Privacy Notice
Windmill BTS Limited
This privacy notice tells you what to expect us to do with your personal information.
Overview.
We are a private limited company, registration number 15585425. The Data Controller is WINDMILL BTS LIMITED. Our ICO registration number is ZA782005.
Our contact details.
Post – Susan Reeve, Director, Trinity Mews, Princes Street, ULVERSTON, Cumbria, LA12 7NB.
Telephone – 07842 505051
Email – sue@windmillbts.co.uk
What information we collect, use, and why
We collect or use the following information to provide services:
- Names and contact details.
- Addresses.
- Purchase or account history.
- Payment details (that may include bank details where management of bank accounts forms part of the service.)
- Account information.
- Website user information (including user journeys and cookie tracking).
- Records of meetings and decisions.
- Identification documents.
- Information relating to compliments or complaints.
- Client transactional details to support delivery of the bookkeeping service.
We collect or use the following information for the operation of customer accounts and guarantees:
- Names and contact details.
- Addresses.
- Payment details (that may include bank details where management of bank accounts forms part of the service.)
- Account information, including registration details.
- Marketing preferences.
We collect or use the following information for service updates or marketing purposes:
- Names and contact details.
- Addresses.
- Marketing preferences.
- IP addresses.
- Records of consent, where appropriate.
We collect or use the following information to comply with legal requirements:
- Identification documents
- Financial transaction information
Facebook Groups
As part of our commitment to providing exceptional service and fostering a supportive community for our clients, WBTS Ltd, may utilise Facebook groups. These groups are intended to facilitate communication, share updates, and offer a platform for clients to engage with each other and with our team.
Data Collection and Use
When you join our Facebook groups, we may collect the following information:
Profile Information: This includes your Facebook profile name, profile picture, and any other publicly available information.
Posts and Comments: Any content you share within the group, including posts, comments, and reactions.
Engagement Metrics: Data related to your interactions with the group, such as the frequency of your visits, participation in discussions, and responses to our posts.
Purpose of Data Collection
The data collected from our private Facebook groups will be used for the following purposes:
Community Engagement: To facilitate discussions, share knowledge, and provide support among group members.
Service Improvement: To gather feedback and insights that help us enhance our services and better meet the needs of our clients.
Communication: To keep you informed about updates, events, and relevant information related to our services.
Facebook Group Data Sharing and Disclosure
We value your privacy and will not share your personal data collected through our Facebook groups with third parties without your consent, except in the following circumstances:
Legal Obligations: If required by law or in response to valid requests by public authorities.
Protection of Rights: To protect our rights, privacy, safety, or property, and/or that of our clients.
We strive to protect the security of your personal data. While we use Facebook’s platform to host our groups, we cannot guarantee the security measures provided by Facebook. We recommend reviewing Facebook’s Privacy Policy to understand how your data is managed and protected by Facebook. https://www.facebook.com/privacy/policy/
Cookies
Cookies are small text files that can be used by websites to make a user’s experience more efficient.
The law states that we can store cookies on your device if they are strictly necessary for the operation of our website. For all other types of cookies, we need your permission.
Our site uses different types of cookies. Some cookies are placed by third party services that appear on our pages.
You can view what cookies our site uses at any time as well as change or withdraw your consent from the Cookie Declaration on our website by clicking on the icon on our website shown below.
Lawful bases
Our lawful bases for collecting or using personal information to provide services are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
- Consent
- Contract
- Legal obligation
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent
- Contract
- Legitimate interest:
- Service Updates: The legitimate interest allows the Data Controller to keep customers informed about important changes or updates to services they use, which could enhance user experience and ensure the continuity of service.
- Marketing: The legitimate interest allows for the promotion of new products or services to existing customers, which helps grow the business and improve customer satisfaction by offering relevant deals.
Our lawful bases for collecting or using personal information for legal requirements are:
- Legal obligation
Where we get personal information from
- People directly
- HMRC
How long we keep information.
Financial Records
Minimum Retention Period: 6 years
Purpose: Financial records, including invoices, receipts, and transaction records, must be retained for at least six years to comply with HMRC (Her Majesty’s Revenue and Customs) regulations. This period allows for adequate time to handle any audits or inquiries from tax authorities.
Client Personal Information
Minimum Retention Period: As long as necessary for the purposes of the processing
Purpose: Personal data, such as contact details and identification information, will be retained for the duration of the client relationship generally 2 years after the end of the client relationship unless specific legal requirements dictate otherwise.
Communications and Correspondence
Minimum Retention Period: 6 years
Purpose: Emails and other communications related to financial transactions and client instructions will be kept for at least six years to provide a clear audit trail and to resolve any potential disputes.
Employee and Contractor Data
Minimum Retention Period: 6 years from the end of employment/contract
Purpose: Information related to employees or contractors involved in the delivery of bookkeeping services will be retained for six years after the end of their employment or contract, in line with employment law and potential claims.
Who we share information with
Data processors we share your information with: –
We engage the services of a virtual assistant(s) to support our administrative function.
We also subscribe to a cloud-based platform that supports the collaboration, communication, and data management that we require as part of our operations.
We subscribe to a cloud-based platform that allows us to record, organize and maintain financials transactions and records for our clients to support accurate financial management and compliance with regulatory requirements.
We subscribe to a cloud-based platform that allows us to verify the identity of our clients and be compliant with all relevant laws and regulations (including AML).
Other organisations:
- Professional or legal advisors
- Relevant regulatory authorities
- Professional consultants
Your data protection rights.
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal data.
Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint