, which trades as Minford Chartered Accountants, and any other Company related to Castle Dawson Ltd.  Where reference is made to ‘Minford’ or the ‘Company’ this refers to any of the Companies related to Castle Dawson Ltd.

Our pledge to you:

  • Is to hold your data securely;
  • Share where you agree;
  • Use your data to tailor the information we provide you and improve our services;
  • Put you in control by allowing you to update, delete and access your data;
  1. WHO ARE WE?

This policy covers how we (MCA) collect, use, disclose, transfer and store your data.

Minford Chartered Accountants is the trading name of castle Dawson Limited.  We are a firm of accountants working with our Clients to provide consultancy, payroll and accountancy services.

Our websites minford.eu and minford.dental detail the services we offer, enables the website visitor to contact MCA and provides our Clients with a portal into some of the specific services undertaken on their behalf.

This privacy policy covers how we handle consumer data within MCA and on these websites.

  1. WHAT PERSONAL INFORMATION WILL MCA COLLECT ABOUT ME?

This privacy notice tells you:

  • The information we collect (personal or not)
  • Why we collect it
  • How long we store it
  • Our legal basis for processing your personal data
  • Who if anyone we disclose your personal data to
  • Your rights and how you can see, update or delete your personal data
  • To make it easy to understand what data we collect about you we have grouped this policy into how you and others get information from us/ interact with us
  • Our digital services. This includes our website and apps, managed by us.
  • Services we use to communicate like social media 
  • Contact us directly, via email, phone, letter 
  • Meet us in person at events or at our premises
  1. WHEN YOU USE OUR DIGITAL SERVICES

WEBSITE ANALYTICS

We may use website log files, cookies, digital analytics (Google), to gather information about how visitors use our websites (minford.eu and minford.dental ).

We do not collect or store your personal information (e.g. your name or address) in our website analytics. 

If we were ever to obtain your personal data via the routes in this policy, we may combine website analytics data with your personal data.  For more information please see the section on Data and Profiling.

Website log files collect your IP address, when you visited the site and the pages you visited. IP address is a numeric code assigned to a device based on your geographical location.  If for example you are in Chester your IP address will be the same as other users accessing the internet from Chester.

Cookies are small text files which are delivered onto your computer by websites that you visit. We do not use cookies.

DIGITAL ANALYTICS

Digital analytics tools such as Google Analytics may be used to record anonymous user's interaction with the MCA websites. You may opt out of our use of Analytics by visiting the Google Analytics opt-out page.

  1. WHEN YOU PROVIDE PERSONAL DATA

REQUEST INFORMATION BY POST

Occasionally you may request to receive information by post. In order to do this, we need your name, company name and postal address and the information requested. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY EMAIL

Occasionally you may request to receive information by email. To provide this information, we request contact details including but not limited to - your name, company name, email address, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY TELEPHONE

Occasionally you may request to receive information by telephone. To provide this information, we request contact details including but not limited to - your name, company name, telephone number, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

REQUEST INFORMATION BY SMS

Occasionally you may request to receive information by SMS. To provide this information, we request contact details including but not limited to - your name, company name, mobile telephone number, country, and postcode. Our legal basis for processing is contract and we will retain your personal data for two years after the request.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

GIVE US FEEDBACK (UNPROMPTED)

You do not need to include your name or contact details in order to provide us with general feedback or information about any technical problems on this site or when using web chat. You will however need to include an email address if you want us to reply to you. For some enquiries, we may request additional contact details will be required should you require additional information or feedback via post, telephone, email or SMS

We will only use any personal information provided to deal with your request and will not share it with other organisations.  This data is stored for two years after we respond to your feedback, in case you ask for more detail or have other feedback you'd like to make.

We reserve, however the right to use non-personal information for business, research and marketing purposes. Uses include:

  • An internal report listing technical problems on the website and solutions
  • Marketing literature using quotes drawn from feedback about the site

Our legal basis for processing this data is a legal obligation.

WHEN YOU USE OTHER SERVICES (LIKE LINKEDIN) TO INTERACT WITH US

When you use a social media platform, details about how your personal information is held, is described within the relevant social media policy, such as LinkedIn or Twitter.  

FORMS ON SOCIAL MEDIA

If you send us a private or direct message via social media the message will be stored for up to 2 years and then confidentially destroyed. It will not be shared by any other organisations.

Our legal basis for processing this information is contract and we do so to fulfil a service to you.  

WHEN YOU CONTACT US DIRECTLY

WHEN YOU PHONE US

We do not collect caller line identification information when you call us. We will only collect personal information that you consent to provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data as required by law.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

WHEN YOU EMAIL US

We will only collect your name and email address and any other personal information that you provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data as required by law.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

WHEN YOU WRITE TO US

We will only collect your name and address and any other personal information that you provide to us in order to deliver a service. Our legal basis for processing is contract and we will retain your personal data as required by law.

However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.

WHEN WE MEET IN PERSON

AT OUR PREMISES

MCA will collect personal information from you at our premises that is required to ensure our health & safety obligations to you as a visitor are met and that ensure the security of the building is not compromised by your visit.

PROVIDE FEEDBACK OR MAKE A COMPLAINT

If you want to provide feedback or make a complaint, you can so anonymously, or provide personal data so we can respond to you.

If you do provide personal data, we will request your full name and address. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

By giving us your personal data you consent to us processing it.  We retain personal data obtained from complaints for five years and then confidentially destroy it.

  1. YOUR RIGHTS

Under the General Data Protection Regulations, you have rights as an individual which you can exercise in relation to the information we hold about you.

Read more about your individual rights on the Information Commissioner's Office website.

MCA is registered with the Information Commissioners Office.

  1. ACCESS TO PERSONAL INFORMATION

MCA tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'right of access' request under the General Data Protection Regulations. If we do hold information about you we will:

  • Give you a description of it;
  • Tell you why we are holding it;
  • Tell you who it could be disclosed to; and
  • Let you have a copy of the information in an intelligible form.
  1. LINKS TO OTHER WEBSITES

This privacy policy does not cover any links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

  1. CHANGES TO THIS PRIVACY POLICY

We keep our privacy notice under regular review. This privacy notice was last updated on 24 April 2020.

Since this policy is under regular review, you may wish to check it each time you submit personal information. If you do not agree to these changes, please do not continue to use the MCA websites to submit personal information. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice.

You can access this policy at any time through the link at the bottom of our website.

  1. HOW TO CONTACT US

MCA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of MCA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

Email the data officer at This email address is being protected from spambots. You need JavaScript enabled to view it. 

Telephone the data officer on: 01904 414471

Or write to:

The Data Officer

Minford Chartered Accountants

Moyola House

31 Hawthorne Grove

York

YO31 7YA

 


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