Privacy Notice
Kris Davies trading as Business Eyes
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: business.eyes.uk@gmail.com
What information we collect, use, and why
To provide and improve products and services for clients
Names and contact details
Addresses
Occupation
Date of birth
Payment details (including card or bank information for transfers and direct debits)
Financial data (including income and expenditure)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Records of meetings and decisions
Account access information
For the operation of client or customer accounts
Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Information used for security purposes
Marketing preferences
Technical data, including information about browser and operating systems
For the prevention, detection, investigation or prosecution of crimes
Names and contact information
Client accounts and records
Financial information, for example for fraud prevention or detection
Identity verification information and documents, including information collected for anti-money laundering and client due diligence purposes
For information updates or marketing purposes
Names and contact details
Marketing preferences
Purchase or account history
To comply with legal requirements
Name
Contact information
Identification documents
Client account information
Any other personal information required to comply with legal obligations
For dealing with queries, complaints or claims
Names and contact details
Addresses
Payment details
Account information
Purchase or service history
Customer or client accounts and records
Financial transaction information
Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a lawful basis for collecting and using your personal information. The lawful basis we rely on can affect your data protection rights.
Your right of access - you can ask us for copies of your personal information.
Your right to rectification - you can ask us to correct personal information you think is inaccurate or incomplete.
Your right to erasure - in certain circumstances, you can ask us to delete your personal information.
Your right to restriction of processing - in certain circumstances, you can ask us to limit how we use your personal information.
Your right to object to processing - in certain circumstances, you can object to our processing of your personal information.
Your right to data portability - in certain circumstances, you can ask us to transfer personal information you gave us to another organisation, or to you.
Your right to withdraw consent - where we rely on consent, you can withdraw it at any time.
If you make a data protection rights request, we will respond without undue delay and in any event within one month, subject to any applicable exemptions or permitted extensions.
Our lawful bases for the collection and use of your data
Providing and improving products and services for clients
Contract - the information is needed so we can enter into or carry out a contract with you.
Operating client or customer accounts
Contract - the information is needed so we can enter into or carry out a contract with you.
Prevention, detection, investigation or prosecution of crimes
Legal obligation - we use information where necessary to comply with our legal obligations, including anti-money laundering requirements.
Information updates or marketing
Consent - where required, we use your information for marketing with your permission. You can withdraw consent at any time.
Complying with legal requirements
Legal obligation - we use information where necessary to comply with the law.
Dealing with queries, complaints or claims
Legitimate interests - we use relevant information where necessary to respond to queries, investigate and resolve complaints, and establish, exercise or defend legal claims.
Our legitimate interests
It is in the legitimate interests of Business Eyes and our clients to keep and use relevant personal information so that we can respond to queries, investigate and resolve complaints, and establish, exercise or defend legal claims where necessary. This helps us provide an effective service, maintain accurate records and resolve issues fairly. We only use information that is relevant and necessary for these purposes and consider that this has a limited impact on individuals' privacy compared with the need to properly respond to and resolve such matters.
Where we get personal information from
Directly from you
Regulatory authorities
Publicly available sources
Suppliers and service providers
Clients and their authorised representatives, including personal information relating to their customers, suppliers and other business contacts where necessary to provide bookkeeping services.
How long we keep information
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as we are required to keep it by law, regulation, professional requirements or to establish, exercise or defend legal claims.
Type of information
Retention period
AML and client due diligence (CDD) records, including identity verification, proof of address, risk assessments and source-of-funds information
At least 5 years after the end of the client relationship, in line with the Business Eyes AML Policy & Procedures.
Client bookkeeping, accounting and financial records
For the period required by applicable tax, legal and professional record-keeping requirements. Where records relate to Business Eyes' own self-employed tax affairs, records are retained for at least 5 years after the 31 January submission deadline for the relevant tax year.
Engagement letters, contracts and core client relationship records
For the duration of the client relationship and afterwards for as long as reasonably necessary to meet legal, regulatory, insurance or claims requirements.
Enquiries from prospective clients that do not result in an engagement
Kept only for as long as reasonably necessary to deal with the enquiry and any follow-up, then deleted unless there is another lawful reason to retain it.
Marketing information and preferences
Until consent is withdrawn, you unsubscribe, or the information is no longer needed for the marketing purpose. We may retain minimal suppression information where necessary to ensure we respect an opt-out.
Queries, complaints and claims
For as long as needed to resolve the matter and, where relevant, for as long as reasonably necessary to establish, exercise or defend legal claims.
Retention periods are reviewed periodically. Information may be deleted or anonymised earlier where it is no longer needed, or retained for longer where a legal, regulatory or claims-related reason requires this.
Who we share information with
Data processors
Processor
What they do for Business Eyes
Xero
Provides cloud-based accounting and bookkeeping software used to manage client bookkeeping records and financial information.
FEA Create
Provides website, contact form and business platform services and processes information submitted through the Business Eyes website.
Provides email and related cloud services used for Business Eyes communications where the Business Eyes Gmail address is used.
Stripe
Provides online payment processing services and processes payment and transaction information relating to client payments.
We may also use other specialist service providers where necessary. We review the role of each provider and update this notice where appropriate.
Others we may share personal information with
Insurance companies, brokers or other intermediaries
Professional or legal advisers
Regulatory authorities
Organisations we are legally obliged to share personal information with
Suppliers and service providers where they are not acting as our data processor
How to complain
If you have any concerns about our use of your personal information, please contact us first:
Email: business.eyes.uk@gmail.com
If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the Information Commissioner's Office (ICO):
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint