What we collect
Personal Identifiable Information (PII) refers to any information capable of identifying an individual. It does not include anonymised data.
AccountsIQ may collect personal data directly from individuals when they:
We may process certain types of PII as follows:
System users within client companies that use AccountsIQ may also collect information and input PII about someone else (e.g. their own customers and suppliers and related contacts within those organisations) as part of normal finance system activities.
If these system users provide the AccountsIQ Cloud Accounting system with personal information about someone else, they must ensure that they are authorised to disclose that information to AccountsIQ’s service and that, without AccountsIQ taking any further steps required by applicable data protection or privacy laws, AccountsIQ may collect, use and disclose such information for the purposes of providing the client with the service.
The AccountsIQ client user in this sense acts as a Data Controller and must take adequate steps to ensure the Data Subjects that they are collecting information on are aware of and have consented to their information being collected and understand the purposes for which the information has been collected. AccountsIQ clients must also make them aware of how they would go about their right to obtain access to their PII and their right to be forgotten under the provisions of the GDPR.
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
We will send you marketing communications if you have:
Opting out of communications
Our emails will contain clear and obvious instructions describing how you can be removed from any mailing list not essential to the Service. AccountsIQ will remove you at your request (by emailing email@example.com) or you can unsubscribe using the link in any email. Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions and we will still send you emails about billing, product and service updates.
Although we are unlikely to want to ever share your data with third parties, we will get your express opt-in consent before we share your personal data with any third party for their marketing purposes.
AccountsIQ protects your personal data and takes security very seriously
We are committed to ensuring that your information is secure. We work very hard to protect information about you against unauthorised access, use, alteration, or destruction, and take reasonable measures to do so, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authority GeoTrust RSA, and all data transferred between you and the Service is encrypted (SHA256withRSA). Please see our Security Pages for more information.
AccountsIQ hosts personal information on servers in three locations worldwide
To service our global user base, we host AccountsIQ on three primary host sites world-wide with our Hosting Provider, Dimension Data:
This means that your personal information may be transferred outside of the E.E.A. depending on what host site your client database(s) is/are on.
In relation to those clients hosted on the US or Australian site, we have a Data Processing Agreement (DPA) in place with our Hosting Provider, Dimension Data that that includes the EU Model Clauses. Dimension Data is meeting its Clients’ needs by providing the DPA that includes the EU Model Clauses as under the GDPR. An agreement in place that complies with the EU Model Clauses is one of the prescribed ways of meeting compliance requirements with regard to exporting data outside of the E.E.A.
This satisfies the requirements in relation to AccountsIQ’s transfer of personal data to locations outside the E.E.A.
For those clients hosted outside of the E.E.A, by entering personal information into AccountsIQ, you consent to that personal information being hosted on servers located outside the E.E.A.
While your personal information will be stored on servers located outside the E.E.A., it will remain within AccountsIQ’s effective control at all times. Our data hosting provider’s role is limited to providing a hosting and storage service to AccountsIQ, and we’ve taken steps to ensure that our data hosting provider does not have access to, and uses the necessary level of protection for, your personal information.
Dimension Data (as our Hosting Provider) do not control and are not permitted to access or use your personal information, except for the limited purpose of storing the information.
For those clients hosted on the servers outside the E.E.A if you do not want your personal information to be transferred outside the E.E.A, you should contact AccountsIQ Support and we can arrange for transfer to another host site.
Transferring your data to third-party applications via AccountsIQ’s API
AccountsIQ can facilitate you, or another 3rd party integration user within the relevant AccountsIQ subscription to transfer PII to and from third-party applications via the AccountsIQ Application Programming Interface (API).
These applications are outside the control over AccountsIQ and as such AccountsIQ takes no responsibility for the privacy practices or content of these applications.
You are reminded to check the privacy policies of 3rd party applications that you have integrated with AccountsIQ so that you can be informed of how they handle personal information
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website
Requesting access to your personal information
You may request details of personal information which we hold about you by emailing firstname.lastname@example.org. Additionally, if you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Retaining your data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
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 requirements.
By law we are required to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
You can see more about these rights here.
If you wish to exercise any of the rights set out above, please contact us using the details below.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
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 may 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.
Your information is controlled by AccountsIQ. If you have questions or concerns about how your information is handled, please contact us at the details below:
Sand House, Bath Place,
Blackrock, Co. Dublin,
Tel: 00353 1 7074400