Introduction

City of London hold your privacy at the forefront of our priorities and in keeping up to date with the new General Data Protection Regulations (GDPR) we have updated our Privacy Policy.  The GDPR forms part of the data protection regime in the UK, together with the new Data Protection Act 2018 (DPA 2018). The main provisions of this apply, like the GDPR, from 25 May 2018. 

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.

What is Personal Data

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the "GDPR") 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.

What Are My Rights

Under the GDPR, 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 right to access the personal data we hold about you.
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  • 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 have. 
  • 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 data portability.
  • Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
  • 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.

Why we collect your data

Data is gathered in order to ensure that we can:

  • Produce an accurate picture of you accounts and financial information
  • Incorporation of entities
  • That we comply with all regulatory, professional and statutory
  • To ensure we can agent correctly in your tax and accounting affairs with HMRC and companies house
  • And another accounting related service you may enlist us to do

How we collect your data

We only collect your data relevant and applicable to the above via email, telephone calls and/or meetings in person. Our website does not store any personal data.

All emails are stored temporarily in a data center in Leeds by our web-host provider and their international partners filters our emails for Spam and virus. These partners do not store any email content. Emails are then transferred to our local computers on password encrypted computers and in a secure location monitored by various motion sensors; which are tracked by an outsourced security team. The entrance is controlled by a digital security camera that motions all movements with a heat signature.

Telephone calls are not recorded or stored in anyway. All phones which store client numbers require password or fingerprint authentication to access the phone.

All clients in an “active” engagement with our firm will have paper records held in client specific files held in locked cabinets and in a premises monitored by various motion sensors; which are tracked by an outsourced security team. The entrance is controlled by a digital security camera that motions all movements with a heat signature.

When we’ll share your data

With your consent; we provide your data to HMRC and Companies house for regulatory and statutory reasons. Beyond consent we normally ensure we present the exact information that will be shared with an explanation to why.  Approval in writing/email is always obtained, prior to proceeding.

In cases whereby incorporation of entities is required, we will share any relevant required personal information to our third party provider. They have in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

If you change your mind

You can retract your consent at any time through by emailing info@cofla.co.uk, as well as managing what data we hold.

We will be issuing updated engagement letters covering this change in legislation.

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Notice on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.