Privacy Policy

1. Introduction

Total Enterprise Support ("we", "us", or "our") is committed to protecting and respecting your privacy. We are a registered accountancy and business support firm based in the United Kingdom.

This policy 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 views and practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR), the data controller is Total Enterprise Support Ltd, located at 7 Mossbrook Drive, Manchester M38 9TJ.

2. Information We Collect

We may collect and process the following data about you:

Personal Identification Information

• Name, job title, and company name.
• Contact information including email address and telephone number.
• Demographic information such as postcode, preferences, and interests.

Financial Data

As an accountancy firm, we collect necessary financial data to perform our services, including:

• Bank account details and transaction history.
• Tax reference numbers (UTR, NI Number).
• Payroll data for your employees.
• Charity Commission registration details.

3. How We Use Your Data

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• Service Delivery: To fulfill our contractual obligations to you (e.g., filing accounts, auditing, strategic consulting).
• Compliance: To comply with legal obligations (e.g., Anti-Money Laundering regulations, HMRC requirements).
• Communication: To respond to your inquiries regarding our services.
• Internal Record Keeping: To maintain accurate business records.

4. Legal Basis for Processing

Under the UK GDPR, the lawful bases we rely on for processing this information are:

• (a) Your Consent: You are able to remove your consent at any time.
• (b) Contractual Obligation: We need your data to perform the accountancy or support services you have hired us for.
• (c) Legal Obligation: We are required by law (e.g., HMRC, Charity Commission) to process certain data.
• (d) Legitimate Interest: For marketing or business improvement purposes, providing it does not override your rights.

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your information with:

• Regulatory Bodies: HMRC, Companies House, and the Charity Commission where legally required.
• Service Providers: IT and cloud software providers (e.g., Xero, QuickBooks, secure cloud storage) who act as data processors under our instruction.
• Professional Advisers: Lawyers, bankers, auditors, and insurers who provide consultancy, banking, legal, insurance, and accounting services.

6. Security and Retention

Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. We limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know. They are subject to a duty of confidentiality.

Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. By law, we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

7. Your Data Protection Rights

Under data protection law, you have rights including:

• Your right of access: You have the right to ask us for copies of your personal information.
• Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate.
• Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.