Privacy Policy.

This privacy notice describes how Appleby Mall Limited trading as Appleby Mall (“we”, “us” or “our”) collects, uses, stores, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection legislation. (collectively “data protection law”).
It applies to Personal Data provided to us by:

• Clients and prospective clients
• Website visitors
• Individuals who contact us or receive communications from us

Personal Data is any information relating to an identified or identifiable living person. Words used with first letter capitalisation (e.g. Personal Data), unless otherwise defined in this policy, have the same definition and meaning as under data protection law.

Appleby Mall Limited trading as Appleby Mall gather and process your personal information as the data controller in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Appleby Mall Limited trading as Appleby Mall is a Limited Company, registered with the ACCA. Our business address is at 86 Tettenhall Road, Wolverhampton, West Midlands, WV1 4TF.

Appleby Mall Limited trading as Appleby Mall processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We only collect personal data that is necessary for providing our services, meeting legal obligations, or operating our website. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from is:

• Name
• Date of Birth
• Home and correspondence address
• Personal Email
• Business Email
• Home Telephone Number
• Mobile Telephone Number
• Bank account details
• National Insurance Number
• Business, financial and tax information which is relevant to the performance of our services we provide

In a number of limited circumstances we may collect Special Category Data (e. health/medical information, disabilities etc) where necessary and lawful to do so. Where this applies, we only collect the minimum required.

We collect information in the below ways:

• Forms you have completed and given to us (including website contact forms)
• Information that you have given us over the telephone
• Letters/emails that you have sent to us
• Information provided during client onboarding
• Records provided to complete contracted services
• Our website (for example, IP addresses and usage data)

Our website uses cookies and similar technologies.

For full details of how cookies are used and how you can manage preferences, please see our Cookie Policy.

Appleby Mall Limited trading as Appleby Mall takes your privacy very seriously and do not sell personal data and only share it where required by law, contract, legitimate interests, or with your consent. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with marketing material, you are free to withdraw this consent at any time. The purposes and reasons for processing your personal data are detailed below:

• Providing accountancy, tax, consultancy, and related professional services and/or advice
• Meeting legal, regulatory, and professional obligations (including HMRC, AML, and ACCA requirements and including fraud and money laundering)
• Maintain records (retention of records as required by professional bodies who regulate our work)
• Communicate by post, email and telephone or other means with you as necessary and with HMRC or other third parties as required in the course of our services
• Processing payments and financial transactions on your behalf
• Sending marketing communications where you have consented
• Managing and improving our website and services
• To administer payments from you

Under UK GDPR, we rely on the following lawful bases:

• Performance of a contract: to deliver services you have engaged us to provide
• Legal obligation: to comply with HMRC, regulatory, and professional requirements
• Legitimate interests: to operate and manage our business effectively
• Consent: for marketing communications where required

Where consent is relied upon, you may withdraw it at any time.

We may send marketing communications where you have given consent or where permitted under applicable law.

You can:

• Opt out at any time by using the unsubscribe link in emails, or
• Contact us directly at post@applebymall.co.uk

You have the right to access any personal information that Appleby Mall Limited trading as Appleby Mall processes about you and to request information about:

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

You also have the right to lodge a complaint with the ICO (see “Lodging A Complaint”), the right to withdraw consent at any time and the right to object to processing based on legitimate interests.

To exercise your rights, please contact us using the details above. If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

We do not share or disclose any of your personal information (outside of our associated companies) without your consent, other than for the purposes specified in this notice or where there is a legal requirement.

We only share personal data where necessary and lawful, including with:

• HMRC and other statutory bodies
• Banks and financial institutions
• Software and service providers (e.g. accounting, payroll, cloud systems)
• Professional advisers and insurers
• Regulators and professional bodies

All third parties are required to respect data security and confidentiality.

Appleby Mall Limited trading as Appleby Mall takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We take appropriate technical and organisational measures to protect personal data from loss, misuse, unauthorised access, disclosure, or alteration. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place. Your personal information is stored on our electronic server systems and on paper in our filing system held securely at our premises. Access is restricted to authorised personnel only. Our electronic archives are stored within the UK on our server or in the Cloud and are only accessed by our staff for the purposes set out above.

Personal data is protected in the UK by the UK General Data Protection Regulation (UK GDPR). In some circumstances, it may be necessary for us to transfer personal data outside the UK. Some of our systems and service providers may store or process data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• Standard contractual clauses
• Equivalent data protection measures

We take all reasonable steps to ensure that your personal data is treated securely and in accordance with applicable data protection laws.

You are not obligated to provide your personal information to Appleby Mall Limited trading as Appleby Mall, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.

Appleby Mall Limited trading as Appleby Mall only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We generally hold your personal information for a minimum of 6 years after which time it will be destroyed. We may hold your information for a longer period than 6 years where we feel this is appropriate, e.g. in relation to Capital Gains Tax transactions where historic information may be usually held permanently.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Owing to the services that we offer, Appleby Mall Limited trading as Appleby Mall sometimes needs to process sensitive personal information (known as special category data) about you. Where we collect such information, we will only request and process the minimum necessary for the specified purpose and identify a compliant legal basis for doing so.

Appleby Mall Limited trading as Appleby Mall only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If you have concerns about how we process personal data, please contact us first. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint to the Information Commissioner’s Office (ICO):

Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

www.ico.org.uk