Privacy Policy

1. Introduction

This is the Privacy Policy for Frost Chartered Accountants ("Frost,""we," "us," "our"). We are committed to protecting your privacy and ensuring that your personal data is handled in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy outlines how we collect, use, store, and share your personal data when you interact with us, including via our website.

2. Who We Are

Frost Chartered Accountants is the data controller responsible for determining how and why your personal data is processed. If you have any questions regarding this Privacy Policy or your data protection rights, please contact our Data Protection Officer:

Mr Ryan Lewis
Frost Chartered Accountants
Riversdale, Ashburton Road, TQ9 5JU
Email: admin@frostca.co.uk

All initial inquiries should be made in writing via email or post.

3. How We Collect Personal Data

We collect personal data in the following ways:

- When you visit and browse our website.

- When you register for our services or create an account.

- When you complete our online contact form or inquire about our services.

- When you communicate with us via phone, email, or social media.

- When you attend meetings, events, or consultations with us.

- When you subscribe to our newsletters or marketing materials.

- When you engage with our services or enter a contract with us.

4. Types of Personal Data We Collect

The personal data we collect may include but is not limited to:

- Name, date of birth, and contact details (email, phone number, address).

- Employment history and job role.

- Financial details, including income, pension, and investment information.

- Information regarding family members or beneficiaries.

- Technical data, such as IP addresses, browser type, and device information when you visit our website.

- Information about your interactions with our website (e.g., pages viewed, duration of visit).

5. Legal Basis for Processing Personal Data

We process personal data based on the following legal grounds:

- Contractual Necessity: To provide services under an agreement with you.

- Legal Obligations: To comply with regulatory requirements (e.g., tax and financial regulations).

- Legitimate Interests: To improve our services and ensure the security of our website.

- Consent: Where required, we will obtain your explicit consent before processing your personal data.

6. Sensitive Personal Data

In some cases, we may collect sensitive data (e.g., health-related information) when necessary to provide specific services. We ensure that such data is processed with additional safeguards in place.

7. Sharing Your Data

We may share your personal data with the following parties:

- Service Providers: Third-party providers who assist with service delivery (e.g., cloud accounting software, pension providers).

- Regulatory Bodies: Government agencies, including HMRC and the Institute of Chartered Accountants in England and Wales.

- Compliance Service Providers: Organisations assisting with Anti-Money Laundering (AML) checks and other regulatory compliance.

- Legal and Business Transfers: In cases of mergers, acquisitions, or business restructuring.

- Law Enforcement: Where required to protect our business, clients, or comply with legal obligations.

8. International Data Transfers

In some cases, we may transfer personal data outside the UK or the European Economic Area (EEA). When doing so, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or other legally approved measures.

9. Data Security

We take data security seriously and implement strict measures to prevent unauthorised access, loss, or misuse of your personal data. These include:

- Secure storage of personal data.

- Encryption and access control mechanisms.

- Regular security audits and staff training.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to comply with legal, tax, and regulatory obligations. Once no longer needed, data is securely deleted or anonymised.

11. Your Rights

Under data protection law, you have the following rights:

- Access: Request a copy of your personal data.

- Correction: Request rectification of inaccurate or incomplete data.

- Erasure: Request deletion of your personal data where applicable.

- Objection: Object to processing based on legitimate interests.

- Restriction: Request that we limit how we process your data.

- Data Portability: Request transfer of your data to another organisation.

- Automated Decision-Making: Request human intervention in automated decisions.

To exercise your rights, contact us at admin@frostca.co.uk

12. Cookies and Tracking

Our website uses cookies to enhance user experience. We use cookies for various purposes, including:

- Essential Cookies: These enable core website functions, ensuring accessibility and seamless operation. Without them, certain features may not work properly.

- Preference Cookies: These remember your settings, such as language and location, to offer a more tailored experience.

- Analytics Cookies: These collect anonymous data about how visitors engage with our site, helping us make improvements. They do not store personally identifiable information.

- Google Analytics Cookies: Used to track site traffic and user interactions. Google may process this data on overseas servers. You can learn more in Google’s Privacy Policy or opt out via Google’s opt-out tool.

- Marketing & Social Media Cookies: These allow you to share website content via platforms like LinkedIn and Twitter. As these are managed by third parties, their privacy policies apply.

- E-MarketingCookies: If you interact with our marketing emails, MailChimp may place cookies to track your activity on our website.

13. Third-Party Websites

Our website may contain links to third-party sites. We are not responsible for their privacy policies and recommend reviewing their terms before providing personal data.

14. Updates to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page with the revised effective date.

15. Complaints and Contact Information

If you have concerns about how we handle your personal data, please contact us first so we can resolve the issue. If you remain dissatisfied, you can file a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Phone: 0303 123 1113
Website: https://ico.org.uk

For further inquiries, contact us at admin@frostca.co.uk

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