Privacy Policy

INTRODUCTION

1.1        We are committed to safeguarding the privacy of our website visitors and service users; in this policy we explain how we will handle your personal data.

1.2        Trekim Business Accounting is an online Business-to-Business service. We only collect, process and store, the absolute minimum personal data to enable us to provide you with our services. We also trade using the name DIY Bookkeeping brandname

1.3        When using our website we will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our websites, www.trekim.co.uk and www.diybookkeeping.co.uk

Should you wish to engage with us on social media, separate links are provided:
Facebook: https://www.facebook.com/kimdeerebookkeeper

Facebook: https://www.facebook.com/groups/diybookkeepingmentor
Twitter: https://twitter.com/kimdeere
LinkedIn: https://www.linkedin.com/in/kim-deere-6560294/

Instagram: https://www.instagram.com/trekim2021/?hl=en/

Instagram: https://www.instagram.com/kimdeerediybookkeeping/

We also provide a secure portal for our business customers to facilitate our services to you, which has a unique login per client. This portal is called Accountnayc Manager for all accounting shares and for all ID documents to verify Identities for Anti Money Laundering purposes.

  1. How we use your personal data

2.1        In this Section 2 we have set out:

(a)          the general categories of personal data that we may process;

(b)         the purposes for which we may process personal data; and

(c)          the legal bases of the processing.

2.2        We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is [our analytics tracking system]. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and web-based services.

2.3        We may process your account data (“account data“). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.4        We may process your information included in your personal profile on our website (“profile data“). The profile data may include your name, address, telephone number, email address, your company/business name and trading address, business telephone number, business email address. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.

2.5        We may process the personal data that you provid in the course of the use of our services (“service data“). As we are a business-to-business book-keeping services the service data is specific to your business bookkeeping needs and may include, bank-statements, invoices, receipts, and other records required to produce an accurate records for you. The source of the service data is you. The service data may be processed providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us.

2.6        We may process information contained in any enquiry you submit to us regarding our products and/or services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is consent with specific regard to our marketing communications and the performance of a contract between you and us and/or taking steps, at you request, to enter into such a contract.

2.7        We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your contact details, your card details and/or bank details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our business.

2.8        We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent.

2.9        We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

2.10     In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, and in order to protect your vital interests and that of your business.

2.11     Please do not supply any other person’s personal data to us, unless we prompt you to do so.

  1. Providing your personal data to others

3.1        We may disclose your personal data to your accountant insofar as reasonably necessary for the purpose of fulfilling our contractual obligations to you.

3.2        We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

3.3        Financial transactions relating to our website and services may be handled by our payment services providers, [identify PSPs]. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at [Please add the Privacy Policy URLs of any service payment service provider your might use (PayPal, Strip, World Pay].

3.4        In addition to the specific disclosures of personal data set out in this Section 3, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, and  in order to protect your vital interests and the vital interests of your business.

  1. International transfers of your personal data

4.1        In this Section 4, we provide information about the circumstances in which your personal data may be transferred to [countries outside the European Economic Area (EEA)].

4.2        The email marketing facilities we use are in the USA. The European Commission has made an “adequacy decision” with respect to the data protection laws of each of these countries. Transfers to the USA are protected by appropriate safeguards, namely Privacy Shield and uses of standard data protection clauses adopted or approved by the European Commission.

  1. Retaining and deleting personal data

5.1        This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

5.2        Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

5.3        We will retain and delete your personal data as follows:

(a)          Service Data will be retained for 7-years following in accordance with UK Tax Law, at the end of which period it will be deleted from our systems.

(b)         Correspondence Data will be retained for 7-years following in accordance with UK Tax Law, at the end of which period it will be deleted from our systems.

(c)          Profile Data will be retained for 7-years following in accordance with UK Tax Law, at the end of which period it will be deleted from our systems.

(d)         Transaction Data will be retained for 7-years following in accordance with UK Tax Law, at the end of which period it will be deleted from our systems.

5.4        Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests and the vital interests of your business.

  1. Amendments

6.1        We may update this policy from time to time by publishing a new version on our website.

6.2        You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3        We may notify you of changes to this policy by email.

  1. Your rights

7.1        In this Section 7, we have summarised the rights that you have under data protection law.

7.2        Your principal rights under data protection law are:

(a)          the right to access;

(b)         the right to rectification;

(c)          the right to erasure;

(d)         the right to restrict processing;

(e)          the right to object to processing;

(f)           the right to data portability;

(g)          the right to complain to a supervisory authority; and

(h)         the right to withdraw consent.

7.3        You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

7.4        You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

7.5        In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; the processing is for direct marketing purposes. However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.

7.6        In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.

7.7        You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.

7.8        You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

7.9        To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

7.10     If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

7.11     To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

7.13       You may exercise any of your rights in relation to your personal data by written notice to us, by email or by post
Email: kim@trekim.co.uk
Post: Blyth Workspace, Commissioners Quay, Blyth NE24 3AF

  1. About cookies

8.1        A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

9.2        Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

8.3        Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

  1. Cookies that we use

9.1        We use cookies for the following purposes:

(a)          authentication – we use cookies to identify you when you visit our website and log-in to your secure account area. Authentication Cookies ensure that only you have access to your secure account area.  Cookies used for this purpose are: identify cookies;

(b)         status – we use cookies to help us to determine if you are logged into our website, status cookies work with authentication cookies to make sure that only you have access to your secure account area. Cookies used for this purpose are: identify cookies;

(c)         security – we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally. Cookies used for this purpose are: identify cookies;

(d)        analysis – we use cookies to help us to analyse the use and performance of our website and services, these cookies help us to improve our website and user experience. Cookies used for this purpose are: analytic  cookies; and

(e)          cookie consent – we use cookies to store your preferences in relation to the use of cookies more generally and to help us improve your user experience when visiting our website. Cookies used for this purpose are: consent cookies.

  1. Cookies used by our service providers

10.1     Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

10.2     We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/.

  1. Our details

13.1     This website is owned and operated by Kim Deere – Trekim Business Accounting

11.2     We are registered in England and Wales under registration number 10500492, and our registered office is at Unit 6 Snibston Drive, Ravenstone Industrial Estate, Coalville, Leicestershire, United Kingdom, LE67 3NQ.

11.3     Our principal place of business is at Blyth Workspace, Commissioners Quay, Blyth United Kingdom, Northumberland NE24 3AF

11.4     You can contact us:

(a)          by post, using the postal address given above;

(b)         using our website contact form;

(c)          by telephone, on the contact number published on our website; or

(d)         by email, using the email address published on our website.

Privacy Policy Updated: 5th January 2021
Approved by: Kim Deere – Managing Director
Trekim Business Accounting

CYBER SECURITY POLICY

Introduction

  • We are committed to safeguarding all manner of data from the personal data of our clients and employees when delivering services to our clients. In this policy, we explain how we achieve this.

  • In the contects of the business Trekim Business Accounting is a joint controller of customer data with at least two of the service providers named below. Im many but not all cases Trekim Business Accounting clients will have initiated accounts with at least two of the three service providers below, prior to having engaged the services of Trekim Business Accounting.

  1. Infrastructure & Preventive Measures

    • Trekim Business Accounting infrastructure is provided by the companies named below – access to the cloud service platforms is achieved through internet access at the Treckim Business Accounting office’s via a service agreement with their internet service provider.

    • Trekim Business Accounting also utilises the services of an IT Company to ensure that all the in-house systems are maintained to financial industry standards.

    • All in house computer systems have anti-virus, anti-malware, anti-ramsomware and firewall systems installed.

    • All in-house are regularly scanned for infections. If and when an infection is found appropriate steps are taken to cleanse the machine of infection.

    • As all customer services are undertaken in a cloud environment provided by one or more of the named service providers below, very little to no customer data is held on local computer systems.

    • The business cyber-infrastructure is provided by the three companies listed below – Each of the companies listed have won independent awards for the services they provide – Xero and Receipt bank has been designed with “security by design and default” principles at the forefront of operational processes and procedures guaranteeing compliance with Articles 35 & 36 of the GDPR and the UK Data Protection Bill and general business “Best Practice” to this end:

      • The servers are housed in data centres provided by our main services providers:

        • Xero

        • Dext

        • Accountancy Manager

        • Google drive

        • StreemConnect

        • A2X

        •  

  2. Xero Privacy Policy & Cyber Security Measures

     

  • Protecting your data

  • We’re committed to the security of our customers’ data and provide multiple layers of protection for the personal and financial information you trust to Xero.

  • You control access

    • As a Xero customer you have the flexibility to invite unlimited users into your account to collaborate on your data, and the person that holds the subscription has control over who has access and what they are able to do. Our customer support staff cannot access your information unless you invite them to help. Please see our privacy policyfor further information.

  • User authentication

    • We provide standard access to the Xero software through a login and password. In addition we offer the option of using two-step authentication. This provides a second level of security for your Xero account. It means you’re also asked to enter a unique code generated by a separate authenticator app on your smartphone. We recommend you use two-step authentication as it reduces the risk of your Xero account being accessed if your password is compromised.

  • Data encryption

    • We encrypt all data that goes between you and Xero using industry-standard TLS (Transport Layer Security), protecting your personal and financial data. Your data is also encrypted at rest when it is stored on our servers, and encrypted when we transfer it between data centres for backup and replication.

  • Network protection

    • Xero takes a “defence in depth” approach to protecting our systems and your data. Multiple layers of security controls protect access to and within our environment, including firewalls, intrusion protection systems and network segregation. Xero’s security services are configured, monitored and maintained according to industry best practice. We partner with industry-leading security vendors to leverage their expertise and global threat intelligence to protect our systems.

  • Secure datacentres

    • Xero’s servers are located within enterprise-grade hosting facilities that employ robust physical security controls to prevent physical access to the servers they house. These controls include 24/7/365 monitoring and surveillance, on-site security staff and regular ongoing security audits. Xero maintains multiple geographically separated data replicas and hosting environments to minimise the risk of data loss or outages.

  • Security monitoring

    • Xero’s Security team continuously monitors security systems, event logs, notifications and alerts from all systems to identify and manage threats.

3.8. Security assurance

  • Xero has produced a Service Organization Control (SOC 2) report. The report is the result of an independent auditor’s examination of Xero’s cloud based accounting system relevant to the Trust Services Principles and Criteria for Security, Availability, and Confidentiality.

  • If you have questions, or would like to request the latest available SOC 2 report, please complete this request form and a Xero Customer Experience representative will contact you.

  • Best in class availability

    • With a record of 99.97% uptime, Xero delivers best-in-class availability. We use multiple redundancy technologies for our hardware, networks, data centres and infrastructure. These ensure that if any component fails, Xero will keep on running – with little or no disruption to your service.

  • Built to perform at scale

    • Xero has been designed to grow with your business. Our high performance servers, networks and infrastructure ensure we can deliver quality service to you and our hundreds of thousands of other users.

  • Disaster recovery and readiness

    • Xero performs real-time data replication between our geographically diverse, protected facilities, to ensure your data is available and safely stored. This means that should even an unlikely event occur, such as an entire hosting facility failure, we can switch over quickly to a backup site to keep Xero and your business running. We transmit data securely, across encrypted links.

  • Constant updates and innovation

    • We’re constantly enhancing Xero, delivering new features and performance improvements. Updates are delivered frequently, with the majority of them being delivered without interrupting our service and disrupting users.

3.13. Your online safety

  • We design security into Xero from the ground up.

  1. Dext

    • Used by thousands of businesses accountants and bookkeeping firms across the world Receipt bank integrates with world leading Accounting Software Service Providers such as Sage, Xero, FreshBooks,

    • Clients’ accounting data is be saved across multiple data centres to make it less prone to malicious hacks, and the physical servers are be protected both by online security systems and real-world security safeguards on the ground at the data centre.

    • What’s more, there are backups built into these networks – if one site goes down your data is saved somewhere else.

    • Military grade security protects their accounts

      • All data will be encrypted using the industry-standard TLS (Transport Layer Standard) encryption technology. Accounts are no longer sat on on office server or on an easily stolen laptop: data is backed up automatically to cloud servers with true military grade protection.

    • Software is always the latest version

      • Logging into cloud software from a browser means clients will always be using the most up-to-date version of the software. That means no updates to download, no fixes to install and security settings that are always 100% current and targeted to resolve any known threats.

    • Receipt Bank have dedicated security teams keeping their software fighting-fit.

  2. Bright Manager

  3. Mandatory Reporting

    • Trekim Business Accounting relies on the security measures and procedures of its named services providers. To this end all three providers have systems in place to be able to notify Trekim in the event that they experience a data breach so that Trekim Business Accounting can notify their clients.

    • In addition each of the Trekim Clients will be customers of Dext and either Xero or Accountancy Manager so as well as being notified of any data breach issues as they arise by Trekim Business Accounting they will also be notified by their chosen service providers.

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