Privacy Notice

This notice explains what personal information Maynards holds, why we hold it, who sees it and what rights you have over it. We have tried to write it in plain English rather than legal language, because a privacy notice nobody can read protects nobody.

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1. Who we are

Maynards Stock Auditors Ltd (“Maynards”, “we”, “us”) is the data controller for the personal information described in this notice. We are registered in England & Wales, company number 10693247, with our registered office at 8 George Street, Barnton, Northwich, Cheshire CW8 4JQ.

If you have any questions about this notice, or about how we handle your information, please contact Nigel Rowlands at info@maynards.org.uk or on 0800 368 8940.

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2. Who this notice is for

It covers everyone whose personal information we hold: people who enquire through our website, the owners and managers of the venues we audit, the people who use our customer portal, and the individuals we deal with at supplier and till companies on your behalf. It applies wherever you are — the United Kingdom, Guernsey or Jersey.

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3. What we hold, and why

People who enquire

What we hold: Your name, email address, telephone number, venue and whatever you choose to tell us in your message.
Why: To answer your enquiry and, if it goes further, to quote for the work.
Our lawful basis: Our legitimate interest in responding to people who contact us.

Customers and their people

What we hold: Business contact details for the owners, managers and staff we deal with at your venue.
Why: To arrange and carry out stocktakes, send you your results and deal with any queries.
Our lawful basis: Performance of our contract with you, and our legitimate interests where the individual is not the person we contract with.

Customer portal users

What we hold: Your email address, a secure version of your password, your display name, which venues your account may see, and a record of when you accepted the portal terms.
Why: To give you access to your own results and to keep your account secure.
Our lawful basis: Performance of our contract with you.

Details you choose to share

What we hold: Any sensitive details you give us so that we can gather your paperwork directly.
Why: So that the documents we need reach us without you having to collect them each time.
Our lawful basis: Performance of our contract, at your request.

Stocktaking records

What we hold: Chiefly business information — stock, purchases, sales and margins. It can include an individual’s name where your own systems record one, for example a till operator against a sale.
Why: To produce your result and the reporting that goes with it.
Our lawful basis: Performance of our contract with you.

Records we must keep

What we hold: The accounting and tax records required of any business.
Why: To meet our legal obligations.
Our lawful basis: Legal obligation.

We do not use your information to make automated decisions about you, and we do not sell it to anybody.

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4. Sensitive details you share with us

Some customers choose to share sensitive details with us so that we can gather their paperwork directly, rather than having to collect it themselves each time. Anything of that kind is stored securely and encrypted, used only for the purpose you gave it to us for, and never shared with anyone else.

It is entirely your choice, and you can withdraw it at any time by telling us.

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5. Who sees your information

Your figures are yours. We do not discuss one customer’s numbers with another, and we do not use one customer’s trading information to advise another in any way that identifies them.

We share your results only with the people you approve — commonly your accountant, your bookkeeper or head office. What each business wants shared differs, so it is your decision rather than our assumption.

Beyond that, your information is handled by the service providers we rely on to run the business: our website host, our email and document provider, our server hosting, our telephone system and our accounting software. They act on our instructions and for no purpose of their own. Where any of them processes information outside the United Kingdom, we rely on the safeguards that UK data-protection law requires. Guernsey and Jersey are both recognised by the United Kingdom as providing adequate protection, so working across the islands does not change how your information is treated.

We will also disclose information where the law requires it of us.

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6. Where it is kept, and how it is protected

Your information is held on secure systems, with access limited to the people at Maynards who need it in order to do the work. Our servers are in the United Kingdom. Passwords are stored in a form we cannot read, and anything covered by section 4 is encrypted. Access to the customer portal is restricted so that an account can only reach its own venues’ data.

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7. How long we keep it

We keep your stocktaking records for as long as we are working for you, and afterwards for as long as we need them for accounting, tax and legal purposes — normally six years. Enquiries that do not turn into work are kept only for a reasonable period. Portal accounts are closed when your engagement with us ends.

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8. Your rights

You have the right to ask us for a copy of the personal information we hold about you, to have it corrected if it is wrong, and in certain circumstances to have it deleted, to restrict how we use it, to object to our using it, or to receive it in a portable form. To exercise any of these, contact us using the details in section 1 and we will respond within one month.

If you are unhappy with how we have handled your information, you are entitled to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would much rather you came to us first, so that we have the chance to put it right.

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9. Cookies and this website

Our website is built and hosted on Wix, which sets the cookies the site needs in order to work properly and to give us basic information about how it is used. The first time you visit you are asked to approve them, and your choice is remembered afterwards. You can change or withdraw it at any time through your browser settings.

We do not use your visit to this website to send you marketing.

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10. Marketing

We do not send marketing emails or newsletters. If that ever changes we will ask for your permission first, and every message would carry a simple way to stop receiving them.

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11. Changes to this notice

We may update this notice from time to time. The date at the bottom tells you when it last changed.

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Maynards Stock Auditors Ltd · company number 10693247 · registered in England & Wales
8 George Street, Barnton, Northwich, Cheshire CW8 4JQ · info@maynards.org.uk · 0800 368 8940

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Last updated 22 September 2026