Privacy Policy
Wallace White Accountants is committed to protecting your privacy and handling your personal data responsibly. This policy explains how we collect, use, and protect your information when you visit our website or interact with us.
[Effective Date: 01/12/25]
1. WHO ARE WE
Sophisa Limited T/A Wallace White Accountants is the controller and responsible for your personal data (referred to as “we”, “us” or “our” in this privacy policy). We are a company registered in Scotland under company number SC486473.
Our address is Level 2, 22–24 Blythswood Square, Glasgow, G2 4BG.
You can contact us via email at the following address: info@wallacewhite.com
2. WHAT INFORMATION WE COLLECT
Personal data means any information about an individual from which that person can be identified.
When you visit our website or contact us, we may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Technical data: IP address, browser type, pages visited, time spent on the website (via cookies and server logs)
- Identity data:Â Name, date of birth, gender
- Contact details: address details, email address, phone number (if you submit a form or email us)
- Financial data:Â including bank account and payment card details.
- Communication data: Emails or messages you send to us
- Marketing preferences: If you subscribe to newsletters or updates
Â
We do not collect sensitive personal data unless you explicitly provide it.
3. HOW WE USE YOUR INFORMATION
We use your data to:
- Respond to enquiries and provide services
- Improve our website and user experience
- Send updates or newsletters (only if you’ve opted in)
- Comply with legal obligations
Â
We will never sell or share your personal data with third parties for marketing purposes.
4. COOKIES AND TRACKING
Our website uses cookies to understand how visitors use our website. Cookies are small text files stored on your device. They help us:
- Analyse website traffic
- Improve functionality
- Remember your preferences
You can manage or disable cookies via your browser settings.Â
5. LEGAL BASIS FOR PROCESSING
The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you:Â Where we need to perform the contract we are about to enter into or have entered into with you.
- Legitimate interests:Â We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Legal obligation:Â We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent:Â We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
6. YOUR RIGHTS
You have a number of rights under data protection laws in relation to your personal data.
You have the right to:
- Access your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Correct inaccurate data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request deletion of your data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to or restrict processing where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time. You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.
- Lodge a complaint with the ICO (Information Commissioner’s Office). You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues. However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint.Â
Â
To exercise your rights, contact us at info@wallacewhite.com.
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.
We try to respond to all legitimate requests within one month. Occasionally it could 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.
7. DATA SECURITY
We take appropriate technical and organisational measures to protect your data. While email is not a secure medium, we use SSL encryption for forms submitted via our website. Please avoid sending sensitive information via email.
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.
8. DATA RETENTION
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
9. EXTERNAL LINKS
Our website may contain links to other websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We are not responsible for the privacy practices or content of external sites. Please review their privacy policies separately.
10. TESTIMONIALS
Testimonials shared on our website reflect individual experiences. They are reviewed before publication and may be edited for clarity or length. They do not constitute guarantees or typical results.
11. CHANGES TO THE POLICY
We may update this policy from time to time. Any changes will be posted on this page. We encourage you to review it periodically.
12. CONTACT US
If you have any questions about this policy or how we handle your data, please contact:
Wallace White Accountants
Email: info@wallacewhite.com
Address: Level 2, 22–24 Blythswood Square, Glasgow, G2 4BG
Ready to Move Forward?
Let’s simplify the numbers so you can focus on growth. Â
Book a call and we’ll arrange a time that suits youÂ
