This Privacy & Cookies Policy (the “Policy”) has been prepared to meet the requirements of the UK’s Data Protection Act 1998 and The Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011, (the “Acts”). It relates to the collection, protection, disclosure and use of personal data belonging to individuals who visit www.mouldsandco.com (our “Site”) and also refers in detail to the “Cookies” we use, what they are and their purpose. By clicking the “Dismiss” button on the box that appears on the first page you enter on our Site, you signify your acceptance of our Cookies Policy. If you wish subsequently to decline your acceptance of them we set out in Clause 4 of the Policy how you may do so. Please note that the box relating to “Cookies” will only appear the first time you enter our Site.
Your privacy and security is important to us. This Policy sets out how we will treat any personal information we obtain from you and it is intended to help you understand how we deal with it and how you may remove it. By providing your personal information to us, you agree that we may collect and use the personal information you provide in the ways described in this Policy. If you do not agree with the terms of this Policy, please do not provide any personal details to us.
We will use your personal information only for the purposes set out below.
Please note that we may need to update this Policy from time to time to reflect changes in the law. We recommend that you check this page regularly to ensure that you have read the most recent version and that you are happy with any changes.
This Policy was last revised on: 12 June 2012
1. INFORMATION WE MAY COLLECT FROM YOU
1.1 It is your choice to provide us with personal information. We may provide you with the option to select whether you would like to receive information from us or from trusted third parties by opting in or out of receiving promotional offers. In some circumstances, you will not have the option to opt out, for example, when we are administering a transaction requested by you, or if we are satisfying a legal requirement.
1.2 Ways in which you may be providing us with personal information include, for example,
1.2.1 contacting us with an enquiry;
1.2.2 completing a survey which contains your personal information;
1.2.3 submitting your CV and/or covering letter to us; and/ or
1.2.4 reporting a problem.
1.3 The information we will collect from you includes, but is not limited to data concerning traffic on our Site, location data, weblogs and other communication data, (whether this is required for our billing purposes or otherwise) and the resources that you access.
1.4 By providing any personal information to us, you fully understand and clearly consent to the transfer, collection and processing of such personal information. Such transfer, collection and processing will comply with the terms of this Policy.
2. IP ADDRESSES AND COOKIES
2.1 Like many other websites, we use “cookies” to help us gather and store information about visitors to our Site.
2.2 We may collect information about your computer, including your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our Site users’ browsing actions and patterns, and does not identify you as an individual.
2.3 A “cookie” is a small text file that is downloaded on to your computer’s hard disk when you access certain websites. Cookies allow the website to recognise your computer. A cookie can identify the pages that are being viewed and this can assist us to select the pages that the visitor sees.
2.4 “Session” cookies only exist whilst visitors are online on a particular occasion. These are temporary cookies that aid your journey around the site and remember the preferences you have selected during your “session”.
2.5 “Persistent” cookies, which are not session-based, remain on a visitor’s computer, so that you can be recognised as a previous visitor when you next visit our Site. This allows us to collect information about your browsing habits whilst on our site, and this can be useful in assisting us to monitor and improve our services.
2.6 We do not store sensitive information such as account numbers or passwords in “persistent” cookies, and cookies in themselves, do not contain enough information to identify you. You will only become personally identifiable in relation to your browsing habits after you have formally provided us with your personal data for the purposes outlined in Section 1.2 above.
2.7 In addition to using cookies, we might also use GIFs and other web tools, such as Google Analytics, to collect information about your browsing activities whilst on our site. In this respect the information that is provided is similar to the information supplied by cookies, and we use it for the same purposes.
2.8 Any information that we acquire about you using cookies, GIFs, or other web tools is subject to the same restrictions and conditions as any other information we collect about you, as outlined in this Policy.
3. THE COOKIES USED ON OUR SITE
3.1 Cookies set by our Site:
This cookie is set in order to work out whether you have seen and/ or clicked the “dismiss” button in the box that draws your attention to this Policy. This will appear the first time you enter our Site. This cookie is strictly necessary in order to enable you to provide your consent for us to set cookies on your browser.
This cookie is set in order to work out whether this is your first visit to our site, or if you are returning to help us make our website function correctly for you.
3.2 Cookies set by Google Analytics:
_utma, _utmb, _utmc, _utmz, or others within the range _utma to _utmz.
Google Analytics is a web analytics service provided by Google, Inc. By default, Google Analytics sets four performance cookies in order to evaluate your use of the Site, including number of visits, duration of browsing and referring sites, and compiles reports for us on activity on the Site. All information these cookies collect is aggregated and therefore anonymous.
Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google state that they will not associate your IP address with any other data held by Google.
For more information about the way in which Google Analytics uses these cookies please visit the following link https://developers.google.com/analytics/resources/concepts/gaConceptsCookies
3.3 Cookies set by Other Third Parties:
This is a functional cookie is set by Lockerz in the blog area of our website to operate the ‘Add to Any’ interactive functionality for social media sharing.
clid, ipinfo, acs
These are advertising cookies to help advertisers serve more relevant marketing offers and messages to visitors to the blog area of our website.
3.4 If you wish to know all the cookies we have set and how to delete or manage them, please refer to www.allaboutcookies.org.
4. HOW TO DISABLE/ ENABLE COOKIES
4.1 You have the ability to accept or decline cookies by modifying the settings in your browser or by not clicking the “dismiss” button on the box that appears on the first page you see on our Site. For example, in Internet Explorer, you can go to Tools and Internet Options, where there is the option to change your settings to disable cookies. However, you may not be able to use all the interactive features of our site if the cookies are disabled.
4.2 You also have the ability to delete cookies that have been installed in the cookie folder of your browser and should search for “cookies” in your “Help” function for information on where to find your cookie folder.
4.3 To delete only the cookies set by our Site in Internet Explorer, you must do the following:-
1. In Internet Explorer, click the Tools button, and then click Internet Options.
2. On the General tab, under Browsing history, click Settings.
3. Click the View files button.
4. Click the Name column heading to sort all the files alphabetically, and then scroll down until you see files that begin with the prefix Cookie:. All cookies will have that prefix, and they usually contain the name of the website that created the cookie.
5. Right-click the cookie you want to delete, click Delete, and then click Yes.
6. Close the window that contains the list of files, and then click OK twice to return to Internet Explorer.
You should note that some websites store your member name, password, or other information about you in a cookie. If you delete that cookie, you might need to re-enter your personal information again the next time you visit the Site.
4.4 To delete only the cookies set by our Site, for example in Firefox, you must do the following:-
1. At the top of the Firefox window, click on the Firefox button and then click Options
2. Select the Privacy panel.
3. Set Firefox to Use custom settings for history.
4. Click Show Cookies…. The Cookies window will appear.
5. In the Search field, type the name of the site whose cookies you want to remove. The cookies that match your search will be displayed.
6. Select the cookie(s) in the list to remove and click Remove Cookie
7. Select the first cookie and press Shift + End to select all the cookies in the list.
8. Click Close to close the Cookies window.
4.6 To prevent Google Analytics cookies being set, you may install the Google Analytics Opt-Out Browser Add-On by clicking on this link – http://tools.google.com/dlpage/gaoptout and following the instructions.
5. WHERE WE STORE YOUR PERSONAL DATA
5.1 All information you provide to us is stored on our secure servers.
5.2 The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA, who work for us or for one of our suppliers. By submitting your personal information, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.
5.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
6. USES MADE OF THE INFORMATION BY US
6.1 We may use personal information collected from you to provide specific services that you request and to provide additional services that may be of interest. We may use your personal information in the following ways:
6.1.1 Ease of Use – To ensure that content from our site is presented in the most effective manner for you and for your computer.
6.1.2 Transactional Purposes – To carry out our obligations arising from any contracts entered into between you and us and to respond to your queries and requests.
6.1.3 Communication – To notify you about changes to our service.
6.1.4 Provision of Information – To assess your eligibility, and if eligible, provide you with information.
6.1.5 Marketing Communications and Analysis – To communicate with you about our products and services and for our own internal marketing analysis, for example, to measure the amount of traffic to our Site.
7. USES MADE OF THE INFORMATION BY THIRD PARTIES
7.1 We may also use your data, or permit selected third parties or other businesses within our Group (which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006) to use your data, to provide you with data about goods and services which may be of interest to you, and we or they may contact you about these by post or e-mail.
7.2 If you are an existing customer, we will only contact you by email with information about goods and services similar to those, which were the subject of a previous sale to you.
7.3 If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you be electronic means only if you have consented to this.
7.4 If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please email us at firstname.lastname@example.org or write to us at Unit 10, York Road Estate, Wetherby, LS22 7SU.
7.5 Please note that we will not, under any circumstances, sell your personal information to anyone else.
7.6 Any information or statistics relating to our business that we disclose to others will not identify you personally. We may, for example, perform statistical analyses of the behaviour of the users of our Site in order to measure interest in the various areas of our site and to inform advertisers as to how many consumers have “clicked” on their advertising banners. This information, and any other general information about our users that we share with advertisers and other partners, will not contain personal information about you.
8. LINKS TO OTHER WEBSITES
This Policy only covers this Site. If you follow a link from this Site to another website, you must refer to and read the privacy statement on that other website which you visit. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
9. DISCLOSURE OF YOUR INFORMATION
9.1 We may disclose your personal information:
9.1.1 To third parties to whom you have provided your consent in order that they will be able to prepare or send any communications to you, or to assist us in connection with any of our administrative or business functions or in the provision of any of our services to you.
9.1.2 In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer.
9.1.3 If Moulds and Co Accountants, or substantially all of its assets, are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
10. INTERACTIVE AREAS OF OUR SITE/ BLOGS
10.1 Information that you post via social networking (including but not limited to Facebook and Twitter) is generally accessible to, and may be collected by, others and may result in unwelcome communications. For your own safety and security you should not provide information about yourself on the aforementioned areas of our Site or via social networking.
10.2 If you disclose any information via social networking, we do not accept any responsibility or liability for any breach of privacy, loss, damage, effect on your reputation or otherwise whatsoever.
11. YOUR RIGHTS
11.1 You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you, before collecting your data, if we intend to use your data for such purposes or if we intend to disclose your data to any third party for such purposes. You can exercise your right at any time to prevent such processing by emailing us at email@example.com or write to us at Unit 10, York Road Estate, Wetherby, LS22 7SU.
12. ACCESS TO INFORMATION
The Acts give you the right to access information we hold about you. Any access request will be subject to a fee of £10 to meet our costs in providing you with such information. If you would like a copy of this information, please write to us at the address below.
13.1 Questions, comments and requests regarding this Policy are welcomed and should be addressed to firstname.lastname@example.org or write to us at Unit 10, York Road Estate, Wetherby, LS22 7SU
GDPR Policy Statement
The new EU General Data Protection Regulation came into force on 25th May 2018 and this introduced new responsibilities, including the need to demonstrate compliance and more stringent enforcement than the previous Data Protection Act required.
This document provides an updated statement on Moulds & Co Limited’s (“Moulds & Co”) GDPR position.
2. GDPR statement
Moulds & Co has identified three broad areas of focus in preparing for GDPR. Moulds & Co does not explicitly meet the requirements as defined by GDPR Article 37 to require a Data Protection Officer (DPO) however due to our commitment to providing an excellent level of service to our clients a DPO has been appointed. The DPO has responsibility for Moulds & Co’s GDPR programme of work. The areas of focus are: –
- Existing security and compliance for client data
- Payroll services for producing and holding client payroll data
- Accounts production and tax return issuance for signing via a secure portal.
2.1 Existing data security
All data is stored on a password protected server which is remotely monitored by our IT Services Support partner, Dynamic Networks Group Limited (“Dynamic”), and protected by anti-virus software.
The server is backed up incrementally every 24 hours.
2.2 Payroll compliance
Moulds & Co uses dedicated payroll software to produce client payroll data and payslips. Many employers choose to issue their employees with electronic payslips, and our payroll software provides a mechanism for doing this by producing ‘pdf’ copies of the payslip which can then be sent via email to the employee. To ensure compliance with GDPR the PDF payslip is password protected.
The presence of a password in this field ensures that all pdf payslips sent by email directly to the specific employee will be password protected.
The payroll data for each individual tax year is held in a data file that is stored securely on an on-site server, password protected and remotely monitored by Dynamic.
2.3 Accounts production
Moulds & Co uses dedicated accounts production software to produce accounts and tax returns, including self-assessment returns. The software is password protected and the database is hosted by BTC Software in a UK based Amazon Data Centre. The relevant security information can be found on the BTC website:
We use a secure password protected portal to send and receive clients’ accounts and tax returns, which also allows for electronic signing. The software used is called MyDocsSafe.com and the relevant security information can be found here:
3. Further information:
If you require further information please contact:
Victoria Moulds at Moulds & Co Limited, Unit 10 York Road Estate, Wetherby, West Yorkshire, LS22 7SU
Or email your query to email@example.com