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Privacy Policy – Swift Accountants

 

We are committed to safeguarding the privacy and security of your personal information. This document outlines how we collect, use, and protect your data in accordance with the General Data Protection Regulation (GDPR) and other data protection laws.

 

How We Handle Your Data

 

When processing your personal information, we will:

  • Process it fairly, lawfully, and transparently.
  • Collect it only for relevant reasons explained to you.
  • Use it only for the purposes we’ve informed you about.
  • Keep it accurate and up to date.
  • Retain it only as long as necessary.
  • Ensure it is securely stored and protected from unauthorized use or loss.

Personal data refers to any information about you, such as your name, address, or identification number, that can identify you. We may also process sensitive data, like information about your health or ethnic background, which requires extra protection.

 

Types of Information We Collect

 

We may collect and process the following personal information:

  • Contact details (name, address, phone number, etc.)
  • Date of birth, gender, and national insurance number.
  • Bank account details, tax information, and salary records.
  • Employment details, including start date, job title, and qualifications.
  • Health information if necessary for your employment.

Sensitive data, like race, religion, or health conditions, will only be processed when necessary and with appropriate safeguards in place.

 

How We Collect Data

 

We collect personal data directly from you through the recruitment process, during your employment, and through official documents, such as your ID or right-to-work evidence. Data is stored securely in our HR and IT systems.

 

Why We Process Your Data

 

We process personal information for several reasons, including:

  • Managing payroll and benefits.
  • Monitoring attendance, performance, and training needs.
  • Ensuring compliance with health and safety requirements.
  • Handling legal obligations, such as tax reporting and fraud prevention.

We will only process your data where we have a valid reason, such as:

  • Your consent.
  • A legal obligation.
  • The need to fulfil your employment contract.
  • Our legitimate business interests, which don’t override your rights.

 

Sharing Your Data

 

Your personal data may be shared with internal teams, such as HR and payroll, to carry out their duties. It may also be shared with third-party service providers, such as pension providers or IT support, but only for legitimate purposes and under strict privacy protections.

We will not share your data with third parties for their own purposes without your consent, and we do not anticipate transferring your data outside the UK unless necessary safeguards are in place.

 

Data Security

 

We have implemented security measures to protect your data from unauthorized access, loss, or misuse. If there is a data breach, we will notify you and the appropriate authorities in line with legal requirements.

 

Data Retention

 

We will keep your personal data only as long as necessary for the purpose it was collected. Once the data is no longer needed, we will securely delete or anonymize it.

 

Your Rights

 

You have several rights regarding your data, including:

  • Accessing the data we hold on you.
  • Requesting corrections if the data is inaccurate.
  • Requesting the deletion of data we no longer need.
  • Objecting to the processing of your data in certain circumstances.

If you wish to exercise any of these rights, please contact our Data Protection Officer (DPO).

 

Questions or Complaints

 

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact our Data Protection Officer at info@swift-accountants.co.uk.