Privacy

This policy document explains how I process and store client data, in accordance with the General data protection regulation (gdpr), the data protection act 2018 and other data protection legislation in the uk.

Who I Am

This is the privacy notice of Sophie MacGillivray Chartered Accountant.

This privacy notice explains how I collect and use personal information about you.

Contact details

Data protection officer – Sophie MacGillivray

Telephone - 07587463317

Email - accountant@sophiemacgillivray.co.uk

What information I collect, use, and why

I collect or use the following information to provide and improve products and services for clients:

Names and contact details

Addresses

Gender

Occupation

Date of birth

Marital status

Third party information (such as family members or other relevant parties)

Financial data (including income and expenditure)

Employment details

Lawful bases and data protection rights

Under UK data protection law, I must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis I rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Access to your information - You have the right to ask me for copies of your personal information. You can request other information such as details about where I get personal information from and who I share personal information with. There are some exemptions which means you may not receive all the information you ask for.

Correcting your information - You have the right to ask me to correct or delete personal information you think is inaccurate or incomplete.

Deletion of your information - You have the right to ask me to delete your personal information.
Restricting how I may use your information - You have the right to ask me to limit how I can use your personal information.
Objecting to how I may use your information - You have the right to object to the processing of your personal data.

Transferring your information - You have the right to ask that I transfer the personal information you gave me to another organisation, or to you.

Withdrawing consent using your information – When I use consent as my lawful basis you have the right to withdraw your consent at any time.

If you make a request, I must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact me using the contact details at the top of this privacy notice.

My lawful bases for the collection and use of your data

My lawful bases for collecting or using personal information to provide and improve products and services for clients are:

Contract – I have to collect or use the information so I can enter into or carry out a contract with you. All your data protection rights may apply except the right to object.

I may, from time to time, contact you regarding legal, technical, regulatory or industry changes that I believe should be brought to your attention.

Where I get personal information from

Directly from you

Publicly available sources

How long I will keep information

I will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. Please note that I am required by my professional body to retain certain client data for a period of time following and during our client engagement. If your request for data removal is within this timeframe, I will notify you, and I will remove all data which does not conflict with this obligation.

Who I share information with

I will share your personal data with third parties where I am required by law, where it is necessary to administer the relationship between us or where I have another legitimate interest in doing so. Third-party service providers include HMRC, OSCR, accounting software providers, banking services and IT and cloud services. All of the third-party providers are required to take commercially reasonable and appropriate security measures to protect your personal data. I only permit the third-party service providers to process your personal data for specified purposes and in accordance with my instructions.

I may need to provide your information to other professional advisors (insolvency practitioners, external auditors). I will request your consent before doing so.

My website uses cookies to distinguish you from other users of my website. Any personal or company details received via my website will only be used by myself. I will not sell or otherwise give away your private information to any third party.

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide usage information to the owners of the site. You have the ability to decline cookies by selecting your preferences in my privacy banner which appears when you visit my website. Alternatively, you can modify the settings in your browser.

I use Wix for website development. Wix places the following cookies on their websites:

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How to complain

If you have any concerns about my use of your personal data, you can make a complaint using the contact details at the top of this privacy notice. If you remain unhappy with how I have used your data after raising a complaint, you have the right to lodge a complaint with the Information Commissioner’s Office, whose contact details are as follows:

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

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Changes to my privacy statement

I keep this privacy statement under regular review. Paper copies of the privacy statement may also be obtained.

This privacy statement was last updated on 01 March 2025.