Bowker, Stevens & Co – Data Protection Notifications

Background

With the specific requirements of GDPR Articles 12-14, a notification (policy) which covers all categories of data subject which the business process data about would necessarily become rather cumbersome and complicated and thus would not meet Article 12’s requirement to be “concise, transparent and easily accessible . . . using clear and plain language”.

The following notifications are therefore intended for specific categories of data subject.

To view your notification regarding our processing of your data please choose from below the category which most closely describes your relationship with Bowker, Stevens & Co.

  • Employee of Bowker, Stevens & Co
  • Employee of a company we provide payroll services to
  • Client
  • Supplier
  • Email correspondent
  • Applicant for employment

Notification for Employees

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices and contact details are:

Bowker, Stevens & Co

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Nature of data

We may collect and process the following data about you:

  • Contact details
  • Banking details
  • Pension details
  • Tax details
  • Salary
  • Qualifications
  • Appraisals
  • Disciplinary records
  • Performance records
  • Annual leave
  • Sick leave

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • ourselves (data we generate)
  • your nominated referees
  • competent authorities
  • pension providers

Lawful Basis

Our lawful basis for processing this data is

  • our legal obligations (including our obligations under the Finances Act 2008 and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 2013)
  • management and performance of our contract of employment with you
  • vital interests, the processing is necessary to protect someone’s life, (next of kin)

The consequences for you if we are unable to process this data would be:

  • we would not be able to continue with our contract of employment

Retention

Any data related to payments or tax will be retained for 7 years from last employment to conform with our legal obligations regarding record keeping under the Finance Act 2008.

Any data related to health and safety at work will be retained for 25 years to conform with our legal obligations under health and safety legislation such as the Reporting of Injuries, Diseases and Dangerous Occurrences Regulation 2013.

Other data may be kept for up to 7 years from termination of employment in case there are queries about your employment, unless you request that we delete the data beforehand.

Recipients

To the extent that is necessary to manage and satisfy our contract of employment with you, your data may be shared with:

  • our software and IT providers
  • competent authorities
  • pension providers
  • our and your bankers

Uses made of the information

We use information held about you in the following ways:

  • calculation and payment of salary, taxes, expenses and other benefits
  • discharge of obligations laid down by law
  • management, planning and organisation of work
  • equality and diversity in the workplace
  • health and safety at work
  • the exercise and enjoyment of rights and benefits related to employment
  • termination of the employment relationship.

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties, we will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies
  • the Health and Safety Executive

Transfer outside the EEA

We do not at present transfer your data outside the European Economic Area. We may in the future utilise servers which are located outside the EEA. If this occurred then we would only do so where there are adequate protections in place to ensure that your rights and freedoms are protected, and EU and UK data protection legislation is not undermined.

Your rights

You have the following qualified rights regarding your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format

You can exercise your rights at any time by contacting us at paul@bowkerstevens.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other European Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this webpage.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk

Notification for Employees of Clients

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

For the purpose of the General Data Protection Regulation (GDPR) we are a joint controller of your personal data, our contact details are:

Paul Jackson

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Notification

We have a written agreement with all companies who use our payroll processing services that they will assume responsibility for notifying their employees of the nature of the processing and the rights they have in that regard.

We therefore do not provide a notification ourselves.

If your employer uses our payroll services and you have not received such a notification from your employer, please contact us.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk

Notification for Clients

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices and contact details are:

Bowker, Stevens & Co

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Nature of data

We may collect and process the following data about you:

  • Contact details
  • DOB
  • Passport No
  • Utility Bill
  • NI Number
  • Gender
  • Other directorships
  • Banking details
  • Pension details
  • General Financial information
  • Spouse
  • Dependents
  • Disabilities
  • Tax details
  • Salary
  • Expenses
  • Medical Insurance

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • ourselves (data we generate)
  • competent authorities
  • other Professional institutions
  • websites

Lawful Basis

Our lawful basis for processing this data is

  • our contract with you for the provision of accounting or other services
  • our legal obligations (including our obligations under the Finances Act 2008)

The consequences for you if we are unable to process this data would be:

  • we would not be able to continue to provide the contracted services or would not be able to provide the same quality of service.

Retention

Any data related to payments between us will be retained for 7 years to conform with our legal obligations regarding record keeping under the Finance Act 2008.

Other data may be kept for up to 7 years from termination of the contract in case there are queries, unless you request that we delete the data beforehand.

Recipients

To the extent that is necessary to meet our legal obligations and manage and satisfy our contract with you, your data may be shared with:

  • our software and IT providers
  • competent authorities
  • pension providers
  • bankers
  • solicitors and other professional advisors (at your request)

Uses made of the information

We use information hold about you in the following ways:

  • to communicate with you
  • to provide the contracted services which may include
  • Book-keeping
  • Company & General accounts, Profit & Loss Accounts, Balance Sheets
  • Tax advice, calculation and returns
  • Company secretarial services (company formation, change of directorship, share transfer)
  • General business advice
    • Independent examinations for charities

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties. We will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies
  • the National Crime Agency (in case of suspected money laundering)

Transfer outside the EEA

We may transfer your data to cloud software service providers who may store or process your data outside the EEA.

Where we do this, we will only transfer personal data if there are adequate protections in place to ensure that your rights and freedoms are protected, and EU and UK data protection legislation is not undermined.

Your rights

You have the following qualified rights regarding your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format.

You can exercise your rights at any time by contacting us at paul@bowkerstevens.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other European Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this webpage.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk

Notification for Suppliers (Sole Traders or Point of Contact)

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices and contact details are:

Bowker, Stevens & Co

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Nature of data

We may collect and process the following data about you:

  • Contact details

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • your employer

Lawful Basis

Our lawful basis for processing this data is

  • our contract with you (if you are a sole trader)
  • our legitimate interest to manage our contract with your employer (if you are a point of contact)

The consequences for you if we are unable to process this data would be:

  • we might not be able to continue to purchase goods or services from you (if you are a sole trader)
  • we might reduce the scope of goods or services we purchase from you (if you are a sole trader)
  • none (if you are a point of contact)

Retention

Data may be kept for up to 7 years from termination of our relationship with you or your employer in case there are queries, unless you request that we delete the data beforehand.

Recipients

To the extent that is necessary to meet our legitimate interest to manage our contract with you or your employer, your data may be shared with:

  • our software and IT providers

Uses made of the information

We use information hold about you in the following ways:

  • to communicate with you
  • to manage our contract with you or your employer

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties. We will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies
  • Competent authorities

Transfer outside the EEA

We do not transfer your data outside the EEA.

Your rights

You have the following qualified rights regarding your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Objection – you may object to us processing your data
  • Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format

You can exercise your rights at any time by contacting us at paul@bowkerstevens.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other European Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this webpage.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk  

Notification for Email Correspondents

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices and contact details are:

Bowker, Stevens & Co

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Nature of data

 

Your email address is automatically included as part of any email we receive from you and in storing your email we inevitably store this data; any other personal data included in the email will also be stored. Our email software may automatically extract your email address and our staff may add your name and possibly phone number, job title and place of employment.

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • other email correspondents

Lawful Basis

Our lawful basis for processing this data is

  • our legitimate interest to communicate via email in the normal course of business

The consequences for you if we are unable to process this data would be:

  • we would not be able to receive email from or send email to you

Retention

Most email correspondence will be retained for 7 years to meet our legal obligations (for example under the Finance Act 2008).

Recipients

To the extent that is necessary to meet our legitimate interest your data may be shared with:

  • our email service provider (Microsoft)

Uses made of the information

We use the information we hold about you in the following ways:

  • to communicate with you

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties. We will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies
  • Competent authorities

Your rights

You have the following qualified rights regarding your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Objection – you may object to us processing your data

You can exercise your rights at any time by contacting us at paul@bowkerstevens.co.uk  

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other European Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this webpage.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk  

Notification for Applicant for Employment

Bowker, Stevens & Co is committed to protecting and respecting your privacy.

This notification sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR) we are a controller of your personal data, our registered offices and contact details are:

Bowker, Stevens & Co

Suite No. 2

Centre Court, Vine Lane

Halesowen

West Midlands

B63 3EB

 

Nature of data

We may collect and process the following data about you:

  • Contact details
  • Qualifications
  • Employment history
  • Disability details

Source of Information

We may receive and process information about you from:

  • yourself (data you provide)
  • employment agencies
  • job search websites

Lawful Basis

Our lawful basis for processing this data is

  • the negotiation of a possible contract of employment with you

The consequences for you if we are unable to process this data would be:

  • we would not be able to consider your application for employment

Retention

Your data will be retained for 1 year in case there are queries or you wish to re-apply unless you request we delete it beforehand.

If your application is successful, your data will be retained as an employee and you will be provided with a new notification in that capacity.

Recipients

To the extent that is necessary to negotiate a contract of employment your data may be shared with:

  • our software and IT service providers
  • your nominated referees

Uses made of the information

We use information hold about you in the following ways:

  • to communicate with you
  • to assess your suitability for employment
  • to contact your nominated referees and receive references from them
  • to manage the application and interview process

Disclosure of your information

Where we may occasionally be required to disclose certain information to additional third parties. We will disclose data only when and to the extent that we have a legal obligation to do so.

Such third parties may include:

  • law enforcement (by warrant or subpoena)
  • courts, tribunals or other judicial bodies

Your rights

You have the following qualified rights regarding your personal data:

  • Access – you may request we provide you with the data we hold
  • Rectification – you may request we correct any inaccurate data
  • Erasure – you may request we erase your data
  • Restriction – you may request we stop processing your data but retain it
  • Portability – you may request we provide you or a nominated party with your data in a commonly used, structured and machine-readable format

You can exercise your rights at any time by contacting us at paul@bowkerstevens.co.uk  

You also have the right to lodge a complaint with the Information Commissioner’s Office or any other European Supervisory Authority.

Changes to this notification

Any changes we may make to this notification in the future will be posted on this webpage.

Contact

Questions, comments and requests regarding this notification are welcomed and should be addressed to paul@bowkerstevens.co.uk