Data Protection & Privacy Policy
This privacy policy applies to all clients, prospects and former clients. It also applies to visitors to our website and other individuals who contact us or interact with us through our website and in other ways.
This privacy notice explains how Full Stop Accounts Limited (Full Stop) use and protect the personal information that they hold about you. The Trustee is responsible for governance in relation to the Scheme. Smart provides the platform (the Smart Pension Platform) and services in relation to the Scheme. Contact details for Full Stop are set out at the end of this notice. Full Stop are "controllers" for the purposes of the data protection laws being, with effect from 25 May 2018 the GDPR or General Data Protection. In this privacy notice, the "Data Protection Laws" means the GDPR together with all other applicable legislation relating to privacy or data protection in force from time to time.
What is personal information?
Personal information broadly means information that identifies (or which could, with other information that we hold or are likely to hold, identify) a living individual. This includes any information provided to us by or on behalf of you, Companies House or HM Revenue & Customs in relation to Full Stop carrying out services on your behalf.
What types of personal information about you might we hold?
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
We collect and process the information about you that you provide:
By corresponding with us (such as through apps, email, letter, text, phone or otherwise).
We also collect and process information about you that is provided to us by Companies House or by HM Revenue & Customs. We may hold and process any or all of the following personal information about you:
Personal details such as your name, gender, age, date of birth, contact details (e.g. your address and postcode, email address, telephone and mobile numbers), and identifiers such as your National Insurance number, pension or member reference number and employee number (where applicable).
Employment details such as your earnings, length of service, employment and career history, recruitment and termination details, absence record, job title and job responsibilities.
Other financial details such as any other income, other pension arrangements, bank account details (e.g. to process pension payments) and your tax code.
Personal and Company related Tax Information
Why do we hold this information?
Full Stop holds your personal information because we need it to administer our engaged services and also for the period of seven years under which time HMRC may request further information. Without your personal information, we cannot provide you , HMRC or Companies House with the data at the right time. For example, submitting VAT returns, checking on queries both for yourself or on your behalf directly with HMRC.
We may use your National Insurance number, passport number for the purposes of sending communications to you and verifying your identity regards our CIMA (Chartered Institute of Management Accounts) regulation and the need for Anti Money Laundering checks.
You can withdraw it at any time by writing to us using the contact details below.
Using your information in accordance with Data Protection Laws
Data Protection Laws require us to meet certain conditions before we are allowed to use your personal information in the way described in this privacy notice.
Full Stop rely on a condition known as 'legitimate interests' in order to use this information in the way described in this privacy notice. It is necessary for our legitimate interests to collect and process your personal information as we need this to administer our engaged services, to provide details for you or on your behalf.
We will keep the amount of personal information collected and the extent of any processing to a minimum.
What do we do with the information?
We may use your personal information for a number of purposes relating to the provision of our engaged services, including the following:
To calculate pay and other tax related submissions.
For statistical, financial modelling, funding, accounting and reference purposes.
For internal record keeping.
Complying with our legal obligations, any relevant industry or professional rules and regulations or any applicable voluntary codes.
Complying with demands or requests made by any relevant regulators, government departments and law enforcement or tax authorities or in connection with any disputes or litigation.
In addition, If utilising Smart Pensions they may use your information:
To ensure that our website is as fast and efficient as possible, and compatible with your software and settings.
To enable our sub-contractors to provide aspects of our services to you.
To analyse and improve the services we provide.
To allow you to use different resources and materials on our website.
To allow you to share content and materials on our website via social media or other communication means.
Marketing
We may use your information to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive marketing messages from us (including relating to the products and services of third parties available through the Smart Pension Platform) if you are a member or have otherwise requested information from us and have not opted out of receiving that marketing. We may also send you marketing communications if we have received your express consent to do so including where we have collected your details in connection with other purposes and you have agreed to receive marketing from us. You can stop receiving marketing messages from us at any time.
You can do this:
By clicking on the 'unsubscribe' link in any email
By contacting us at contact hello@fullstopaccounts.co.uk.
Once you do this, we will update your profile to ensure that you don't receive further marketing messages.
Stopping marketing messages will not stop service communications.
How long do we keep your information for?
We will hold your personal information on our systems for as long as is necessary for the Scheme to provide services to you and HMRC - Currently 7 years.
Who do we share the information with?
Where appropriate for the purposes of providing the engaged services we may share your information with:
Any other person who is authorised to act on your behalf.
Regulators, government departments, law enforcement authorities, tax authorities and insurance companies.
Any relevant ombudsman, dispute resolution body or the courts.
The entities listed above may also share personal data with their own business suppliers, for example in relation to the operation of IT systems or where they outsource part of their services.
Full Stop may also share personal data with third party service providers to process your information on our behalf. These third parties will be required to strictly comply with the instructions of Full Stop.
Some of these entities may also be controllers under the Data Protection Laws. However, in the first instance you should contact Full Stop using the contact details below if you have any queries about how they use your personal information.
Where we store your personal data
The data that we collect from you may be transferred outside the UK or the EEA where the certain service providers host data outside the UK or the EEA. This will be governed by the Data Protection Laws.
Further, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to respond to any queries that you may have. Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.
Most of our external third parties are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
We don’t currently transfer your personal data out of the EEA, but if we do we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
Please contact us if you want further information.
Your rights in relation to your personal information
The accuracy of the information that we hold about you is important to us. If any of the information that we hold is inaccurate or out of date, please let us know using the contact details set out at the end of this notice.
You have a number of rights under the Data Protection Laws in relation to the way we process your personal data, namely:
To access your data.
To have your data rectified if it is inaccurate or incomplete.
In certain circumstances, to have your data deleted or removed.
In certain circumstances, to restrict the processing of your data.
To claim compensation for damages caused by a breach of the Data Protection Laws.
If you wish to exercise any of these rights, please let us know using the contact details set out at the end of this notice.
We will aim to respond to any request received from you within one month from your request. Access to your data will usually be provided free of charge, although in certain circumstances we may make a small charge where entitled to do so under the Data Protection Laws.
Please note that we may be unable to delete or remove your data whilst we still need this to administer the Scheme – see the section 'How long do we keep information for?' Above.
Cookie Policy
We use cookies the following types of cookies on fullstopaccounts.co.uk, fullstop.business and fullstop.studio and full-stop.shop.
By accessing our website, with your browser set to enable cookies, you agree and consent to our use of cookies as set out in this policy.
Types of cookies we use:
Statistics: We use a number of tools like Google Analytics to better understand how our website performs and where to improve it. These tools may collect various pieces of information through use of cookies, such as the type of browser or platform you use, your IP address, location, timings, browsing patterns, and other details about your use of our site. We use this information to see the total figures and patterns for visitors to our website (we do not see any individual data).
Social sharing: We have enabled sharing so you can share our content on various social media sites. As a result, these third party websites (such as LinkedIn or Facebook) may use a cookie on your computer or other device if you use these sharing options, or if you are logged into your social media profile while accessing our website.
If you wish to remove these cookies from your computer, or to disable the use of cookies completely, you can do this at any time via the settings in your browser. Please remember that this will mean you have to enter all your account details when logging into your account area, and may adversely affect other functionality on the website.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the Privacy Policy of every website you visit.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In addition, your account information is protected by a password. It is important that you protect against unauthorized access of your account and information by choosing your password carefully, and keeping your password and computer secure by signing out after using our services.
No method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, we cannot guarantee absolute security.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Contact us
If you have any queries about this privacy notice, or wish to exercise any of the rights above, please contact hello@fullstopaccounts.co.uk. If you have any other questions about the Scheme, please contact hello@fullstopaccounts.co.uk.
Any complaints?
If you are not happy with the way in which your personal information is held or processed, please contact us using the details below. You also have the right to complain about data protection matters to the Information Commissioner's Office (ICO).
The ICO is the UK's independent body set up to uphold information rights. You can find out more about the ICO on its website. The ICO can be contacted by calling 0303 123 1113.
Last Modified: Dec 5, 2024.