Privacy Policy - Accounting Outsourcing Europe

Modified 31 January 2022

 

Our privacy obligations

Accountingoutsourcing-eu.com (“Accounting Outsourcing Europe”) is governed by the General Data Protection Regulation (GDPR), in effect in the European Economic Area (EEA). The GDPR regulates how personal information is handled by Accountingoutsourcing-eu.com.

“Personal information” means information about an identified individual, or an individual who is reasonably identifiable. Accounting Outsourcing Europe’s Privacy Policy applies to personal information collected and/or held by Accounting Outsourcing Europe.

The present Privacy Policy will be reviewed regularly, and we may update it from time to time. Changes take effect when we post the updated policies on the Accounting Outsourcing Europe Website.

 

The types of personal information we collect and hold

In order to provide our services and customer support, in addition to collecting general information relating to the Accounting firms using our Website, we also collect personal information relating to these Accounting firms’ representatives and agents on the Website. Our services and customer support are provided through a number of different platforms, including but not limited to: website, e-mail, and telephone. The specific platform, and service or support you interact with will determine what personal data we collect.

Not all the information we request, collect, and process corresponds to “Personal Information” as this information does not necessarily permit the identification or reasonable identification of a specific individual. The above holds for a majority of “User Generated Content” that Accounting firms provide to us, through their representatives and agents, with the intention of sharing with other users. Such “Non-Personal Information” is not covered by the present Privacy Policy. However, when such “Non-Personal Information” can be used in aggregate or be linked with existing personal information, in order to identify or reasonably identify an individual, such information will be treated as personal information. As such, the present Privacy Policy will list both types of information for transparency purposes.

It may happen that in some instances, users provide us with personal information that we did not request, or through means or channels not intended for the collection of particular types of information. In such instances, while we may take reasonable steps to protect this data, the user will have bypassed our systems, processes, and controls, and thus, the information provided will not be governed by the present Privacy Policy.

It may also happen that in some instances, users provide us with personal information through platforms that are outside our control, for example, through social media. While any information collected by us is governed by our Privacy Policy, the platform through which this information was communicated to us will be governed by its own Privacy Policy.

 

How we collect personal information

Information that individuals specifically give us

While using our services, Accounting firms and their representatives and agents may be asked by us to provide certain types of personal information. Such requests may be made through our Website, by e-mail, telephone, or mail, or during in-person meetings.

We may request, collect, and/or process the following information:

  • Account Details: Name of the Accounting firm being represented by the individual, Account username, Account password.
  • Contact Details: E-mail address, phone number.
  • Company Details: Physical address of the Accounting firm being represented, billing address, proof of address of the Accounting firm being represented (e.g. utility bill), website of the Accounting firm being represented, number of employees of the Accounting firm being represented, yearly turnover of the Accounting firm being represented.
  • Identity Details: Full name of the individual acting as a representative or agent for the Accounting firm being represented, proof of identity (e.g. driver’s license, passport), photograph of the individual acting as a representative or agent for the Accounting firm being represented.
  • Financial Information: Wire transfer details of the Accounting firm being represented, tax number of the Accounting firm being represented.
  • User-Generated Content: Project and bid descriptions and related attachments, user profiles, user reviews, user messages, etc.

Information that we collect from others

It may happen that users give permission for us to connect to their accounts on other platforms, such as LinkedIn, to collect personal information. Information collected through this mean will be governed by the present Privacy Policy. Whenever such data collection arrangement is in place, users can, at any time, stop us from collecting data from other platforms by removing our access on such platforms or by contacting our support team.

Accounting firms’ banks and payment services providers may transmit to us information relating to payments that we may need to collect or process.

In some situations, personal information may be collected from public sources.

We may collect and/or process the following information:

  • Account Details: Name of the Accounting firm being represented by the individual, Account username.
  • Contact Details: E-mail address, phone number.
  • Company Details: Physical address of the Accounting firm being represented, billing address, website of the Accounting firm being represented, number of employees of the Accounting firm being represented, yearly turnover of the Accounting firm being represented.
  • Identity Details: Full name of the individual acting as a representative or agent for the Accounting firm being represented, photograph of the individual acting as a representative or agent for the Accounting firm being represented.
  • Financial Information: Wire transfer details of the Accounting firm being represented, tax number of the Accounting firm being represented.
  • User-Generated Content: User profiles.

Information we collect as you use our Website and services

We maintain records of the interactions we have with our users relating to the services and customer support we have provided. This includes the interactions our users have with us through the use of our Website, such as when a user has viewed a page or clicked a button.

Whenever we are contacted, we may collect personal information that is a part of the communication. For example, whenever we are contacted by e-mail, we collect the e-mail address used.

We may collect and/or process the following information:

  • Metadata: IP address, computer and connection information, standard web log information, etc.
  • Device Information: device identifier, device type, device plugins, etc.
  • Actions: pages viewed, time spent viewing, buttons clicked, search keywords, etc.

While navigating through our website, you may encounter links to third-party websites. These links may be from us, or they may result from content generated by other users. Third-party linked websites are not under our control, and thus we are not responsible for their content. Before providing your personal information on any other website, we advise you to diligently examine this website’s terms and conditions and privacy policy.

 

How we use personal information

The information we request, collect, and process is primarily used to provide users with the services and customer support they have requested. In particular, we may use your personal information for the following purposes:

  • to provide the services you have requested;
  • to facilitate the preparation of contracts;
  • to provide customer or technical support to you;
  • to answer inquiries about the use of our Website or about our services, or to respond to a complaint;
  • to promote our other services which we believe may be of interest to you (unless you have opted out from such communications);
  • to allow for fixes and debugging, testing, and otherwise operate our Website;
  • to conduct data analysis, research, and otherwise improve our Website and services;
  • to comply with our legal and regulatory obligations;
  • if otherwise permitted or required by law; or
  • for any other purpose with your consent, unless you withdraw your consent for such use.

The “lawful processing” basis on which we will use personal information about our users include the following:

  • when a user has given consent to us for such use;
  • when necessary for the performance of a contract to which the user is a party;
  • when necessary to comply with our legal and regulatory obligations;
  • when necessary in order to protect the vital interests of our users or of another natural person.
  • when processing is done in order to pursue our legitimate interests, where these interests do not infringe on the rights of our users.

 

How do we store your data?

Data storage and security precautions

Accounting Outsourcing Europe securely stores, through its web-hosting service provider, SiteGround Spain S.L., your information at the Google Cloud datacenter located in Eemshaven, Netherlands. A backup facility is located in Frankfurt, Germany. Both locations are operated by SiteGround Spain S.L.

Security precautions in place at our web-hosting service provider, SiteGround Spain S.L., to safeguard the information held include the following:

  • By default, Siteground has set all servers to use the latest PHP 7 version with the latest security fixes.
  • Siteground runs Apache in a chrooted environment with suExec.
  • Siteground has sophisticated IDS/IPS systems which block malicious bots and attackers (Intrusion detection/prevention systems).
  • Siteground installs ModSecurity on all of its shared servers, and security rules are updated on a weekly basis, thus protecting the websites Siteground hosts from the most common attacks.
  • Siteground provides easy-to-use and hassle-free auto-updates for WordPress core version and the plugins.
  • Siteground strives to keep the versions of all the software providing database services (FTP, SMTP, IMAP/POP3, HTTP, HTTPS) up to date with the latest security patches.
  • Siteground constantly monitors for vulnerabilities in the most popular applications and modules, and whenever possible, develops virtual patches in the form of WAF rules (Web application firewall).
  • Siteground ensures that users’ data is accessed only by trusted personnel on request by following strict policies, and detailed records of such access are kept.

Although we take all these measures to maintain the safety and security of your personal information, please note that no transmission over the Internet can ever be guaranteed to be secure. Consequently, please note that we cannot fully guarantee the security of any personal information that you transfer over the Internet to us.

Data retention periods

Upon the closure of a user’s account, personal information linked to this account that we do not need to retain by law, or for compliance and regulatory purposes will be removed from our systems. However, in order to comply with our legal and regulatory obligations, we may be required to retain some personal information linked to an account after its closure. For more details, please refer to the paragraph “Erasure” in the section “Exercising your other rights” below.

 

When we disclose personal information

Our third-party service providers

Personal information relating to our users may be held, transmitted to, or processed on our behalf, inside or outside the European Economic Area (EEA), by our third-party service providers. Our third-party service providers are bound by contract to only use our users’ personal information on our behalf, under our instructions.

Our third-party service providers include:

  • Web-hosting, storage, networking, and related providers
  • Banking and payment services providers
  • Marketing and analytics providers
  • Security providers

In the event personal information is transferred from one country to another, we will make sure that any such transfers comply with thе data protection and privacy laws that apply.

European data protection laws, in particular, include specific rules on transferring personal information outside the EEA. When transferring personal information outside the EEA, we will include the standard data protection clauses approved by the European Commission under Article 46.2 of the General Data Protection Regulation (GDPR) into our contract with our third-party service providers.

You can find further information about the rules on data transfers outside the EEA, including the mechanisms that we rely upon, on the European Commission website https://ec.europa.eu/info/law/law-topic/data-protection_en.

In any case, your information will be processed in accordance with the present Privacy Policy. If you would like to obtain further information about the handling of your personal information, please contact us by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

Other disclosures and transfers

We may also disclose your personal information to third parties for the following purposes:

  • if necessary to provide the services you have requested;
  • if we receive court orders, subpoenas, or other requests for information by law enforcement agencies or bodies;
  • if otherwise permitted or required by law; or
  • for any other purpose with your consent.

 

Accessing, correcting, or downloading your personal information

You have the right to request access to the personal information Accounting Outsourcing Europe holds about you. Unless an exception applies, we must give you access to the personal information we hold about you, without unreasonable expense, and within a reasonable time period. Most personal information we hold about you can be accessed by logging into your Account and navigating to the “My profile” section. If you wish to access information that is not accessible through the Website, or wish to download all personal information we hold on you in a portable data format, please contact us by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

You also have the right to request the correction of the personal information we hold about you. All your personal information can be updated by logging into your Account and navigating to the “My profile” section. If you require assistance, please contact us by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

 

Exercising your other rights

You have a number of other rights in relation to the personal data Accounting Outsourcing Europe holds about you. However, there may be some restrictions on how you may exercise these rights due to the nature of the services we provide. Much of the data we collect is used to facilitate the preparation of contracts, facilitate payments, and provide protection for the legitimate users of our Website and services.

You have the right to:

  • seek human review of automated decision-making and profiling
  • opt-out of direct marketing, and profiling for marketing purposes
  • erasure: You have the right to request that we erase your personal information, under certain conditions.
  • restrict processing: You have the right to request that we restrict the processing of your personal information, under certain conditions.
  • object to processing: You have the right to object to our processing of your personal information, under certain conditions.
  • data portability: You have the right to request that we transfer the information that we have collected to another organization, or directly to you, under certain conditions.

Human review of automated decision-making and profiling: Human intervention or input is required in all our decision-making processes.

Direct marketing and profiling: Users can control what e-mails they receive by subscribing to, or opting out of distribution lists. If you require assistance, please contact us by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

Erasure: Users may close their Account at any time, subject to the following conditions being met:

  • The user must not have any outstanding listings on the Website;
  • The user must have resolved any outstanding matters (such as a suspension or restriction on the Account the user wishes to close); and
  • The user must have paid any outstanding fees or payables associated with the Account the user wishes to close.

Upon the closure of a user’s account, personal information linked to this account that we do not need to retain by law, or for compliance and regulatory purposes will be removed from our systems. However, in order to comply with our legal and regulatory obligations, we may be required to retain some personal information linked to an account after its closure, particularly information relating to past contracts and financial transactions. Indeed, we may be required to document and provide to regulatory or law enforcement agencies or bodies, details of past contracts and financial transactions, including the names of the parties to these contracts or transactions. Hence, closing your Account does not necessarily result in the full deletion or removal of the information we hold in relation to your Account. Personal information associated with past contracts and financial transactions will be retained by us for as long as we are legally required to.

Restriction or objection to processing: Users may exercise this right under certain circumstances, particularly if they believe that the personal data we have is not accurate or that we do not have legitimate grounds for processing their information. In either case, users may exercise their right by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

Data portability: Users may exercise their right by e-mailing us at customer_admin@accountingoutsourcing-eu.com.

Unless stated above, users may exercise any of the above rights by e-mailing us at customer_admin@accountingoutsourcing-eu.com. We have one month to respond to you upon receiving a request.

 

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our Website, we may collect information from you automatically through cookies or similar technology

For further information, please visit allaboutcookies.org.

How do we use cookies?

We use cookies in a range of ways to improve your experience on our Website, including:

  • Keeping you signed in
  • Understanding how you use our website

What types of cookies do we use?

There are a number of different types of cookies. Our Website uses the following:

Functionality: We use these cookies so that we recognize you on our Website and remember your past history and interactions on our Website.

How to manage cookies

You can set your browser not to accept cookies. You may also remove cookies from your browser.

For further information, please visit allaboutcookies.org.

 

To contact us on matters relating to personal information and data protection

If you have an inquiry or would like to make a complaint about the way we handle your personal information, or if you seek to exercise your privacy rights in relation to the personal information we hold about you, you may contact us:

By E-mail:

customer_admin@accountingoutsourcing-eu.com

By Mail:
Attn: Accounting Outsourcing Europe OÜ
Sepapaja 6, Tallinn 15551, Estonia

The above contact details may be used as a point of contact for all matters relating to GDPR, Data Privacy, and Data Protection in accordance with GDPR.

While we aim to resolve complaints quickly and informally, if you wish to log a formal privacy complaint, we ask that you make your complaint in writing, by mail, or e-mail, using the above contact details.

If we do not resolve your privacy complaint to your satisfaction, you may lodge a complaint with your local Data Protection Authority (DPA). The list of DPAs can be found by navigating through the following link: http://ec.europa.eu/justice/article-29/structure/data-protection-authorities/index_en.htm.

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