1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

2. responsibilities​

2.1  The Data Champion is responsible for ensuring that this notice is made available to data subjects prior to Portt Ltd collecting/processing their personal data.

2.2  All Employees of Portt Ltd who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

3. privacy notice

3.1  Who are we?

Portt Ltd t/a Portt & Co are a firm of Chartered Certified Accountants offering accountancy related services to our clients.

The personal data we would like to process on you is 

The personal data we collect will be used for the following purposes:

·    Calculating pay and deductions due to you

·    Sending information to Her Majesties Revenue and Customs

·    Sending information to your pension provider

·    If your employer asks us to pass limited information to relevant third parties, such as private medical insurance providers.

·    Facilitating your employer to meet and other legally required obligation placed upon them.

Our legal basis for processing for the personal data:

·    Legal obligation

The special categories of personal data concerned are:

·    Sickness/health details

·    Membership of a Trade Union or similar.

The personal data we collect will be used for the following purposes:

·    Providing a quotation for our services

·    Sending information to Her Majesties Revenue and Customs

·    Sending information to your pension provider

·    Compliance with any other legislation

·    Delivery of relevant accountancy related services

·    Marketing our services to you where you have shown legitimate interest within the last 12 months

·    Monitoring our Website performance (Use of IP address only)

Our legal basis for processing for the personal data:

·    Legal obligation (Compliance with tax and Anti Money Laundering legislation)

·    Legitimate interest 

Any legitimate interests pursued by us, or third parties we use, are as follows:

·    where you contact us to enquire about our service

The special categories of personal data concerned are:

·    n/a

The personal data we collect will be used for the following purposes:

·    Making payments to you

·    Sending information to Her Majesties Revenue and Customs (HMRC)

·    Undertaking bookkeeping for our clients

·    Passing details of our clients’ costs to any interested third party

·    Facilitating your employer to meet and other legally required obligation placed upon them.

Our legal basis for processing for the personal data:

·    Legal obligation

·    Contract

The special categories of personal data concerned are:

·    n/a

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

​3.3 Disclosure

There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:

​·  other companies in the Portt Ltd group of companies

·  third party service providers and partners who assist and enable us to use the personal data to, for example, support delivery of our services.

·  regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure

· an actual or potential buyer (and its agents and advisers) in connection with an actual or proposed purchase, merger or acquisition of any part of our business

· other people where we have your consent.

When we share data, it may be transferred to, and processed in, countries other than the country you live in. These countries may have laws different to what you’re used to. Rest assured, where we disclose personal data to a third party in another country, we put safeguards in place to ensure your personal data remains protected.

For individuals in the European Economic Area (EEA), this means that your data may be transferred outside of the EEA. Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data, or to a third party where we have approved transfer mechanisms in place to protect your personal data – i.e., by entering into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield certified (for transfers to US-based third parties). 

3.4 Retention period

The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).

We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.

3.5 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

Right of portability – you have the right to have the data we hold about you transferred to another organisation.

Right to object – you have the right to object to certain types of processing such as direct marketing.

Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

Right to judicial review: in the event that Portt Ltd refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.

3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Portt Ltd (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Portt & Co’s data protection representatives.

The details for each of these contacts are: 

​Supervisory authority contact details

Information Commissioners Office

Telephone:   0303 123 1113

Data Champion contact details

Contact Name: Siobhan Cully

Email:  [email protected]

Telephone:  01823 772577