Privacy Policy

Who we are
Mint Accounting Ltd is a firm of Chartered Management Accountants, regulated by the Chartered Institute of Management Accountants (CIMA). Our registered office address is 56 King Street Aberdeen, AB24 5AX.
This Privacy Notice applies to all of the Mint Accounting group of companies comprising of Mint HQ Ltd, Mint Accounting Ltd, Mint Strategies Ltd, Mint SCS Ltd and Tax by Design Limited.

This notice explains our approach to the personal information we handle in carrying out our duties as accountants. 

Use of Information 
We will use your information to provide and personalise our service. Where we collect personal data, we may store this securely in both hard copy and/or electronic copy. This data may be used to compile reports and statistics that comply with contractual requirements and for general administration purposes (eg. correspondence by letter). We ensure that the provisions and obligations imposed by the Data Protection Act 1998 and the Data Protection Principles together with any subsequent re-enactment or amendment thereof in storing and processing personal data, are complied with at all times. We may use your information to send you news about our products or services which we think may be of interest to you. We may contact you by post, email or telephone  for these purposes. We will never pass your personal data to anyone else, except for any successors in title to our business and suppliers that process data on our behalf.

How do we collect personal information?
Like most organisations that handle personal information, there are various ways in which we collect information from the people we deal with:

  • Email and written correspondence.
  • Telephone discussions
  • Visitors to our website
  • Social media.
  • Application forms and other information requests.
  • Direct personal contact at our offices and elsewhere

The Legal Basis and Purpose of Processing Data
Mint Accounting collects and creates personal data for several different purposes:

  • Provision of services to our customers; 
  • Procurement of service
  • Business development;
  • Recruitment and employment;

Provision of Service
The legal basis for processing personal data for the purpose of providing services to our customers is either to fulfil our contractual obligations to customers or the pursuit of related legitimate interests including maintaining accurate records relating to accounting and finance and monitoring the quality of our services.  We will retain personal information we collect through our service delivery processes for as long as such information is relevant to our service delivery model or as defined in our service delivery contract.

Procurement of Services
The legal basis for processing personal data for the purpose of procurement is the pursuit of our legitimate interest in maintaining efficient and effective procurement processes.  Personal data we collect from suppliers and prospective suppliers is usually supplied directly by the data subject or their employer.  We will retain personal information we collect through our procurement processes for as long as we need to comply with accounting and taxation rules, policies and conventions.

Business Development
The legal basis for processing personal data for the purpose of business development is the pursuit of our legitimate interest in developing our business and undertaking sales and marketing activities.  We acquire personal data from a number of sources including directly from data subjects, from referrals, from social media such as LinkedIn, and from our own research activities such as reviewing websites.  We will retain personal information we collect through our sales processes for as long as we believe our products and services may be of interest to prospects, customers and former customers.

Recruitment and Employment
The legal basis for processing personal data for the purpose of recruitment and employment is the pursuit of our legitimate interests of developing our business (recruitment and selection) and subsequently in order to fulfil our legal obligations as an employer and our legitimate interest of striving to provide a safe and rewarding work place.  We will retain personal information we collect in the recruitment and selection process for up to two years following a successful application, non-successful applicants may be kept for up to 6 months. This includes employment applications which we receive either directly from you or via recruitment agencies.  Further information about privacy and data retention is provided in our staff handbook for employees.

Consent
We are required to obtain consent from individuals in order to send them unsolicited electronic marketing messages. We retain evidence of the details of consent which has been provided by our customers to process their information in this manner.

Information we may collect
We may collect and process the following data about you:
Information that you provide by filling in forms on our website, social media platforms or by corresponding with us by phone, email or otherwise. The information you give us may include:

Name and Company Name
Email address
Telephone numbers
Business Type
Industry
Date of birth
Employment details 
Records of enquiries, meetings and other direct engagement
Financial Information  
Details of your visits to our web site and the resources that you access.

If you apply for a job with us, we may keep a record of any CV’s and Cover Letters sent.

Third Party Recipients of Data 

We do not sell, rent or lease customer lists to third parties. However, we may share personal information with companies whom we work closely with if there is a legitimate interest for them to act on your behalf, we would not provide your personal information to any of these companies without prior consent from you.

The following is a list of the main third parties with whom we share personal information:

The Chartered Institute of Management Accountants
HMRC
Xero Online Accounting 
Digita 
Senta Practice Management
MoneySoft Payroll
Other Accountants 
Other Government Bodies 

For practical reasons, this is an indicative, but not exhaustive list. Please also note that the list may be updated from time to time.

How long do we retain personal information?

The periods for which we retain personal information depends on the purpose for which the information was obtained but, in general terms, we will retain personal data for so long as required by law, or as may be required for record keeping and legal claims purposes.

Cookies
To enable our systems to recognise your device and to provide features to you, we use cookies. For more information about cookies and how we use them, please read our Cookie Policy.

IP addresses
We may collect information about the computer or device which is used to access our corporate website. We use this information to improve the user experience, and to help us better understand the ways in which our website is used. This may include information about:

The computer or device type.
IP address.
Operating system.
Browser type and version.
Time zone setting and browser plug-in types and versions.
This is statistical data about our users’ browsing actions and patterns. It is collected on an anonymous, aggregated basis, and does not identify individual users.

Your Rights where we are processing your information
The law in the UK gives certain rights to individuals whose information is being processed by a third party. The following is a short summary of these rights:

  • Access to your information: you have the right to request a copy of the personal information about you that we hold.
  • Correcting your information: we want to make sure that your personal information is accurate, complete, and up to date, and so you may ask us to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information: you have the right to ask us to delete personal information about you where:
    - You consider that we no longer require the information for the purposes for which it was    obtained.
    - We were using that information with your consent and you have withdrawn your consent (see ‘withdrawing consent to using your information’ below).
    - You have validly objected to our use of your personal information (see ‘objecting to how we may use your information’ below).
    - Our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information:
You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest, or in exercising official authority vested in us then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Restricting how we may use your information:
In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold, or assessing the validity of any objection you have made to our use of your information. The right might also apply if we no longer have a basis for using your personal information but you don’t want us to delete the data.  Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal requirements or where there are other public interest grounds to do so.

Withdrawing consent using your information:
Where we use your personal information with your consent, you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact us in any of the ways set out in the ‘contact information and further advice’ section if you wish to exercise any of these rights.

Changes to our Privacy Policy
We may change this Privacy Policy from time to time.
If we make significant changes in the way we treat your personal information, or to the Privacy Policy, we will make that clear on our websites or by email, so that you are able to review the changes.

This privacy notice was updated in May 2019.

Contact and Further Information
Paper copies of the Privacy Policy may also be obtained by emailing our Data Protection Officer at getminted@mintaccounting.co.uk or in writing to our office at 56 King Street, Aberdeen, AB24 5AX.

Questions, comments and requests regarding this privacy policy are welcomed and should either be emailed to getminted@mintaccounting.co.uk or sent in writing to our office at 56 King Street, Aberdeen, AB24 5AX.