This privacy policy notice is served by Squared Away Business Services under the website www.squaredawaybusiness.co.uk  The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing / using this website, and or refrain from submitting your personal data to us.

Policy key definitions:

• “I”, “our”, “us”, or “we” refer to the business, Squared Away Business Services
• “you”, “the user” refer to the person(s) using this website.
• GDPR means General Data Protection Act.
• PECR means Privacy & Electronic Communications Regulation.
• ICO means Information Commissioner’s Office.
• Cookies mean small files stored on a users computer or device.

Key principles of GDPR:

Our privacy policy embodies the following key principles; (a) Lawfulness, fairness and transparency, (b) Purpose limitation, (c) Data minimisation, (d) Accuracy, (e) Storage limitation, (f) Integrity and confidence, (g) Accountability.

Processing of your personal data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you electronically using the following lawful bases.

• Lawful basis: Legitimate Interest

  Where our purpose for processing is: To enable us to contact you in response to your request for additional information or as a result of your interest in finding out more about the services we offer. 

  Which is necessary because: We deal with new client enquiries on an individual basis and need some information about the nature of the potential clients business in order to tailor our responses accordingly

  We process your information in the following ways: We use the information submitted to help us tailor our response to you and provide us with information that will help us to put together suitable package options that match your business needs and goals.

  Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.

Sharing your information: We do not share your information with third parties for the purposes of advertising or marketing.

• Lawful basis: Contract
  Where our purpose for processing is: Once you have contracted Squared Away Business Services to undertake work on your behalf, we require your data and that of your business, to carry out the services we offer

  Which is necessary because: Our services utilise the data you have provided – both to produce the information you require and communicate that information to government bodies for the purposes of VAT submission, PAYE submissions, Pension provision etc.

  We process your information in the following ways: Depending on the nature of the contract we have in place with you will determine the extent to which we process your information.  We may use it to maintain the bookkeeping records of your business, process the payroll on behalf of your business (which will also require us to process information on your employees), undertake marketing activities on behalf of your business, etc

  Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.

  As a client of Squared Away Business Services we will retain your data only in support of the services we provide to you and in accordance with our legal obligations for record keeping.

• Sharing your information: We do not share your information with third parties for the purposes of advertising or marketing. However, as necessitated by the nature of services we provide, some of you and your businesses contact and/or financial information will be stored on 3^rd party systems such as bookkeeping software, payroll software and digital marketing systems.  Such sharing of information is not to enable these providers to contact you, but to enable us to provide the services that you have contracted us to do.

If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

• the right to be informed;
• the right of access;
• the right to rectification;
• the right to erasure;
• the right to restrict processing;
• the right to data portability;
• the right to object; and
• the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR.

Internet cookies

We may use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant adverts or content, referred you to a third party website.

Some cookies are required to enjoy and use the full functionality of this website.

We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.

Data security and protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.

Fair & Transparent Privacy Explained

We have provided some further explanations about user privacy and the way we use this website to help promote a transparent and honest user privacy methodology.

Email marketing messages & subscription

Under the GDPR we use the lawful bases of Legitimate Interest and consent for anyone subscribing to our newsletter or expressing an interest in finding out more about the products or services we offer. We only collect certain data about you, as detailed in the “Processing of your personal data” above. Any email marketing messages we send are done so through an EMS, email marketing service provider. An EMS is a third party service provider of software / applications that allows marketers to send out email marketing campaigns to a list of users.

Email marketing messages that we send may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages and tailor the information you receive in accordance with your preferences. Where used, such marketing messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each subscriber made for that email campaign.

Any email marketing messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time. See any marketing messages for instructions on how to unsubscribe or manage your preferences, you can also unsubscribe from all MailChimp lists, by following this link, otherwise contact the EMS provider.

Our EMS provider is; [name of provider here]. We hold the following information about you within our EMS system;

• Your name
• Email address
• I.P address
• Subscription time & date