Glenstone Tax Consultancy has created this privacy policy because it is your right to know what is happening with your data. Our privacy policy explains:                                           

1) How your data is protected.                                                                                                      

2) How we process your data. 

3) Your right to your data. 


Privacy Policy


Context and overview –

Key Details

·         Policy prepared by: Amelia Farrant

·         Approved by: Herschel Santineer

·         Policy became operational on: 22/05/2018

·         Next review date: 25/05/2019




Glenstone Tax Consultancy needs to gather and use certain information about individuals.          


These can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.


This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law. 


Why this policy exists


This data protection policy ensures Glenstone Tax Consultancy:

·         Complies with data protection law and follows good practice.

·         Protects the rights of staff, customers and partners.

·         Is open about how it stores and processes individuals’ data.

·         Protects itself from the risks of data breach.

Data protection law


The data protection act 1998 describes how organisations – including Glenstone Tax Consultancy – must collect, handle and store personal information.


These rules apply regardless of whether data is stored electronically, on paper or on other materials.


To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The data protection act is underpinned by eight important principles. These say that personal data must:

1.      Be processed fairly and lawfully.

2.      Be obtained only for specific, lawful purposes.

3.      Be adequate, relevant and not excessive.

4.      Be accurate and kept up to date.

5.      Not to be held for any longer than necessary.

6.      Processed in accordance with the right of data subjects.

7.      Be protected in appropriate ways.

8.      Not to be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection.

People, risks and responsibilities


Policy Scope

This policy applies to:

·         The head office of Glenstone Tax Consultancy.

·         All branches of Glenstone Tax Consultancy.

·         All staff and volunteers of Glenstone Tax Consultancy.

·         All contractors, suppliers and other people working on behalf of Glenstone Tax Consultancy.

It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:

·         Names of individuals.

·         Postal addresses.

·         Email addresses.

·         Telephone numbers.

·         …plus any other information relating to individuals.

Data protection risks


This policy helps to protect Glenstone Tax Consultancy from some very real data security risks, including:

·         Breaches of confidentiality. For instance, information being given out inappropriately.

·         Failing to offer choice. For instance, the company could suffer if hackers successfully gained access to sensitive data.



Everyone who works for or with Glenstone Tax Consultancy has a responsibility for ensuring data is collected, stored and handled appropriately.


Each person that handles personal data must ensure that it is handled and processed in line with this policy and data protection principles.


However, these people have key areas of responsibility:


The owner is ultimately responsible for ensuring that Glenstone Tax Consultancy meets its legal obligations.


The Data Protection Officer, Herschel Santineer, is responsible for:

·         Keeping the everyone updated about data protection responsibilities, risks and issues.

·         Reviewing all data protection procedures and related policies, in line with an agreed schedule.

·         Arranging data protection training and advice for the people covered by this policy.

·         Handling data protection questions from staff and anyone else covered by this policy.

·         Dealing with requests from individuals to see the data Glenstone Tax Consultancy holds about them (also called ‘subjects access requests’)

·         Checking and approving any contracts or agreements with third parties that may handle the company’s sensitive data.

The IT manager, Herschel Santineer, is responsible for:

·         Ensuring all systems, services and equipment used for storing data meet acceptable security standards.

·         Performing regular checks and scans to ensure security hardware and software is functioning properly.

·         Evaluating any third-party services the company is considering using to store or process data. For instance, cloud computing services.

The Marketing manager, Herschel Santineer, is responsible for:

·         Approving any data protection statements attached to communications such as emails and letters.

·         Addressing any data protection queries from journalists or media outlets like newspapers.

·         Where necessary, working with other staff to ensure marketing initiatives abide by data protection principles.

General staff guidelines


The only people able to access data covered by this policy should be those who need it for their work.

·         Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.

·         Glenstone Tax Consultancy will provide training to all employees to help them understand their responsibilities when handling data.

·         Employees should keep all data secure, by taking sensible precautions and following the guidelines below.

·         In particular, strong passwords must be used and they should never be shared.

·         Personal data should not be disclosed to unauthorised people, either within the company or externally.

·         Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.

·         Employees should request help from their line manger or the data protection officer if they are unsure about any aspect of data protection.   


Data storage


These rules describe how and where data should be safely stored. Questions about storing data safely can be directed to the IT manager or data controller.


When data is stored on paper, it should be kept in a secure place where unauthorised people cannot see it.


These guidelines also apply to data that is usually stored electronically but has been printed out for some reason:                                                                                                     

• When not required, the paper or files should be kept in a locked drawer or filing cabinet.


• Employees should make sure paper and printouts are not left where unauthorised people could see them, like on a printer.


• Data printouts should be shredded and disposed of securely when no longer required.

When data is stored electronically, it must be protected from unauthorised access, accidental deletion and malicious hacking attempts:


• Data should be protected by strong passwords that are changed regularly and never shared between employees.

• If data is stored on removable media (like a CD or DVD), these should be kept locked away securely when not being used.


• Data should only be stored on designated drives and servers, and should only be uploaded to approved cloud computing services.


• Servers containing personal data should be sited in a secure location.


• Data should be backed up frequently. Those backups should be tested regularly, in line with the company’s standard backup procedures.


• Data should only be saved directly to designated laptops or other mobile devices like tablets or smart phones.


• All servers and computers containing data should be protected by approved security software and a firewall.


Data use


Personal data is of no value to Glenstone Tax Consultancy. Unless the business can make use of it.

However, it is when personal data is accessed and used that it can be at the greatest risk of loss, corruption or theft:


• When working with personal data, employees should ensure the screens of their computers are always locked when left unattended. okay


• Personal data should not be shared informally. In particular, it should never be sent by email, as this form of communication is not secure.


• Data must be encrypted before being transferred electronically. The IT manager can explain how to send data to authorised external contacts.


• Personal data should never be transferred outside of the European Economic Area unless authorised by the relevant client.


• Employees should not save copies of personal data to their own computers. Always access and update the central copy of any data.


Data accuracy


The law requires Glenstone Tax Consultancy to take reasonable steps to ensure data is kept accurate and up to date.


The more important it is that the personal data is accurate, the greater the effort Glenstone Tax Consultancy should put into ensuring its accuracy.


It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible. 


• Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.


• Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they call.


• Glenstone Tax Consultancy will make it easy for data subjects to update the information Glenstone Tax Consultancy holds about them. For instance, via the company website.


• Data should be updated as inaccuracies are discovered. For instance, if a customer can no longer be reached on their stored telephone number, it should be removed from the database.


• Should it become relevent, it is the marketing manager’s responsibility to ensure marketing databases are checked against industry suppression files every six months.


Subject access requests


All individuals who are the subject of personal data held by Glenstone Tax Consultancy are entitled to:


• Ask what information the company holds about them and why.


• Ask how to gain access to it.


• Be informed how to keep it up to date. 


• Be informed how the company is meeting its data protection obligations.


If an individual contacts the company requesting this information, this is called a subject access request. 

Subject access requests from individuals should be made by email, addressed to the data controller at The data controller can supply a standard request form, although individuals do not have to use this.


Individuals will be charged £10 per subject access request. The data controller will aim to provide the relevant data within 14 days.


The data controller will always verify the identity of anyone making a subject access request before handing over any information.


Disclosing data for other reasons

In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject.

Under these circumstances, Glenstone Tax Consultancy will disclose requested data. However, the data controller will ensure the request is legitimate, seeking assistance from the owner and the legal advisers to the business where necessary.


Providing information

Glenstone Tax Consultancy aims to ensure that individuals are aware that their data is being processed, and that they understand:

• How the data is being used

• How to exercise their rights 

To these ends, the company has a privacy statement, setting out how data relating to individuals is used by the company.



Thankyou for reading our privacy policy, we hope that you understand how we process your data and also how we store it, but once again if you have any queries do not hesitate to contacts us. Just email: