Privacy Policy

Landin &Wilcock and Co (LWC) is a Chartered Accountancy partnership registered with the Institute of Chartered Accountants in England and Wales (ICAEW); our registered office is at Queen Street Chambers, 68 Queen Street, Sheffield S1 1WR

LWC are committed to processing all personal information in ways that comply with its legal and regulatory obligations, and to being clear about what it does with your personal information.

As an organisation, LWC is registered with the Information Commissioner in accordance with the General Data Protection Regulations.

Please read the following statement which sets out the basis on which any personal information collected about you or your family, or that you provide to us, will be processed by us.

Who we are

LWC is a general accountancy practice firm in Sheffield who are a Data Controller for our own employee’s data, as well as for data collected and processed in some of the services we provide. We additionally are data processor for the bulk of the services we provide for audit and tax

LWC are registered as a data processor with the ICO (Information Commissioners Office)

ref: Z5984533

Data collection

The data we collect and process is needed if you make use our services; you are an employee of LWC or one of our clients; or a visitor. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice

How do we collect this information?

We collect personal information:

  • directly from clients or those enquiring to be a client e. those clients and their employees who use our support services 
  • directly from our partners; g. as a member of the DFK network
  • directly from public registers g. Companies House
  • from publicly available sources: g. networking, social media, internet services, direct referrals, other Corporate bodies
  • from guests, contractors or visitors g. visitors to our website, events or offices
  • from our employees or someone enquiring about employment with us:

What data do we collect?

We will only ever collect the information we need – including data that will be useful to help improve our services. We collect information as follows:

  • Contact details– names, titles, addresses, telephone numbers and email addresses; business name, address and contact details
  • Information about you(only relevant to services we supply) – dates of birth, sex, marital status, dependents and next of kin; CV with skills and experience; eligibility to work in the UK; , passport, DVL and utility bill or similar for AML requirements
  • Financial information– Bank account; NI + other HMRC details e.g. tax reference or payroll numbers
  • Pension benefits– Benefits accrued, investment choices and death benefit nomination forms
  • Technical data – IP, location data and network stats

Special Categories of data

Typically, we do not collect special category data but in some circumstances will process this data as necessary for the services we provide and or to meet legal requirements

Special categories of particularly sensitive personal information require higher levels of protection and we need to have further justification for collecting, storing and using this type of personal information and we do this with either your consent or as permitted by UK and EU data protection legislation

The special category information we may collect includes:

  • Health data
  • Membership of any organisation which may conflict with the work of LWC and its clients;
  • Details of any Criminal convictions
  • Details of your dependants

How do we use the data we collect?

LWC is both a Data Controller and a Data Processor. Where the firm is a Data Processor we act on the terms as detailed in our Letter of Engagement and general business terms.

Any processing activities we undertake are fully compliant with UK and European data protection regulations and the Privacy of Electronic Commutations regulation (PECR) where needed for the marketing or promotional approaches we may undertake.

The personal data collected is needed in order to:

  • Carry out our obligations arising from any engagement entered into between you and us including any checks to meet legislation such as Anti Money Laundering requirements
  • Fulfil your requests – e.g. amendments to files, questions or guidance.
  • Provide you with information about other services, events and products we offer that are similar to those that you have already purchased or enquired about
  • Look into, and respond to, complaints, incidents, near misses, legal matters or any other issues.
  • Record any contact we have with you.
  • Provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our website and webpages for individual users.
  • Prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf.

Our Legal Basis to process

The personal data that is used is limited to the information we need and is processed mainly under the contracted agreements (i.e. our Letter of Engagement) with you to provide the services we have agreed or the tasks you have requested or as needed for legal requirements.

Additionally, there will be instances where we will process information using our legitimate interests where for example in the relationship, we have with you or your business.

We will also seek your consent where needed for the processing of special categories of data or where the processing activity is not part of the agreed services

Keeping your information safe and secure.

LWC is committed to keeping personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.  

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Third party access

Access to your personal information is only allowed when required by law or is required as part our fulfilling our service obligations. 

We do make use of carefully selected third-party service providers to help us fulfil our services and where we do the third party is required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes and we only permit them to process your personal data for specified purposes and in accordance with our instructions.

We use third party providers to:

  • Complete our onboarding checks on both clients and staff
  • For AML checks
  • For support in the administration of our IT hardware, software, systems and network
  • for database management of our clients, staff and office admin
  • to host the services we provide and to share content with our clients
  • for payroll and financial accounting
  • Undertake Internal and external audits
  • Recruitment agencies to attract candidates for a specific position, especially where a unique or rare skill set is required to perform the role.

International Data Transfers

We are a UK based company and following Brexit we will continue to store and process personal information mainly in the UK or EEA.

In any circumstance where we may have to transfer your personal data out of the UK or EEA, we ensure a similar degree of data privacy and protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK
  • Where we use service providers who are not in territories approved by the UK or EU commission, we will look to implement additional safeguards such as a detailed review of security measures and the use Standard Contractual Clauses (SCCs) approved by the UK
  • Where we use providers based in the US, we formerly would have relied upon the assurances of the US Privacy Shield. However, from July 2020 we will now apply additional safeguard as outlined above.

To receive information on the recipients of your data please contact general@landin-wilcock.co.uk.

How long do we keep personal information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

When assessing what retention period is appropriate for your personal data, we will take into consideration:

  • the requirements of our business and the services provided;
  • any statutory or legal obligations we may have;
  • the purpose(s) for which we originally collected the personal data;
  • the lawful grounds on which we based our processing;
  • the types of personal data we have collected;
  • the amount and categories of your personal data; and
  • whether the purpose of the processing could reasonably be fulfilled by other means.

In general terms the data we collect from our clients will be held in accordance with our Letter of Engagement which would normally be for the duration of our relationship and up to 7 years after.

Details of retention periods for other aspects of your personal information are available from general@landin-wilcock.co.uk.

How We use Cookies

LWC like most organisations make use of Cookie technology and therefore we capture data using Cookies; a cookie consists of a piece of text sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

If you visit our LWC website cookies are used to:

  • Gather information anonymously on such things as number of returning visitors and number of pages viewed to help us improve our pages
  • Maintain or remember the sessions

We use the following cookies

Google Analytics – we use this to understand how the site is being used and the number of visitors we have to each part of the site so we can improve it and the user experience. User data is completely anonymous. You can find out more about Google’s position on privacy regarding its analytics service at Google’s privacy policy. 

Links to Other Websites

This privacy statement does not cover the links to other websites. We encourage you to read the privacy statements on the other websites you visit.

Controlling your personal information (Your Rights)

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, you have rights under UK Data Protection Act 2018 (DPA) and UK GDPR in relation to your personal information. You may have the right to:

  • be informed of how we will use your data as provided by this Policy
  • access the information held about you. Your right of access can be exercised in accordance with data protection law;
  • object to us processing, or ask us to restrict our processing of your personal information for any of the purposes listed in this policy, at any time.
  • ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge.
  • ask us to erase or delete your personal information. We will do our best to respond to such requests, but these are subject to certain limitations such as legal requirements.
  • Request a transfer of your personal information (again in certain circumstances)

If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy; are unhappy with any aspect of how we use your data or wish to remove your consent please contact us at:

general@landin-wilcock.co.uk

We will respond to your request promptly and look to resolve any query within 30 days and free of charge. However, we reserve the right to refuse or charge an administrative fee for the furthering of any of the above requests if they are done so in a frivolous, vexatious or excessive manner. We will always notify you if such a charge is being applied

Complaints

You also have the right to make a complaint at any time and we appreciate the chance to deal with your concerns in the first instance. To register a complaint please email us at general@landin-wilcock.co.uk

If you are unsatisfied by our reply then you have the right to lodge a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. You can contact the Information Commissioner’s Office by telephone on 0303 123 1113, or by using the live chat service which is available through the Information Commissioner’s website www.ico.org.uk

Changes to our Privacy Policy:

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

This privacy policy was last updated in January 2024