Terms & Conditions Company
The purpose of this letter is to set out the basis on which we are engaged to compile annual accounts as agents of the business and the respective areas of responsibility of the business and ourselves.
We shall compile the annual accounts based on the accounting records maintained by you and the information and explanations given to us by you. We shall prepare draft annual reports. We shall plan our work on the basis that statute or regulation for the year requires no report unless you inform us in writing to the contrary.
Our work as compilers of the annual accounts will not include the audit of the accounts in accordance with Auditing Standards. Consequently our work will not provide assurance that the accounting records or the accounts are free from material misstatement, whether caused by fraud, error or other irregularities.
We shall report that in accordance with your instructions and in order to assist you to fulfil your responsibilities, we have compiled, without carrying out an audit, the accounts from the accounting records of the business and from the information and explanations supplied to us.
We have a professional duty to compile accounts that conform to generally accepted accounting principles.
If we conclude that the financial statements are misleading we will issue you with draft financial statements and will not issue an Accountants’ Report. Furthermore these draft financial statements will be for management purposes only and not for distribution to third parties. Should this situation arise our fees for work performed will still be payable as set out below.
We are not responsible for the preparation of the financial statements nor for the maintenance of the accounting records of the company. Responsibility for both are imposed on you as the owners of the business along with safeguarding the assets of the business. The best safeguard against irregularities is a sound system of internal control. You are also responsible for making available to us all the business’s accounting records and other related information.
We would be pleased to discuss tax planning opportunities and other issues affecting the company. We understand that we shall act on your behalf in the preparation of tax computations and their agreement with the Inland Revenue.
We understand that we have your expressed agreement to dispose of files if this agreement is terminated.
Investment Business and Financial Advice
For the purposes of clarity, we shall be acting as introducers only in these matters, and the independent intermediary will be responsible for all Financial Services Act requirements.
Commitment to Best Service
If at any time you would like to discuss with us our service to you or if you are dissatisfied with the service you are receiving please contact Richard Baptiste. We undertake to look into any individual complaint carefully and promptly and to do all we can to explain the position to you. If we have given a less than satisfactory service we undertake to do everything reasonable to put right.
Should any matters arising still not be resolved, you may of course take them up with the Association of Chartered Certified Accountants.
Our fees will take account of the degree of responsibility, skill involved and time necessarily occupied on work carried out.
We will quote a fixed fee in advance of starting work, unless otherwise agreed
Our minimum fee is payable monthly unless otherwise agreed.
Where work is required outside of the responsibilities set out in the earlier part of this letter, unless otherwise agreed, we will agree on the work to be performed and quote a fixed fee in advance of starting the work.
I understand that Baptiste & co will receive and retain personal data, necessary for the normal provision of services of the accounting practice, that data will be kept secure according to the data protection policy of Baptiste & co for as long as it is necessary.
By ticking the box I confirm that I have read the data protection policy, understand my rights and give consent for the keeping of personal data.
Agreement of Terms
Please acknowledge agreement of these terms by ticking the box
DATA PROTECTION POLICY
This policy was last updated on24th May 2018.
This policy applies across all websites that we own and operate and all services we provide, including our desktop, online and mobile field service management software products, and any other apps or services we may offer (for example, training or events). For the purpose of this policy, we’ll refer to them as our ‘services’.
When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number, support requests etc. If you can’t be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply. Check out APPENDIX 1 for more information on how we treat your other data.
How we collect your data
When you visit our websites or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your name and email address when you sign up for a free trial or an email offer, participate in online forums, join us on social media, take part in training and events, contact us with questions or request support. You’re not obliged to give us your personal data, but it might mean you can’t use some parts of our websites or services.
Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (e.g., by personalising the content you see).
Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, take a look at APPENDIX 1
Information we get from third parties: The majority of information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we already hold about you, in order to better inform, personalise and improve our services, and to validate the personal data you provide.
Where we collect personal data, we’ll only process it:
• to perform a contract with you, or
• where we have legitimate interests to process the personal data and they’re not overridden by your rights, or
• in accordance with a legal obligation
• where we have your consent.
If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites may not be available to you.
If you’re someone who doesn’t have a relationship with us, but believe that a Baptiste & co or Joblogic (a sub processor) subscriber has entered your personal data into our websites or services, you’ll need to contact that Baptiste & co or Joblogic (a sub processor) subscriber for any questions you have about your personal data (including where you want to access, correct, amend, or request that the user delete, your personal data).
How we use your data
First and foremost, we use your personal data to operate our websites and provide you with any services you’ve requested, and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:
To communicate with you. This may include:
• providing you with information you’ve requested from us (like training or education materials) or information we are required to send to you
• operational communications, like changes to our websites and services, security updates, or assistance with using our websites and services
• marketing communications (about our sub-processor, Joblogic or another product or service we think you might be interested in) in accordance with your marketing preferences. You’ll always be able to unsubscribe from our emails.
• asking you for feedback or to take part in any research we are conducting (which we may engage a third party to assist with).
To support you: This may include assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, in-app support or otherwise.
To enhance our websites and services and develop new ones: For example, by tracking and monitoring your use of websites and services so we can keep improving, or by carrying out technical analysis of our websites and services so that we can optimise your user experience and provide you with more efficient tools.
To market to you: In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you online – through our own websites and services or through third party websites and their platforms.
To analyse, aggregate and report: We may use the personal data we collect about you and other users of our websites and services (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties.
How we can share your data
There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:
• third party service providers and partners who assist and enable us to use the personal data to, for example, support delivery of or provide functionality on the website or services, or to market or promote our goods and services to you
• regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
• an actual or potential buyer (and its agents and advisers) in connection with an actual or proposed purchase, merger or acquisition of any part of our business
• other people where we have your consent.
Security is a priority for us when it comes to your personal data. We’re committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. For more information please see APPENDIX 1
The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested
We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.
At Baptiste & co we understand our roles as both data controllers and data processors in relation to the General Data Protection Regulation.
We hold your personal details and act as a data controller and data processor. We use other third-party software tools (sub-processors) to assist us in analysing data and marketing our services to you. We only use reputable third party tools provided by companies that adhere to our privacy standards. To see a full list of our sub-processors and their privacy policies please see APPENDIX 1
We also act as a data processor on behalf of our subscribers. Our subscribers may enter personal data such as names, emails, telephone numbers and addresses into our system. They have the ability to edit, delete and anonymise data themselves or they can ask us to delete data via raising a support ticket. Subscribers can also produce a personal data report upon request.
It’s your personal data and you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just follow the unsubscribe instructions contained in the marketing communication, or send your request to [email protected]
You also have rights to:
• know what personal data we hold about you, and to make sure it’s correct and up to date
• request a copy of your personal data, or ask us to restrict processing your personal data or delete it
• object to our continued processing of your personal data
You can exercise these rights at any time by sending an email to [email protected]
If you’re not happy with how we are processing your personal data, please let us know by sending an email to [email protected] We will review and investigate your complaint, and try to get back to you within a reasonable time frame. You can also complain to your local data protection authority. They will be able to advise you how to submit a complaint.
Updates to this policy
We may update this policy from time to time. You can check the link as it will always show the latest version. For significant changes, we will email the policy update to you
We make sure that all 3rd party processors enable us to comply with our obligations to subscribers and customers under the GDPR. We list the 3rd party processors here and their privacy policies:
We use Joblogic as a sub-processor.
We use Hotjar to analyse user behaviour and to study heatmaps in order to enhance our website and services. Hotjar are based in the EU and are committed to GDPR compliance. https://www.hotjar.com/legal/policies/privacy
We use Active Campaign as our internal CRM and email automation system. Their commitment to GDPR is described here https://www.activecampaign.com/gdpr-updates/
We primarily use Slack for internal electronic communications. It’s entirely possible that at times these discussions will be about clients and particular situations they need assistance with, and in that regard data will be shared. Slack store their Data in USA Data Centres and have certified with EU-US Privacy Shield 2 https://slack.com/privacy-shield-notice. Our relationship is governed by their Terms of Service and a GDPR compliant Data Processing Addendum.