TRS Secretaries Limited acts as a data controller in respect of the data it processes. TRS Secretaries has other relationships where we may be a joint data controller or we may be a data processor. The company has appointed data protection heads who can be contacted during office hours on 01438 281281, or via email.
How we collect and process personal data
We only process personal data if there is a legal basis for doing so. For people who visit our website and who contact us about our services we keep basic data (name, address, phone number, email address) to allow us to answer enquiries in respect of our services and to market our services where consent has been given. Where people require accountancy services they will be provided with information regarding how we process their personal data.
How we use your personal data
We use your personal data only when the law allows us to. Most commonly we will use personal data under the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override these interests.
- Where we need to comply with a legal obligation.
Sharing and transferring personal data
We use a third party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to the site. We do not otherwise share the personal data of visitors to our website or those submitting enquiries to us, or of those people to whom we send marketing communications. Such personal data is not processed by us outside the EEA.
We 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 data on our instructions and they are subject to a duty of confidentiality.
We 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.
Data storage and retention
How long will you use my personal data for?
We will retain your personal data only for as long as reasonably necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we proved your personal data and whether we can achieve those purposes through other means and the applicable legal, regulatory, tax, accounting and other requirements.
By law we have to keep basic information about our clients (including contact, identity, financial and transaction data) for six years after they cease being clients for tax purposes.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data we provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good cause for us to continue to process it. You also have the right to ask us to delete or remove your date where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal date to comply with local law. Note, however, that we may not always be able to comply with you request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases we may demonstrate that we have compelling grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enable you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or to a third party you have chosen, your personal data in a structured, commonly used machine-readable format. Note that this right only applies to automated information which you originally provided consent for us to use to where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with you request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case we will notify you and keep you updated.