1. PURPOSE OF THIS NOTICE

This notice outlines how we collect, use, and protect personal data about you in compliance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and other relevant UK data protection laws (collectively referred to as ‘Data Protection Legislation’).

Please read this notice carefully to understand our practices regarding your personal data and how we treat it.

2. ABOUT US

Maven Accountancy is a trading name of Maven Solutions Ltd and is an accounting firm based in the UK. We are registered in England and Wales as a limited company under company number 13487241 with our registered office at The Mill, Kingsteignton Road, Newton Abbot, Devon, United Kingdom, TQ12 2QA.

For the purposes of the Data Protection Legislation, Maven Solutions is the ‘data controller’. This means we are responsible for deciding how we hold and use personal data about you. We are required by law to provide you with the information contained in this privacy notice.

We have appointed a Data Protection Officer who serves as our Data Protection Point of Contact. This officer is responsible for assisting with any enquiries regarding this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact, you can do so using the contact details provided in section 12 below.

3. HOW WE MAY COLLECT YOUR PERSONAL DATA

We may collect personal data about you in various ways, including:

• When you request a proposal or engage us for our services;
• When your employer or our clients engage us to provide services;
• When you contact us via email, phone, post, or social media;
• From third parties and publicly available resources, such as your employer, Companies House, or other relevant sources.

4. THE KIND OF INFORMATION WE HOLD ABOUT YOU

The types of personal data we may collect and hold about you include:

• Personal details (e.g., name, address);
• Details of communications and interactions with you related to our services;
• Records of services you have received from us;
• Correspondence and communications between us;
• Information regarding any complaints or enquiries;
• Data from research, surveys, and marketing activities;
• Information from publicly available sources, your employer, or our clients.

5. HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We may process your personal data for the following purposes:

• To fulfill our contractual obligations to you, your employer, or our clients;
• To comply with legal obligations;
• To pursue our legitimate interests, provided these do not override your rights and freedoms;
• For marketing, business development, statistical analysis, and management purposes;
• With your consent, where required, for specific purposes (you have the right to withdraw consent at any time).

We may process your data under multiple legal bases depending on the purpose for which it is used.

Situations in Which We Will Use Your Personal Data

We may use your personal data to:

• Fulfill contractual obligations between us, you, your employer, or our clients;
• Provide information related to our services or events that you request or that we believe may interest you, with your consent;
• Seek your feedback on our services;
• Notify you of changes to our services.

We may anonymise or pseudonymise personal data, so it no longer identifies you. In such cases, we may use this data without further notice.

If you refuse to provide requested information, we may not be able to fulfill our contractual obligations or comply with legal requirements.

Data Retention

We will retain your personal data only as long as necessary to fulfill the purposes for which it was collected. When determining retention periods, we consider:

• Business needs and services provided;
• Statutory or legal obligations;
• The purposes for which the data was collected;
• The lawful grounds for processing;
• The types and categories of personal data involved;
• Whether the purpose could be achieved by other means.

Change of Purpose

If we need to use your personal data for a purpose other than that for which it was collected, we will only do so if the new purpose is compatible with the original one. If necessary, we will notify you and explain the legal basis for any new processing.

6. DATA SHARING

Why Might You Share My Personal Data with Third Parties?

We may share your personal data with third parties when required by law, necessary to manage our relationship with you, or when we have a legitimate interest in doing so.

Which Third-Party Service Providers Process My Personal Data?

“Third parties” refers to service providers who assist us with IT and cloud services, professional advisory services, administration, marketing, and banking services. All third-party providers are required to implement appropriate security measures to protect your data. They may only process your data according to our instructions and for specified purposes.

What About Other Third Parties?

We may share your personal data with other third parties, such as during a business sale or restructuring. We may also share data with regulators or as required by law.

7. TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

We will not transfer your personal data outside the EEA.

Should this situation change, we will ensure that appropriate safeguards are in place to protect your data in line with Data Protection Legislation. If you require further information about such safeguards, please contact us using the details provided below.

8. DATA SECURITY

We have implemented appropriate security measures to prevent your personal data from being lost, accessed, used, altered, or disclosed without authorisation. Access to your personal data is restricted to those employees, agents, contractors, and third parties who have a business need to know. These parties are subject to confidentiality obligations.

We have procedures in place to deal with any suspected data breaches and will notify you and any applicable regulator when legally required to do so.

9. RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your Duty to Inform Us of Changes

Please keep us informed if your personal data changes so that our records are accurate and current.

Your Rights in Connection with Personal Data

Under certain circumstances, by law, you have the right to:

• Request access to your personal data to verify its lawful processing;
• Request correction of any inaccuracies in your personal data;
• Request the erasure of your personal data if there is no legitimate reason for us to continue processing it;
• Object to the processing of your data if our legal basis is a legitimate interest, particularly if it affects your rights and freedoms;
• Request the restriction of processing pending verification of the data’s accuracy or the grounds for processing;
• Request the transfer of your personal data to another data controller if the processing is based on consent, carried out by automated means, and technically feasible.

To exercise any of these rights, please contact us at info@mavenaccountancy.co.uk.

You will not be charged a fee to access your personal data or exercise your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive, or we may refuse to comply in such circumstances.

We may need to verify your identity before granting access to your personal data or exercising your rights to ensure that the information is not disclosed to unauthorised individuals.

10. RIGHT TO WITHDRAW CONSENT

Where we have obtained your consent to process your personal data, you have the right to withdraw this consent at any time. To withdraw consent, please contact us at info@mavenaccountancy.co.uk.

Upon receiving notice of your withdrawal of consent, we will cease processing your personal data for the specific purpose(s) you initially agreed to, unless we have another legitimate basis for doing so.

11. CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. Any changes will be communicated to you via our website (www.mavenaccountancy.co.uk) or through other appropriate means.

This privacy notice was last updated on 22/04/2024.

12. CONTACT US

If you have any questions regarding this privacy notice or wish to discuss how we handle your personal data, please contact our Data Protection Officer at:

Email: jacob.b@mavensolutions.co.uk
Telephone: 01392 908475

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113 or 01625 545 745
Website: https://ico.org.uk/concerns