Privacy notice

Who we are

This is the privacy statement of Gerber Landa and Gee Limited (“We”, “Us”, “Our”).

Gerber Landa and Gee Limited is a company registered in Scotland with registered number SC585518 and registered office Pavilion 1, Finnieston Business Park, Minerva Way, Glasgow, G3 8AU.

This privacy statement explains how we, in circumstances where we are data controller, collect and use personal information about you. 

We may, at times, act in a capacity of data processor (for example in providing payroll services).  In such cases, this privacy statement will not apply and, instead, the privacy statements of the data controller will apply to any personal data that we process in the course of providing those services.  

What is personal information

‘Personal information’ is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address or address).  Identification can be by the information alone or in conjunction with any other information.  The processing of personal information is governed by The General Data Protection Regulation ((EU) 2016/679) (UK GDPR) and the Data Protection Act 2018 (DPA 2018)and other legislation relating to personal information and rights.

What personal information we collect

The personal information we collect from you will vary depending on which services you engage us to deliver. This includes:

Identity Data including first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data including billing address, delivery address, email address and telephone numbers.

Financial Data including bank account details, payment card details, tax information and National Insurance Number and Unique Tax Reference (UTR) number,

Transaction Data including details about payments to and from you and other details of products and services you have purchased from us.

Technical Data including internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website(s).

Usage Data including information about how you use our website(s), products and services.

Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Purposes of Processing

We will only use your personal information if:

  • it is necessary for the performance of our contract with you
  • to deliver the services you have requested from us as stated and agreed in our Letter of Engagement,
  • and to meet our legal responsibilities.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Where we collect personal information from

We obtain information about you:

  • when you engage us to deliver our services,
  • when you provide information to allow us to provide the services agreed in the Letter of Engagement
  • from yourself and employees who work for you and any of your businesses
  • HM Revenue & Customs and other regulatory bodies,
  • Other entities which whom you have connections relevant to the services we provide
  • Any person or entity nominated by you (e.g. family or third party companies or business which may hold information we require and which you consent to)
  • and/or when you use our website, for example, when you contact us about our services.

How we use your personal information

We will only use your personal data when the law allows us to.  In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:

  • To register you as a new client
  • deliver services to perform the contract as agreed in the Letter of Engagement
  • to meet legal or regulatory responsibilities e.g. your tax return, accounts and advice
  • to recommend services which might be of interest to you
  • verify identity where this is required
  • communicate by post, email or telephone
  • understand needs and how they may be met
  • maintain records e.g. retention of records as required by the professional bodies who regulate our work
  • process financial transactions on your behalf
  • prevent and detect crime, fraud or corruption
  • deal with any complaints or actions against this firm by you or other parties in relation to the work we have performed for you
  • to provide updates to you and to tell you about our services, events we may be holding or changes in how we do business or technical updates.

Who we share your personal information with

We may share your personal information with:

  • You
  • Any third party with whom you authorise us to disclose information
  • HMRC where necessary for the performance of our services and regulatory responsibilities
  • The National Crime Intelligence Services (or other similar Government bodies) where legally bound to do so or where our regulatory bodies require such sharing
  • Any professional body who regulates our work such as (but not exclusively) The Institute of Chartered Accountants of Scotland and The Chartered Institute of Taxation e.g. where in the course of our work such disclosure is appropriate or required by these bodies
  • Our Professional Indemnity Insurance policy providers and their brokers where necessary in order to procure the required insurance for our services
  • Other advisors and service providers where necessary for the provision of our engaged services

If your information is shared with third parties in accordance with the above paragraphs, we will only share such personal information as is strictly required for the specific purposes.

We will not sell or rent your information to third parties.

We will not share your information with third parties for marketing purposes. 

Any staff with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.

Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to in order to meet our contractual obligations, or we are required to do so by law, for example, by a court order or for the purposes of prevention and detection of crime, fraud or corruption.

If you do not provide your personal information

Where we need to collect personal data by law, or under the terms of the Letter or Engagement we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services).

Failure to provide tax related information may cause us to fail to meet any agreed obligations in respect of filing returns etc and may also be relevant to  any considerations this firm has in terms of regulatory requirements to detect crime.

How long we retain your personal information for

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

We are required by legislation, other regulatory requirements and our insurers to retain your data where we have ceased to act for you.  The period of retention required varies with the applicable legislation.  To ensure compliance with all such requirements, it is the policy of the firm to retain data for a period of six years from the end of the period concerned, unless special circumstances require a longer retention period e.g. in relation to Capital Gains Tax transactions or in the event of a dispute.

Using our website 

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy statement of every website you visit.

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.

The website is not intended for children and we do not knowingly collect data relating to children.

This website uses cookies. A cookie is a small text file stored in your computer containing text data. We use cookies for certain functions to improve the usability of the website. These cookies do not contain any personal information about you. However, enabling cookies in your web browser is necessary if you wish your selections to be remembered for future visits on the same computer. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. For more information about cookies and instructions on how to adjust your browser settings to restrict or disable cookies, see www.allaboutcookies.org. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Holding personal information outside the EEA

We do not hold information outside the EEA and personal information will not be transferred out of the EEA.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Your rights

Access to your information – You have the right to request a copy of the personal information about you that we hold. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

Correcting your information – We want to make sure that your personal information is accurate, complete and up to date therefore we commit to regularly review and correct where necessary, the information that we hold about you.  You may ask us to correct any personal information about you that you believe does not meet these standards.  If any of your information changes, please email or write to us or call us using the ‘Contact information’ noted below.

Deletion of your information – You have the right to ask us to delete personal information about you where:

  • You consider that we no longer require the information for the purposes for which it was obtained.
  • We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information 
  • You have validly objected to our use of your personal information – see Objecting to how we may use your information 
  • Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes.  In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information – In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information.  The right might also apply where this is no longer a basis for using your personal information but you don't want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Automated processing – If we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision.  This right only applies where we use your information with your consent or as part of a contractual relationship with you.

Data Portability – You have the right to request that we transfer some or all of your data to another controller.  We will comply with your request, where it is feasible to do so, within one month of receiving your request.

Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.  We will endeavour to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Your Choices and Your Duty to Inform Us Of Changes

We may occasionally contact you by post, email or telephone with details of any changes in legal, tax and regulatory requirements or other developments that may be relevant to your affairs and, where applicable how we can assist you further.  If you do not wish to receive such information from us, please let us know by contacting us as indicated under ‘Contact information’ below.

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

Changes to our privacy statement

We keep this privacy statement under regular review and will place any updates on this website.  Paper copies of the privacy statement may also be obtained from us using the contact information below.

This privacy statement was last updated on 31 March 2021.

Contact information and further advice

Please contact us if you have any questions about this Privacy Statement or the information we hold about you, to exercise rights, or to make queries or complaints at:

Heather Green
Gerber Landa & Gee
Pavilion 1
Finnieston Business Park
Glasgow
G3 8AU

Email: mail@gerberlandagee.co.uk with subject “Data Protection”
Phone: 0141 221 7446

Complaints

We seek to resolve directly all complaints about how we handle personal information but you also 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

Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns

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