OnTheGo Accountants: Our commitment to General Data Protection Regulation (GDPR)

The General Data Protection Regulation is a directive within EU law on data protection and privacy for all individuals within the European Union. This will come into force from 25th May 2018 (including in the UK regardless of its decision to leave the EU) and will have an impact on all organisations that hold or process personal data.

Our Commitment

OnTheGo Accountants is committed to ensuring the security and protection of all personal information that is processed, and to provide a rigorous and consistent approach to data protection. Although the astringent level of data protection and security is already in place within our organisation, this will be strengthened further in line with GDPR guidelines by 25th May 2018. Our for this preparation includes: –

Information Audit – Carrying out a company-wide information audit to identify and assess what personal information is held, where it is sourced, how and why it is processed and under what circumstances it is disclosed and to whom.

Privacy Notice/Policy  –We have improved our Privacy Notice to comply with the GDPR, to ensure that all clients are informed of the personal information required and why it is needed, how it is used, what the individual’s rights are, who the information is disclosed to and what safeguarding measures are in place to protect them and their details. We have provided further information regarding your personal data below:

How do we collect information from you?

We obtain information about you at the point you engage OnTheGo Accountants to deliver services and 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 collected will vary depending on which services you engage us to deliver.  This information might include your name, address, telephone number, email address, your Unique Tax Reference (UTR) number, your National Insurance number, bank account details, etc.

Who has access to your information?

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes.

Any staff with access to your information will uphold a duty of confidentiality under the ethical standards that this firm is required to follow.

Data Retention & Erasure – We have updated our retention policy and schedule to certify that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We are required by legislation, to retain your data where we have ceased to act for you. To ensure compliance, our firm will retain all data for a period of 7 years.

Software Applications / Suppliers and GDPR

OnTheGo Accountants has many software solutions in which personal data is stored. We have been working with our suppliers to ensure their compliance with GDPR and to ensure that they are able to respond to requests to remove, correct and anonymise data where applicable.

GDPR Roles and Employees

OnTheGo Accountants have designated Sophie Bancroft as our Data Protection Officer. The DPO will be responsible for promoting awareness of the GDPR across the organisation, assessing the GDPR readiness, identifying any gap areas and implementing new policies, procedures and measures.

If you have any questions about our preparation for the GDPR, please contact our Data Protection Officer, Sophie Bancroft (sophie.bancroft@onthegoaccountants.co.uk).