Our contact details:

Post: Thie Dhowin Cottage, Smeale Road, Andreas, Isle of Man, IM7 4JA, GB

Telephone: +44 (0) 7624 225511

Email: hello@sierra.im

What information we collect, use, and why

We collect or use the following information to provide accounting services:

• Names and contact details
• Addresses
• Date of Birth
• Account Information
• Records of meetings and decisions
• Identification documents

We collect or use the following information to comply with legal requirements:

• Identification documents
• Financial transaction information

Lawful Bases

Our lawful bases for collecting or using personal information to provide services and goods are:

• Consent
• Contract
• Legal Obligation

Our lawful bases for collecting or using personal information for legal requirements are:

• Consent
• Contract
• Legal Obligation

Where we can get personal information from:

• Clients directly
• Publicly available sources such as Companies Registry

How long we keep information:

General Principles:

Personal data shall only be retained for as long as necessary to fulfil the purposes for which it was collected.

Once the purpose for which personal data was collected has been fulfilled, it shall be securely destroyed or anonymised.

Compliance with legal obligations requiring the retention of certain records will be adhered to.

Retention Periods:

Customer Data:

To provide services, maintain records, and for communication purposes.

Retention Period: 5 years after termination of the customer relationship, unless a longer period is required by law.

Financial Records:

To maintain accurate financial records and comply with tax regulations.

Retention Period: 7 years from the end of the financial year to which they relate.

Legal and Compliance Records:

To comply with legal obligations and defend against legal claims.

As required by applicable laws or until the statute of limitations expires.

Data Destruction:

Personal data shall be securely destroyed using methods such as shredding, deletion, or irreversible anonymisation.

Destruction shall be carried out in a manner that prevents unauthorised access to the information.

Exceptions:

In cases where another law or legislation mandates the retention of specific records for a longer period, such as regulatory requirements by the Isle of Man Financial Services Authority or litigation holds, those periods shall supersede the retention periods outlined in this schedule.

Review and Updates:

This data retention schedule shall be reviewed periodically to ensure compliance with legal requirements and organisational needs.

Any updates or amendments to the retention periods shall be documented and communicated appropriately.

Who we share information with:

Processors:

TechCentre Limited (R000265)

This processor does the following activities for us: Managing our IT systems

OP Software Limited

This processor does the following activities for us: Process our payroll information

Xero (UK) Limited

This processor does the following activities for us: Accounting software

The Treasury

This processor receives your personal data for the following activities: Income tax division for filing accounts and customs & excise for VAT submissions.

Controllers:

Public Authorities

We have an obligation to share personal data with public authorities, such as:

• Regulatory authorities
• Law enforcement agencies
• Courts and tribunals
• Information Commissioner

The above list is not exhaustive.

Your data protection rights:

Your right to make a complaint to the Information Commissioner.

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal data.
• Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
• Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent.

You don't usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain:

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.

The ICO's Address:

Information Commissioner�s Office
First Floor
Prospect House
Prospect Hill
Douglas
Isle of Man
IM1 1ET

Helpline number: +44 1624 693260

Website: https://www.inforights.im