We value our relationship with you and are committed to protecting your privacy whilst we undertake your accounting needs.

Watermill Accounting fully endorses and adheres to the General Data Protection Regulation (GDPR) (EU) 2016/679 which is a regulation in EU law on data protection and privacy for all individuals within the European Union.

This page explains how we use and protect your personal information. If at any time you have any questions please get in touch. At the end of this policy, your rights are outlined with an explanation of how to exercise your rights relating to your data held by Watermill Accounting Ltd.

Below we have answered a range of questions to help you better understand how we protect your personal information:

About Watermill Accounting Ltd

We would like our clients to feel reassured by our experience and background as we look after your day-to-day financial affairs, and this includes how we collect and use your data. If you ever have a question about our work do not hesitate to get in touch. Deepti Argawal ACA is the Founder and Managing Director of Watermill Accounting is a member of the Institute of Chartered Accountants of England & Wales (ICAEW). You can read more about Deepti and the team here. Below we have summarised the key areas related to how we use your data:

What information do we collect?

Personal information is any information that can be used to identify you. So, for example:
• you may contact us to inquire about our services (therefore giving consent for us to communicate with you)
• you appoint us to undertake your company’s accounting procedures (therefore a contractual arrangement would begin as you would be engaging our services as per our terms and conditions)
• you may register to attend a workshop we may hold (therefore giving consent given for us to communicate with you about the event and follow up notes/future events)
• your name, personal or work email address, postal address, telephone or mobile number, UK Taxpayer information or other information related to your personal affairs.
This personal data, whether it is held on paper, digitally or via other media, will be subject to the appropriate legal safeguards as specified in the General Data Protection Regulation 2016 (GDPR).

Keeping your information up to date

To make sure we always have the most up-to-date information about how to contact you, we may also, from time to time, update your records to reflect any changes to your personal information. This information may come directly from you, or it may come from a third party that we consider is legitimate and trustworthy and in circumstances where it is appropriate and where you will have had a clear expectation that your details would be passed on for this purpose. We may also combine the information you provide us with information we collect from trusted third parties such as HMRC or Companies House in order to fulfil our accounting services on your behalf.

How long we keep your personal and financial information?

To comply with HMRC requirements we are required to keep your personal and accounting information for 6 years.

How do we handle your information?

We will never rent or sell your personal information to other organisations for use by them in any way, including in their own direct marketing activities.

Making our communications relevant to you and your business

We want to ensure that we provide you with information that is relevant to you. In order to do this, we may ask you to update your details from time to time and for data quality purposes we will analyse your data to ensure we do not have multiple versions of information on the same person on our database. This may include asking for details of other employees at your organisation and who are the authorised persons who can communicate with us about your financial affairs.

Third parties and sharing your information

We may disclose your personal information to third parties if we are legally obliged to; or in order to enforce or apply our terms of use for this website or other agreements; or to protect the rights, property or safety of Watermill Accounting. This includes exchanging information with other companies and organisations for the purposes of fraud detection or criminal investigations.

Where do we store your information and how is it kept safe?

We have taken all steps reasonably necessary to make sure that your data is treated securely and in accordance with this privacy policy. We have done our best to protect your personal and financial information. To carry out our accounting services we use a variety of online software providers to input your financial details e.g. Xero, Quickbooks, Sageone, Capium, Kashflow and we use Dropbox to share confidential files safely and/or documents with password protection as applicable. Access to our systems are all password protected and our employees are fully trained on how to use these securely. Our staff access our systems in the UK and other countries that we operate including India follow the same stringent security guidelines.

Within our offices (all our locations) we have dedicated accounting software systems for dealing with clients’ account and payroll services and these are password protected and held on our secure servers. Internally within Watermill Accounting, all our staff are trained on confidentiality and our privacy policy and all enquiries must pass through a security check to identify who we are speaking with as cross-referenced with data held on that client.

Following links to third-party websites

This website may include links to other websites, not owned or managed by us. Whilst we try our best to only link to reputable websites we cannot be held responsible for the privacy of data collected by sites not managed by Watermill Accounting, nor can we accept responsibility or liability for those policies. For this reason, you should consult the privacy policy on any external website you link to before you submit any data to those websites.

Social media: Posting or sending inappropriate content

Watermill Accounting employees adhere to a social media policy and we expect those who interact with us on social media platforms to follow a similar code of conduct. If you post or send any content that we believe to be inappropriate or content in breach of any laws, such as defamatory content, we may use your personal information to inform relevant third parties such as your internet provider or law enforcement agencies.
Posting or sending content that you do not own. We have the right to disclose your identity to any third party claiming to own any content that you posted.

Your rights

Under GDPR law you have control over your data held, therefore If you wish to exercise any of your rights, as listed below please write to us at admin@watermillaccounting.co.uk
a. Access to your personal information;
b. Objection to the processing of your personal information;
c. Objection to automated decision-making and profiling;
d. Restriction of processing of your personal information;
e. Your personal data portability;
f. Rectification of your personal information; and
g. Erasure of your personal information.

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature. Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

a. The purposes of the collection, processing, use and storage of your personal data. The source(s) of the personal information, if it was not obtained from you.
b. The categories of personal data stored about you.
c. The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.
d. The envisaged period of storage for your personal data or the rationale for determining the storage period.
e. The use of any automated decision-making and/or profiling.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
You can make the above request by emailing admin@watermillaccounting.co.uk or by writing to:

Watermill Accounting Ltd
Future Business Centre
King’s Hedges Road

Member Institute of Chartered Accountants of England and Wales (ICAEW)

Member of Institute of Chartered Accountants of India (ICAI)