Privacy Policy

We understand that your privacy is important to you, and we are committed to ensuring your personal data is used and shared responsibly. This policy outlines how we collect, use, and protect personal data when you engage with our services, whether through our website [COPA Accounting website] or other means of communication. We will only collect and use personal data in ways that comply with our legal obligations and your rights under the law. We act as a data controller when processing personal data related to clients and employees.

Please read this Privacy Policy carefully. By using our services, you are deemed to accept this policy.

1. What does this policy cover?

This Privacy Policy applies to your use of our website and our accounting services. It covers COPA Accounting Limited and any associated companies.

2. Collection and use of personal data

We may collect and process a variety of personal data about you, including but not limited to:

• Name, address, contact details (including email and phone number), date of birth, gender
• Employment details (if applicable), including qualifications, skills, and employment history
• Financial information, including bank details, national insurance numbers, and remuneration details
• Data concerning benefits, pensions, and entitlements
• Nationality, entitlement to work in the UK, and related documentation
• Information on your schedule, attendance, and reasons for leave (if applicable)
• Performance-related data, including appraisals and disciplinary records (if applicable)
• Equal opportunities data such as ethnic origin, sexual orientation, and religious beliefs

We collect this data for various reasons, including to comply with legal obligations, perform contracts, and manage your account or employment.

3. Your Rights

As a data subject, you have the following rights:

• The right to be informed about how we process your data
• The right to access personal data we hold about you
• The right to request rectification or erasure of your personal data in certain circumstances
• The right to restrict or object to data processing in certain situations
• The right to data portability (where applicable)
• The right not to be subject to automated decision-making and profiling
• The right to withdraw consent where applicable

Should you wish to exercise any of these rights or have any concerns, please contact us using the details provided below.

4. How and Where Do We Store Your Data?

Your personal data will only be stored within the UK and will be retained for as long as necessary to fulfil our contractual or legal obligations. We take appropriate measures to safeguard and secure personal data to prevent loss, misuse, or unauthorised access.

5. How Can You Control Your Data?

In addition to your rights under the GDPR, you may also have options to control how we use your data, particularly for direct marketing purposes. You can opt out of such communications by using the unsubscribe links provided in our emails or by managing your account settings.

6. How Can You Access Your Data?

You have the right to request access to the personal data we hold about you. For reasonable requests, no fee is payable under the GDPR. Please contact us for further details.

7. How Long Do We Keep Your Data?

We will retain your personal data only as long as necessary. This duration depends on the nature of the data and the legal or regulatory requirements associated with it. For example, payroll records must be retained to comply with HMRC regulations.

8. Who Has Access to Your Data?

We may share your personal data with third parties, but only when it is necessary to fulfil contractual obligations or to comply with legal requirements. This may include:

• Our group companies, where applicable
• Government bodies or authorities when legally required (e.g., HMRC)
• Third-party service providers for functions such as IT support, payroll, or auditing

9. Overseas Transfers

We do not transfer your data outside the UK or European Economic Area (EEA) without ensuring adequate safeguards are in place to protect your privacy.

10. How Do We Protect Your Data?

We are committed to protecting your personal data. We use a range of security measures, including encryption and secure access protocols, to ensure your data is handled securely. Any third parties processing your data on our behalf are required to follow similar security standards.

11. Contacting Us

If you have any questions about this policy or how we handle your data, you can reach us at:

• Email: hello@copa.org.uk
• Phone: 0161 706 0678
• Address: Gateway House, Suite 3.5, Styal Road, Manchester, M22 5WY

12. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the law or our practices. Any changes will be posted on our website, and by continuing to use our services after any such changes, you will be deemed to have accepted the updated terms.