Accounting Clinic privacy notice

Information you need to know

The Accounting Clinic is part of the Liverpool Business School. The Liverpool Business School is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This Privacy Notice explains how we use your personal information and your rights regarding that information.

For information about how the wider University uses personal data, please see the Privacy Notice section of our website.

What information are we collecting?

The Accounting Clinic processes information relating to both client organisations and participating students as part of delivering the service and supporting relevant student project activity. This includes:

  • organisational contact details
  • organisation name, address and type of business
  • number of employees (where relevant)
  • any information required to carry out an independent examination
  • any records, documents or supporting material you provide to us
  • recordings of meetings or telephone conversations, if you agree to them
  • student name and contact details including address
  • student number
  • information contained in Code of Practice forms or related placement/project documentation

What is the source of the personal data?

If you make an online enquiry via email, we will input your details on to a Contact Form/Initial Enquiry Form. All information will be held on the Accounting Clinics SharePoint site. Only Accounting Clinic academic staff will have access to this SharePoint site.

Alternatively, we may ask you for this information verbally if you approach us by telephone, by letter or in person to ask us to provide you with an independent examination.

Why are we collecting your data and what is the legal basis for this?

We collect personal data only when we have a valid reason to do so, and always in line with the principles of the GDPR.

We ask for this information in order to be able to decide whether we can offer you an appointment at the Accounting Clinic and to establish whether we can do an independent examination for your charitable organisation.

We also need this information to ensure there is no conflict of interest between LJMU and your organisation.

LJMU as a higher education institution may also use information for teaching and educational purposes. However, it would usually be used in a way that would make it very difficult to identify you.

The University processes this information under its legitimate interests, in accordance with Article 6(1)(f) UK GDPR, to deliver the Accounting Clinic service and support associated learning activity.

Who has access to this data?

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Once you agree to use our service - either online or in hard copy - we will share your information with the student advisors and academic staff who will meet with you during your Accounting Clinic appointment(s).

We do not share your information with any other third party unless required to do so by law.

How does the University protect your data?

The University is committed to keeping your personal data safe in line with the data protection legislation and the University’s Information Security and Data Protection Policies.

All information about your organisation will be kept electronically in our confidential Accounting Clinic SharePoint site system.

For how long does the University keep your data?

We keep your information in line with the University’s Records Retention Schedule. For Accounting Clinic documentation, the retention period is until the end of the relevant placement or activity, plus a further six years, in accordance with the applicable legal and regulatory requirements.

Your information is retained only for as long as it is necessary to meet our obligations, manage the service, and respond to any issues or queries that may arise during this period. After the retention period has passed, your information will be securely disposed of in line with University procedures.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the University changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the University delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing.

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

What if you do not provide data?

In some cases, if you do not provide data to us, it may affect our ability to offer the service to you.

Transfers of data outside the UK

Your data will not be sent outside the UK.

Automated decision making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the University

You have a right to complain to the University if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF
Telephone: 0303 123 1113
Email: contact can be made by accessing the ICO website.