Privacy Policy (Update Oct 2021)

Lambert Chapman LLP understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Lambert Chapman LLP is a limited liability partnership registered in England and Wales under registered number OC328593.

Registered Office: 3 Warners Mill, Silks Way Braintree, Essex CM7 3GB.

Trading addresses:

3 Warners Mill, Silks Way Braintree, Essex CM7 3GB.

Heybridge Business Centre, 110 The Causeway, Maldon CM9 4ND.

9 Perseverance Works Kingsland Road, London E2 8DD.

VAT number: 341622778.

Data Protection Manager: Sean Wiegand (Partner).

Email address: sean.wiegand@lambert-chapman.co.uk.

Telephone number: 01376 326266.

Postal address: 3 Warners Mill, Silks Way Braintree, Essex CM7 3GB.

Registered to carry on audit work and regulated in the UK for a range of investment business activities by the Institute of Chartered Accountants in England and Wales

 

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

 

3. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

 

4. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

• The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
• The right to access the personal data we hold about you. Part 10 will tell you how to do this.
• The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
• The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
• The right to restrict (i.e. prevent) the processing of your personal data.
• The right to object to us using your personal data for a particular purpose or purposes.
• The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
• The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
• Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 11.

 

5. What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data. We may hold details of our clients children for the purposes of knowing their ages for child benefit claims when preparing our clients tax return. We may hold data relating to criminal convictions if it has been provided to us as part of our anti money laundering procedures when taking on a new client.

Data Collected	How We Collect the Data
Identity Information including name, title, date of birth, gender, national insurance number, unique tax reference, bank details and proof of identity such as a copy of a passport or driving license.	We collect this data directly from the data subject, the previous advisor or HMRC.
Contact information including address, email address and telephone numbers.	We collect this data directly from the data subject, the previous advisor or HMRC.
Your business information including business name, financial transactions, HMRC references, bank details, employee details and payroll information.	We collect this data directly from the data subject, data controller in respect of employees, the previous advisor or HMRC.
We may obtain data from third parties as authorised to allow us to perform our primary service as Chartered Accountants, Statutory Auditors and Business Advisors or via post sent to us as the registered office.	Directly from third parties such as insurance companies and financial advisors.

 

6. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

What We Do	What Data We Use	Our Lawful Basis
Administering our business.	Personal identity and contact details.	Contractual service
Supplying services to you.	Personal identity and contact details.	Contractual service
Managing payments for our services.	Personal identity and contact details.	Contractual service
Personalising and tailoring our services for you.	Personal identity, contact details and business information.	Contractual service
Communicating with you.	Personal identity and contact details.	Contractual service
Supplying you with information by email and post that you have opted-in-to (you may opt-out at any time by contacting us using the details in Part 11).	Personal identity, contact details and business information.	Legitimate interest – We will supply you with information that we believe will be useful to you and compliment our main service of being your Accountant, Statutory Auditor or Business Advisor.

 

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights. 

 

7. How Long Will You Keep My Personal Data?

We keep your personal information for as long as we need to for the purposes for which it was collected or (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements.

 

8. How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK.  This means that it will be fully protected under the Data Protection Legislation. 

The exception to this will be in those cases when client company data is requested to be used with either Xero or QuickBooks whereupon we will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. Where you do use software such as Xero or QuickBooks you will be subject to the software’s own terms of business and privacy policy. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

• limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;
• ensuring data systems are electronically and physically protected;
• data encryption

 

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

 

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

 

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of:

Data Protection Manager: Sean Wiegand (Partner).

Email address: sean.wiegand@lambert-chapman.co.uk.

Telephone number: 01376 326266.

Postal address: 3 Warners Mill, Silks Way Braintree, Essex CM7 3GB.

 

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on the website. This Privacy Notice was last updated on 7 October 2021.