PrivacyPolicy

Khan Morris Accountants Limited (KMA) takes the protection of your privacy very seriously. We will only use your personal information to deliver the services you have requested from us, and to meet our legal responsibilities.

USE OF YOUR INFORMATION

HOW DO WE COLLECT INFORMATION FROM YOU?

We obtain information about you when you engage us to deliver our services and/or when you use our website, for example, when you contact us about our services.

WHAT TYPE OF INFORMATION DO WE COLLECT FROM YOU?

The personal information we collect from you will vary depending on which services you engage us to deliver. The personal information we collect might include your name, address, telephone number, email address, your Unique Tax Reference (UTR) number, your National Insurance number, bank account details, your IP address, which pages you may have visited on our website and when you accessed them.

HOW IS YOUR INFORMATION COLLECTED?

We collect personal information. It applies to information we collect about:

  • visitors to our websites;
  • complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
  • people who use our services, e.g. who subscribe to our newsletter or request a publication or enquire about our services;
  • people who notify under the Data Protection Act; and
  • job applicants and our current and former employees.

HOW IS YOUR INFORMATION USED?

In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:

  • contact you by post, email or telephone
  • verify your identity where this is required
  • understand your needs and how they may be met
  • maintain our records in accordance with applicable legal and regulatory obligations
  • process financial transactions
  • prevent and detect crime, fraud or corruption

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you. The period of retention required varies with the applicable legislation but is typically up to 20 years. To ensure compliance with all such requirements it is the policy of the firm to retain all data for a period of 20 years from the end of the period concerned.

THIRD PARTY SERVICE PROVIDERS WORKING ON OUR BEHALF

We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf, for example to process payroll or basic bookkeeping. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.

HOW YOU CAN ACCESS AND UPDATE YOUR INFORMATION

Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below.

You have the right to ask for a copy of the information Khan Morris Accountants Limited holds about you.

SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION

Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.

Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given, or where you have chosen, a password which enables you to access information, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

VISITORS TO OUR WEBSITES

When you browse this website, you do so anonymously, unless you have previously indicated that you wish us to remember your personal information or login and password. We use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

USE OF COOKIES

We use cookies on our web site to enhance the experience of users and to try to show appreciation to repeat and returning users. You can read more about how we use cookies on our  Cookies Policy page on our website.

PEOPLE WHO USE OUR SERVICES

We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have used our services to carry out a survey to find out if they are happy with the level of service they received. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this. The procedure to follow to cancel a contract is detailed within the contract. 

Exchanging sensitive and confidential information with our clients is an important part of our daily routine. We utilise IRIS OpenSpace as our safe, simple and secure collaborative tool to share confidential documents with our clients for their approval electronically. As part of our client engagement process, we provide secure logon details to the OpenSpace portal.

Here is a link to their Privacy Notice: https://www.iris.co.uk/company/privacy/

YOUR CHOICES

We may occasionally contact you by post, email or telephone with details of any changes in legal and regulatory requirements or other developments that may be relevant to your affairs and, where applicable, how we may assist you further. If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below. 

We also use a third-party provider, Mailchimp, to deliver such information. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our service. For more information, please see Mailchimp’s privacy notice.

SECURITY AND PERFORMANCE

We use a third-party service, Studio Republic, to help maintain the security and performance of KMA website. To deliver this service it processes the IP addresses of visitors to KMA website.

PEOPLE WHO TELEPHONE US

When you call us by telephone we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.

PEOPLE WHO EMAIL US

We use Transport Layer Security (TLS) to encrypt and protect email. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. 

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

COMPLAINTS

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. 

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. 

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis. 

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for seven years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. 

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide. 

When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.

SERVICE PROVIDERS REPORTING A BREACH

Public electronic communications service providers are required by law to report any security breaches involving personal data to us. If we are advised of any breach that affects the data that we hold about you, we will inform you as soon as possible, and at least within 48 hours.

JOB APPLICANTS, CURRENT AND FORMER KMA EMPLOYEES

We are the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at [email protected].

WHAT WILL WE DO WITH THE INFORMATION YOU PROVIDE TO US?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. 

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. 

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

WHAT INFORMATION DO WE ASK FOR, AND WHY?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not.

APPLICATION STAGE

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information. 

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way that can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

SHORTLISTING

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

ASSESSMENTS

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview - or a combination of these. Information will be generated by you and by us. 

For example, you might complete a written test, or we might take interview notes. This information is held by us. If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

CONDITIONAL OFFER

If we make a conditional offer of employment we will ask you for information so that we can carry out preemployment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.

We will contact your referees, using the details you provide in your application, directly to obtain references.

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work
  • Membership of an existing pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.

POST START DATE

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

USE OF DATA PROCESSORS

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

PAYROLL

If you are employed by us, relevant details about you will be provided to TI Accountancy Limited who provide payroll services to us. This will include your name, address, date of birth, National Insurance Number and salary. Here is a link to their Privacy Notice: https://www.yourpayrolldepartment.co.uk/privacy-policy/

PENSIONS

Likewise, your details will be provided to our pension provider who are the administrators of the company pension scheme, of which we are a member organisation. You will be auto-enrolled into the pension scheme and details provided to our pension provider will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to our pension provider at this time.

FOR HOW LONG IS THE INFORMATION RETAINED?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks, references and relevant proof of qualifications. 

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. 

Information generated throughout the assessment process, for example interview notes, is retained by us along with all other recruitment records. 

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

HOW WE MAKE DECISIONS ABOUT RECRUITMENT?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account. 

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing [email protected]

YOUR RIGHTS

Under the Data Protection Act 1998 and the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. 

You can read more about these rights here - https://ico.org.uk/for-the-public/is-my-information-beinghandled-correctly/

COMPLAINTS OR QUERIES

We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below. 

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law – www.ico.org.uk/concerns.

ACCESS TO PERSONAL INFORMATION

We try to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Act or the Regulation. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you to whom it could be disclosed; and
  • let you have a copy of the information in an intelligible form.

To make a request to us for any personal information we may hold you need to put the request in writing addressing it to our compliance department or by writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the compliance department.

DISCLOSURE OF PERSONAL INFORMATION

In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.

You can also get further information on:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.
  • Links to other websites

CHILDREN'S ONLINE PRIVACY PROTECTION

We do not knowingly collect personal information from persons who are under 16 years of age. By agreeing to use our products or services, you represent that you are 16 years or older.

LINKS FROM OUR WEBSITES

Some pages of our websites contain external links. You are advised to verify the privacy practices of such other websites. We are not responsible for the manner of use or misuse of information made available by you at 8 such other websites. We encourage you not to provide personal information, without assuring yourselves of the privacy practices of other websites.

CHANGES TO THIS PRIVACY NOTICE

We keep our privacy notice under regular review. This privacy notice was last updated on 21 May 2018

HOW TO CONTACT US

If you want to request information about our privacy policy or provide feedback regarding this policy, please email [email protected] or write to Khan Morris Accountants Limited, Empress Heights, College Street, Southampton, Hampshire SO14 3LA.

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