This Statement sets out how MTD Express Limited may use and disclose personal information that we may collect about you. We adhere to the 1998 Data Protection Act and the new Data Protection Bill when it comes into effect in May 2018.

MTD Express Limited is the data controller of your personal information for the purposes of Data Protection law.

A. Information we may collect from you

This will depend on the service you are interested in or ask us to provide – for example greater controls are required in the provision of accounting services.

During the course of our engagement we may collect the following data on you

• Information you may provide us with such as your name and contact information so we can discuss how we may be able to meet your service needs
• Correspondence and communications information
• Information obtained as part of us delivering our services to you
• Information obtained from the usage of our online service
• For accounting services only – information required for us to check your identity as required by law

We do not monitor or record our calls.

MTD Express Limited does not collect any data on visitors to our public website such as information about your computer, your location, or browser, we do not use cookies on our public facing website, and we do not use any web analytic tools. This means any visitor to our public website MTDExpress.co.uk is anonymous at all times.

However, once you have signed up for any of the services on https://secure.MTDExpress.co.uk/ we will collect and process your information. These tools will confirm your identity, track your activity, and actions whilst you are online using our systems This is so we can improve the performance of our service, offer you an acceptable online experience, and maintain the security of our systems and your data. In addition to our online tools, our online service may use cookies. You can refuse to accept cookies by activating the setting on your browser, which refuses the setting of cookies. However, if you select this you may not be able to use certain parts of our online services. For a guide on how to change settings on most internet browsers please visit http://www.aboutcookies.org/.

B. How we use your information and how long we will hold it

MTDExpress.co.uk collects and processes your information for providing you with our services.

Purpose of processing

• Recording of Sales Transactions
• Recording of Purchase Transactions
• Recording of third party information (Customers and Suppliers
• Preparation and submission of VAT returns

Categories of personal data -

• Contact information of registered user and any user they may delegate
• Contact information of registered user’s business customers and suppliers
• Scanned images of suppliers invoices that may contain bank details of the supplier

Please note that due to the specific nature of the service you should not enter any employee information beyond their name with respect to an expense claim, no payroll records should be entered in the system. We cannot be responsible for such information.

We store and process your information on our computers and in any other way we decide is appropriate. Sending information via the internet is not completely secure. Although we will do our best to protect your personal data, any data transmission is made at your own risk.

We will retain your information so long as we are required to do so by law or for the purposes of continued service delivery. For accounting related information this will be for a period of 5+1 years from delivery of your final transaction and for identity checks 5 years from the date the check was conducted. We shall retain information if we are in dispute and we have reasonable grounds that arbitration or legal proceedings may follow and all personal information for one year after we ceased to use a sub-contractors service or a client’s agreement has terminated.

To protect your data you must not let anyone else use your name, log in details, or passwords.

C. How we share your information

MTD Express Limited will not pass on your personal information to third parties (except for the reasons set out below). MTD Express Limited shall not publish your personal information in the public domain, nor disclose your information to providers of other goods and services.

MTD Express Limited shall only pass your personal information to a third party if:

1. MTD Express Limited uses a third party to perform the service or process or store your data
2. MTD Express Limited is required by law or may reasonably believe MTD Express Limited is required by law to do so, if MTD Express Limited is required to service a legal process, or if MTD Express Limited need to prevent a crime or fraud, protect personal safety of MTD Express Limited users or the public, protect MTD Express Limited rights and property.
3. MTD Express Limited buys or sells its business or assets in which case MTD Express Limited may disclose your personal information to the seller or buyer of such business or assets
4. If MTD Express Limited transfers our rights or duties to a third party

We may transfer and store your data outside the UK or the European Economic Area (EEA) in order to perform the services you have asked us to provide. Before you agree for us to provide services to you, we shall seek your consent for us to do so. We will take all steps reasonably necessary to ensure that your Information is treated securely and in accordance with our obligations laid out under UK law.

D. Granting or removing consent to process data

Your personal data is important and you will need to grant us your consent to use your data. On registering for the services you will have ticked the box consenting to allow us to use the data outlined above

If at any point you wish to opt out of being contacted by us or wish to exercise your right to be forgotten i.e. removing your personal data from our records to the extent that the law allows please write to us at the contact details below and we shall confirm back to you the action we have taken.

We reserve the right to take reasonable steps to authenticate your identity with respect to any such request or other enquiry.

E. Your rights

You have the right to:

• Request access to the information we hold on you. We are obliged to reply to you within four (4) weeks unless there are specific circumstances that may delay this in which case we shall contact you to explain. There will be a small charge of £25 per request (one request per person) for administering this service.
• You may ask us to correct any information we hold on you which you believe is inaccurate, incomplete, or notify us if your circumstances have changed. MTD Express Limited shall endeavour to make such changes within 10 working business days and shall inform you of the action we have taken.
• You may ask us to delete the information we hold on you subject to the retention rights set out in (B) above.
• You may exercise these rights by writing to us at our contact details below.

F. Where MTD Express Limited is a data processor for another organisation

MTD Express Limited provides specialist services as a provider of back office support to customers. These services are individually negotiated and tailored to the specific customer. MTD Express Limited provides such services using the customer’s systems. In such circumstances MTD Express Limited is acting as a Data Processor and will manage personal data to comply with our contract terms and the law.

G. Contact information

Your written requests should be sent to MTD Express Limited at the following address:

GDPR requests
MTD Express Limited
Mill Road,
Steyning,
West Sussex,
BN44 3LN, United Kingdom.

or use our Contact Form https://secure.MTDExpress.co.uk/contact_us/

H. Updates to MTD Express Limited’s data protection policy and privacy information

If MTD Express Limited changes our policy we shall post the changes on our website under the legal section