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.

Information we are 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
    • 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

Source of the personal data

Where you contact us by email with an enquiry, we will record the information you provide on a Contact Form or Initial Enquiry Form. This information is stored securely on the Accounting Clinic’s SharePoint site, which is accessible only to authorised Accounting Clinic academic staff.

Alternatively, if you contact us by telephone, by letter or in person to request an independent examination, we will collect the relevant information directly from you during that interaction and record it in the same way.

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

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We collect this information to assess whether we are able to offer you an appointment at the Accounting Clinic and to determine whether we can carry out an independent examination for your charitable organisation. This includes ensuring that there is no conflict of interest between LJMU and your organisation.

As a higher education institution, the university may also use information for teaching and educational purposes. Where this happens, information is normally used in a way that does not identify you.

The lawful basis for this processing is Article 6(1)(f) of the UK GDPR, as it is necessary for the purposes of the university’s legitimate interests in delivering the Accounting Clinic service and supporting associated learning activities.

Who has access to this data

Your personal data is accessed only by relevant LJMU staff where it is necessary for them to carry out their roles.

Once you agree to use the service, whether online or in hard copy, your information will be shared with the student advisors and academic staff who will work with you as part of your Accounting Clinic appointment.

We do not share your personal data with any other third parties unless we are required to do so by law.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

Information relating to you and your organisation is stored electronically on the secure Accounting Clinic SharePoint site, which is accessible only to authorised staff involved in delivering the service.

How long the university keeps your data

We retain your personal data in line with the university’s Records Retention Schedule. For Accounting Clinic documentation, this means your information is kept for the duration of the relevant placement or activity, and for a further six years, in line with applicable legal and regulatory requirements.

Your data is held only for as long as it is necessary to deliver the service, meet our obligations and manage any issues or queries that may arise during this period. Once the retention period has expired, your information is securely deleted in accordance 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.

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.