Privacy Policy

If you have any queries about the below details, or should you wish to exercise any of these rights, please do not hesitate to contact us.

Data Protection – Privacy Notice

At Yellowstone Accounts Limited we are aware of the trust you place in us and our responsibility to protect your privacy and keep your personal data secure in accordance with Data Protection legislation.

The privacy of your personal information is very important to us. This Privacy Notice explains the types of information Yellowstone Accounts Limited may collect, what we do with it, and why we require that information. In order to provide our clients with services, Yellowstone Accounts Limited needs to collect personal information. We will control and process your personal information in accordance with the applicable data protection laws and will ensure that personal data is provided with appropriate protection.

Any questions regarding this Statement and our privacy practices should be sent by email to help@yellowstoneaccounts.com or by writing to the Data Protection Officer, Yellowstone Accounts Limited, Design House, Hills Meadow Industrial Estate, Douglas, IM1 5EB, Isle of Man.

The Data Controller

Yellowstone Accounts Limited is the Data Controller for the purposes of the Data Protection Act 2018 and in relation to all personal data provided to us. The primary legal basis for which we process this personal data is for the performance of service contracts we enter into (or may enter) into with you through our Terms of Business.

Who are we?

Yellowstone Accounts Limited is an Isle of Man based accountant, that provides accountancy, book keeping and consultancy services to island based companies. We are registered by the Isle of Man Financial Services Authority as a DNFBP and registered in the Isle of Man, Company No. 136084C. Registered Address: Design House, Hills Meadow Industrial Estate, Douglas, IM1 5EB, Isle of Man.

How do we collect information from you?

We obtain information about you at the time of on-boarding the relationship by completing the “Gathering Information document” and where you provide us with the relevant due diligence documentation.

We may periodically update our records which may require us re-contacting you to obtain additional information.

What type of information is collected from you?

The personal information we collect will include your name, former names, date of birth, national insurance number, tax reference number, place of birth, nationality, country of residence, domicile, address, email address, telephone numbers (home/work/mobile).  We will also ask for details of your existing assets, source of wealth/funds.

How is your information used?

We may use your information to:

• Meet our regulatory requirements, to ensure that we have identified you.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

How long do we retain your personal information?

We are permitted by law to retain your information for as long as is necessary in relation to the purposes for which the information was originally provided. This includes our legal requirement to hold information for at least 6 years following the termination of a customer relationship or transaction.

We will therefore hold your personal information, accounting records, client due diligence (CDD) and transaction records for a minimum of six years following the termination of our relationship with you, except where they will be retained for as long as required by the Constable or competent authority or as long as is set out in any relevant contract you hold with us.

If you have been unsuccessful in applying for a job with us, we will retain your information for a maximum of 6 months unless you give us permission to retain it for longer.

Once your information is no longer necessary, it shall be destroyed in accordance with Data Protection legislation.

Who has access to your information?

• We will not sell or rent your information to third parties.
• We will not share your information with third parties for marketing purposes.

It is not normally necessary during the usual course of business to transfer your personal data outside of the Isle of Man or the UK. However, in the event it is necessary, it will be done so in accordance with the requirements of Data Protection legislation. These requirements include the provision that the recipient of your personal data must have the same level of protections in place as you are entitled to on the Isle of Man or in the UK. We will advise you in the event that your personal data is to be transferred in this manner.

The exception to this is, if you as a customer live outside the Isle of Man, UK or the EEA and we are sending your personal information back to you. This will be necessary in order to communicate with you and for providing you with our services. Our e-mails to you are subject to encryption and any sensitive documentation will be sent via registered mail.

Fraud Prevention Agencies

We may share your personal information with fraud prevention agencies if we feel fraud has been or might be committed. These agencies collect, maintain and share data on known and suspected fraudulent activity for the purposes of fraud prevention. These records may be searched and shared with other organisations by the fraud prevention agencies.

We have a legal obligation to report suspected fraud to law enforcement agencies.

Third Party Service Providers

We utilise a client relationship management product, Hubspot, to hold the data we have obtained.

Hubspot is a Company registered in the U.S.A. https://www.hubspot.com/ see Hubspots privacy policy.

We utilise a client accounting product named Quickbooks (Intuit), it is a Company registered in the U.S.A https://quickbooks.intuit.com/ see Quickbooks (Intuit) privacy policy.

We utilise a KYC checking system named Persona, it is a Company registered in the U.S.A https://withpersona.com/ see Persona privacy policy.

Instances where we may transfer your personal information to a third party.

• as part of a sale of some or all of our business and assets to any third party.
• as part of any business restructuring or reorganisation.
• if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation.
• to enforce or apply our terms of business or to protect the rights, property or safety of our customers.

We will take steps with the aim of ensuring that your privacy rights continue to be protected.

Your rights & Access to Personal Data

Under Data Protection legislation you have the following rights free of charge.  If you wish to access the data we hold about you then please contact us by email at help@yellowstoneaccounts.com or by writing to the Data Protection Officer, Yellowstone Accounts Limited, Design House, Hills Meadow Industrial Estate, Douglas, IM1 5EB, Isle of Man

• In addition to the right to access your personal detail you also have the following rights under the legislation:
• the right to access personal data held about you;
• the right to object to processing (for example, direct marketing);
• the right to data portability;
• the right to complain about processing carried out by the data controller;
• the right to object to automated decision making;
• the right for the personal data being updated; and
• the right to be forgotten.

Please contact us as per the above details should you wish to exercise any of these rights.

It is ultimately your choice as to whether to provide us with your personal data, but please note that if you fail to do so, or you fail to provide us with accurate data, we may not be able to properly provide you with our services.

Rectification

You have the right to the rectification of inaccurate data, and to obtain completion of incomplete personal data. To correct or amend your personal data, please contact the Data Protection Officer at the address below with the details. We will make the required changes as soon as possible.

Erasure

In certain situations, you have the right to request that your personal data is erased, however, there are limitations to this right.

Examples of grounds for exercising your right to erasure include:

• Your Personal data is no longer necessary for the purpose of the performance of a contract between us and you;
• Where data has been unlawfully processed by us;
• Where data has to be erased to comply with a legal obligation;
• Where a right to object to direct marketing or the right to object to processing has been exercised.

Examples of limitations to your right of erasure include:

• It is still necessary for the performance of a contract between us and you;
• Our compliance has a legal obligations to retain client records for certain periods of time (as detailed above); and
• Our establishment, defence or exercise of legal claims.

Restriction of Processing

You have the right to restrict our processing of your personal data in the following circumstances:

If you contest the accuracy of personal data processed by us, we may restrict processing for a limited period to enable us to verify the accuracy and amend the data as necessary, for example;

• We no longer require your information for the purposes we originally obtained it;
• We have no legitimate grounds for processing your information or your information has been processed unlawfully.
• If you wish to exercise this right please contact the Data Protection Officer at the address overleaf with the full details.

Data Portability

You have a right to receive your personal information provided to us in a structured commonly used and machine-readable format. You also have a right to have this personal data transmitted to another data controller (i.e. another business), where technically feasible.

Right to Object

You have the right to object to us processing your personal data in the following circumstances:

• For direct marketing purposes;
• Profiling in relation to direct marketing.

Right to Lodge a Complaint

If you have a complaint regarding the way we are processing your personal data, please address it to us in the first instance in the hope that we will be able to resolve the matter directly with you. However, if you do not want to address your concerns to us, or we have failed to satisfactorily respond to your complaint, you have the right to complain to the Data Protection Supervisor.

The contact details are below:

Information Commissioner
First Floor, Prospect House
Prospect Hill
Douglas
Isle of Man
IM1 1ET

Tel: +44(0) 1624 693260

Automated Decision Making

Yellowstone does not use any kind of automated decision making technology.

Marketing

If you wish to receive information about our products or services please let us know by any of the contact options provided below.