Privacy Policy

At COPA Accounting, we prioritise your privacy and understand the importance of protecting your personal data. We are committed to ensuring that your information is used and shared in accordance with your preferences and in compliance with legal obligations. This Privacy Policy outlines how we collect, use, and safeguard your data when you visit our website, https://copa.org.uk/ (“Our Site”), or engage with us for our accounting and financial services.

By using our Site or entering into a contract with COPA Accounting Ltd, you agree to the practices described in this policy.

1. Scope of This Policy

This Privacy Policy applies to all personal data collected through your use of our Site and our services. It covers COPA Accounting Limited and its affiliated entities.

2. What Data We Collect

COPA Accounting collects and processes various types of information, including:

  • Personal identification details (e.g., name, address, email address, phone number, date of birth, gender)
  • Employment-related information (e.g., qualifications, skills, work history, employment terms)
  • Financial information (e.g., bank account details, national insurance number, remuneration, benefits)
  • Legal compliance data (e.g., right to work in the UK, criminal record checks)
  • Contact information for next of kin and emergency contacts
  • Attendance and leave records (e.g., work schedules, holiday, sickness absence)
  • Performance and disciplinary records
  • Equal opportunities monitoring data (e.g., ethnic origin, sexual orientation, religion or belief)

3. How We Use Your Data

We use the collected data for several purposes, including but not limited to:

  • Providing and managing our services
  • Fulfilling contractual and legal obligations
  • Managing employment relationships
  • Ensuring workplace safety and legal compliance
  • Handling payroll, benefits, and pension administration
  • Conducting performance reviews and managing career development
  • Responding to and defending against legal claims

4. Legal Bases for Processing

COPA Accounting relies on the following legal bases to process your personal data:

  • Performance of a contract: Processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract.
  • Legal obligation: Processing is necessary for compliance with a legal obligation to which we are subject.
  • Legitimate interests: Processing is necessary for our legitimate interests or the legitimate interests of a third party, provided these interests do not override your rights and freedoms.

5. Marketing Communications

If we obtain your email address through our interactions, such as when you contact us via our website or engage with us for our services, we will assume that you will receive emails containing educational tips, insights, and updates related to accounting and financial services. You can opt-out of these communications at any time by using the unsubscribe link provided in each email or by following the instructions on our opt out page on our website. Link is www.copa.org.uk/opt-out.

6. Your Data Protection Rights

You have several rights concerning your personal data:

  • The right to be informed about the collection and use of your data
  • The right to access the personal data we hold about you
  • The right to rectify inaccurate or incomplete data
  • The right to erasure of your data in certain circumstances
  • The right to restrict the processing of your data
  • The right to data portability in certain circumstances
  • The right to object to the processing of your data based on legitimate interests
  • The right not to be subject to automated decision-making and profiling
  • The right to withdraw consent at any time where processing is based on consent

If you wish to exercise any of these rights, please contact us using the details provided below.

7. Data Storage and Security

We store your personal data securely within the UK. We implement appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, disclosure, alteration, and destruction.

8. Data Sharing

We may share your personal data with:

  • Group companies and affiliates
  • Service providers who assist us in delivering our services (e.g., IT providers, payroll processors)
  • Legal and regulatory authorities where required by law
  • Third parties involved in mergers, acquisitions, or asset sales

9. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting, or reporting requirements.

10. Overseas Transfers

COPA Accounting may transfer your personal data outside the European Economic Area (EEA) to provide our services. We ensure that adequate protections are in place to safeguard your data during such transfers.

11. Contacting Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us at:

Email: hello@copa.org.uk
Telephone: 07312 249 580
Post: Gateway House, Suite 3.5, Manchester, M22 5WY

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our Site, and we encourage you to review this page periodically to stay informed about how we are protecting your data.

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