We respect your privacy and understand that privacy is important to you and that you care about how information about you is used, so this privacy notice sets out details about what data we collect and how we use it.
Where we collect personal data via our website, we will be upfront about it and it will be obvious to you that you’re providing personal data and how we will be using it.
When someone visits our website (octaveaccountants.co.uk) we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
Cookies may also be used for the following reasons:
Our website uses Expression Engine as the content management system (CMS). Expression Engine uses a number of cookies for the functionality of the site. Details about what cookies ExpressionEngine may place on your device can be found here. Although, please note, we are not utilising the commenting or forum functionality of the CMS so those cookies will not be used by our site
If you wish to not allow cookies, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
If you fill out one of our website forms a notification email is sent to the relevant team within our company. A copy of the data you submit is therefore stored within our email systems for responding to your enquiry and a copy is kept for backup purposes within the website database. As our site uses SSL (https) the data you submit using the contact form will be encrypted once you press the “Submit” button.
We use a third-party supplier (Clook) to host our website. Whilst generally they would have no need to access our website content or database, it is possible they may from time to time mainly for support queries. We are assured the hosting provider is GDPR compliant.
We may from time to time send out newsletters or other email marketing campaigns and we typically use MailChimp for this service. We will store your name and email within MailChimp to allow us to contact you through this channel. While they don’t typically use your information, they will have access to it. MailChimp do not typically email you directly unless you have signed up with their marketing campaigns.
To log a call with our answering service
If you call Octave and we are not able to answer the phone ourselves, we have a company that provides a call answering service for us. They may need to record your details in order to relay your message and query back to us. They do not store your details on their files for their own use.
Should you contact us via email your information will be stored in our Outlook email account, but also backed up in the cloud. These are password protected along with anti virus software.
All customers details are added to our database in our intranet which is stored in Iris Practice Manager. These are backed up with passwords, anti-virus software, a third party provider which backs our information onto the cloud and two factor authentication for any third party processors.
Unless stated elsewhere in this document or in our terms of services we only store the data necessary to provide the services we provide to you. We will keep this data for as long as it is lawful for us to do so (this may be for as long as you are a customer or because of a legal obligation to retain the information, whichever is the longest).
We use a number of third-party cloud-based services for the purposes of effectively running our business and providing our services to you. We also use a number of third-party organisations, e.g. accountants, HR support, VA Support, etc.
In all cases where we are using a third-party service or company, we will only provide the minimal amount of information for the purposes of delivering the service to us and to meet our requirements.
We always carry out due diligence against all our third-party suppliers for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply.
Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website.
If you want to make a complaint about the way we are processing your data, you can contact us, using the contact details below. You also have the right to complain to the Information Commissioner’s Office.
Where we are processing your data and needed to ask your permission to do so, you are able to withdraw your consent at any time. If you wish to stop receiving our marketing emails you can do so, by clicking on the “unsubscribe” link at the bottom or the email. Otherwise, you can contact us, using the contact details below.
If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please email us via tony@octaveaccountants.co.uk with your concerns.
It is important that any of your data that we process is kept up to date. We will from time to time ask you to verify your contact details but if you wish to update any information we hold about you, please contact us using the contact details below.
Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems.
If you wish to exercise your right to be forgotten, please contact us via the contact details below.
Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive a CSV export of your data.
You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.
To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to tony@octaveaccountants.co.uk. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.
We do not share any personal data with any third parties unless it is lawful for us to do so, if required by law to do so or if you provide us with permission to do so.
For more information about your data rights and privacy or data protection in general visit the Information Commissioner’s Office website.
If you have any questions about how we collect and use your information not covered in this privacy notice, or if you wish to speak to someone about our approach to data protection and privacy, please contact:
We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on our website at octaveaccountants.co.uk
At Octave you can expect friendly and professional customer service with simple and transparent pricing, meaning no hidden costs or nasty surprises. We are based in Southampton but work with businesses across the UK of all sizes to manage their accounts and tax.
We have over 20 years experience in the industry and we will offer you the most expert advice and guidance on what is best for you and your business, allowing you to make the most informed decisions possible.
We are more than just an Accountant, we can act as your very own Financial Director, your knowledgeable tax expert and trusted bookkeeper. At Octave we won’t use jargon or try and confuse you. We have a relaxed but professional approach and are always available if you have any questions or concerns.
If you have any questions or would like to arrange a no obligation meeting then we'd love to hear from you
Simply fill in the form below and we’ll get back to you as soon as we can. If you'd rather speak right away give us a call on 02380 176190.
Your enquiry is very important to us, and as always, we’ll get back to you as soon as we possibly can. A member of our team will be in contact with you shortly.