Privacy Policy

 

Wilkie Randall Limited and its Accountants and Probate Practitioners are committed to ensuring the security and protection of personal data. The following information is provided in accordance with the requirements of the General Data Protection Regulation (“GDPR”).

This privacy notice describes why and how we collect, store and use personal data and provides information about an individual’s rights. It applies to personal data provided to Wilkie Randall Limited and its Accountants and Probate Practitioners, both by individuals themselves or by others. We may use personal data provided to us for any of the purposes described in this privacy policy or as otherwise stated at the point of collection.

 

Contact details of the person responsible for data protection

Where an Accountant or Probate Practitioner of Wilkie Randall Limited is not appointed as office holder, the data controller is either the company on whose instructions Wilkie Randall Limited is acting or it is Wilkie Randall Limited.

The contact details of Wilkie Randall Limited are:

Director: David Wilkie
Email: david.wilkie@wilkierandall.com
Telephone number: 07789 431530
Address: 1 Lime Tree, Fullerton Road, Wherwell, Andover, Hampshire, SP11 7JS
ICO Registration Number: ZA030316

Where an Accountant or Probate Practitioner of Wilkie Randall Limited is appointed as office holder and the data processing is carried out as part of their statutory duties, the office holder is the data controller.

The Accountant(s) and Probate Practitioner(s) contact details are:

Accountant and Probate Practitioner: David Wilkie
Email: david.wilkie@wilkierandall.com
Telephone number: 07789 431530
Address: 1 Lime Tree, Fullerton Road, Wherwell, Andover, Hampshire, SP11 7JS
ICO Registration Number: ZA030316

How we collect personal information

If you contact Wilkie Randall Limited using the contact form on the website (www.wilkierandall.co.uk), this contact information is stored securely by the website and is sent in an automated email to Wilkie Randall Limited.

Occasionally, we might receive your contact information from one of our business contacts If we do, we protect it in the same way as if you provided it to us directly.

Your personal data may also be obtained from the directors or members of the management team of a company which Wilkie Randall Limited is acting for. This may also include when an Accountant or Probate Practitioner of Wilkie Randall Limited is appointed as office-holder of a company.

Accountants, solicitors and professional advisors of a company which Wilkie Randall Limited is acting for may also provide Wilkie Randall Limited with personal data.

We also access information from Companies House and other similar public access data sources.

What personal information we hold

Wilkie Randall Limited collects and processes the following information:

When you contact us by email or through our website, we collect your name, company name, phone number and email address.

During the course of an engagement, we may collect and hold some or all of the following personal information:

  • Name
  • Job title
  • Address
  • Gender
  • Date of birth
  • Telephone number
  • Email address
  • Job title
  • Payroll information
  • Bank account details
  • Identification information

 

In rare cases, we may hold some special category data. This information would only be requested when it is necessary to administer a probate process in line with our legal obligations.

How we use your personal information

The purpose for which personal data is processed may include any or all of the following:

  • deliver services and meet contractual obligations;
  • deliver services and meet legal requirements;
  • verify the identity of an individual where this is required;
  • communication by post, email or telephone;
  • understand needs and how they may be met;
  • maintain records;
  • process financial transactions;
  • prevent and detect crime, fraud or corruption;
  • defend or take legal actions related to the above.

 

Lawful bases for the processing of personal information

Most processing is carried out to comply with our legal obligations under statute and other regulatory obligations related to the insolvency process.

We also believe our processing is for the legitimate interests of all stakeholders in the insolvency process, as they are entitled to be kept informed and may wish to engage in the insolvency process.

Where Wilkie Randall Limited is acting for a client to perform a service, we may be required to process personal information to provide the service in accordance with our contractual terms.

Who we share your personal information with

Wilkie Randall Limited and its Accountants will not share your personal information with another party for any purpose except where we are required to do so in accordance with our statutory or contractual obligations.

Occasionally we may need to engage the services of a specialist. If any personal data is to be shared in this regard, it will be strictly for the purpose specified and in accordance with our contractual or statutory requirements.

We may also receive requests from third parties with authority to obtain disclosure of personal information, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal information where we are permitted to do so in accordance with applicable law or regulation.

How we store your personal information

We use third parties to support us in providing our services and to help provide, run and manage our information technology systems.

For example, providers of information technology, cloud-based software as a service provider, identity management, website hosting and management, data analysis, data back-up, security and storage services.

The servers powering and facilitating that cloud infrastructure are located in secure data centres around the world.

For all electronic client data, we use OneDrive. This data is held securely and OneDrive has taken the necessary steps to identify any changes to be made to comply with GDPR.

OneDrive protects files in transit between our apps and our servers, and at rest. Each file is split into discrete blocks, which are encrypted using a strong cipher. Only blocks that have been modified are synced.

Where Wilkie Randall Limited holds any hard-copy personal information, these records are stored securely at our premises or with a secure external document storage provider.

We are committed to ensuring that personal information is secure. In order to prevent unauthorised access or disclosure, we have put in place procedures to safeguard and secure this information.

How long we retain your personal information for

We retain personal information for as long as is necessary to achieve the purposes listed above and for any other permissible related purpose.

In normal circumstances, company books and records are retained for a period of 12 months after dissolution.

An Accountant and Probate Practitioner retains the records for a period of 6 years following release from engagement.

When appropriate, all electronic and hard-copy records are destroyed securely.

Your rights

Right to inform

This privacy notice meets our requirement to inform you of our processing of personal information.

Access to personal data

You have a right of access to personal data held by us as a data controller. This is known as a ‘subject access request’. This right may be exercised by contacting Wilkie Randall Limited on:

Email: david.wilkie@wilkierandall.com
Telephone number: 07789 431530
Address: 1 Lime Tree, Fullerton Road, Wherwell, Andover, Hampshire, SP11 7JS

We will aim to respond to any requests for information promptly, and in any event within 30 days.

Rectification of personal data

To update personal data submitted to us, you may email us at david.wilkie@wilkierandall.com or, where appropriate, contact us via the relevant website registration page or by amending the personal details held on relevant applications with which you registered.

Right to withdrew consent

Unless the data received was based upon obtaining consent, the right to withdraw consent does not apply.

Rights that do not apply in these particular circumstances

Not all of the rights under the GDPR are available as one of the reasons we are holding your data is on the basis of it being a legal obligation and therefore the right to erasure, data portability and to object do not apply

Changes to our privacy policy

We keep our privacy policy under regular review and will place any updates on our website. Paper copies of the privacy statement may also be obtained by writing to us at:

Email: david.wilkie@wilkierandall.com
Address: 1 Lime Tree, Fullerton Road, Wherwell, Andover, Hampshire, SP11 7JS

This privacy statement was last updated on 1 November 2020

How to complain

If you have any cause for complaint about our use of personal information, please contact us at:

Director: David Wilkie
Email: david.wilkie@wilkierandall.com
Telephone number: 07789 431530
Address: 1 Lime Tree, Fullerton Road, Wherwell, Andover, Hampshire, SP11 7JS

If we are unable to address your complaint satisfactorily, you can also complain to the Information Commissioners Office.

Further information on your rights and how to complain to the Information Commissioners Office can be found on their website www.ico.org.uk.