Data Protection: Guidance on data accessibility and portability

Introduction

Data protection law identifies that a data controller has a responsibility to supply all personal data held about an individual (data subject) if requested. Within IRIS Accountancy Suite (IAS) this may cover data recorded, reports, and/or screenshots. This right allows individuals to know what data you hold on them (right to access) as well as to obtain and reuse certain personal data for their own purposes across different services in a structured, commonly-used machine-readable open format, for example, CSV files (right to data portability).

In IRIS Accountancy Suite (IAS) there are:

several reports available where client specific information can be generated into reports, outputted to Word, PDF or even Excel.
various methods to manually create a CSV from the data in IRIS including most reports when selected to send to Word can be changed to be ASCII Word Processor format which effectively creates a CSV formatted file of the report.
screenshots of data are considered an acceptable method of returning data although these may not be appropriate if data portability is required.
the SQL database can be interrogated using SQL views to obtain the client data, however it is worth noting that this database is a complex structure and requires a detailed understanding of the IAS SQL database and SQL, therefore this method of obtaining data may not be effective for most data controllers and will require a SQL expert to achieve this.
the client extract feature may be used to extracting information relating to an individual client from the IAS database, and to replace the data onto a client in the same location or to a different instance of IAS. The extract option can be run from:

Accounts Production - see KnowledgeBase article IAS-11719: How do I carry out an Extract and Replace within Accounts Production?
Personal Tax – see KnowledgeBase article IAS-11079: How to extract a client from within Personal Tax.

All comprehensive client data and output options are listed in the table below.

Generally, if a client is asking for information based on historic reports, the static copies of the reports saved in, for example, Communication Tracking or printed, at the time are the most accurate version that should be supplied to them. However if the documentation and details need to be regenerated within IAS there are many reports or data outputs available that includes the clients data.

Click the links below to jump directly to a product:

IRIS General
IRIS Accounts Production
IRIS Company Secretarial
IRIS Company Formations
IRIS Personal Tax
IRIS Business Tax
IRIS Trust Tax
IRIS Fixed Asset Register
IRIS P11D
IRIS Practice Management

To obtain the maximum amount of applicable data within IAS pertaining to the data subject, the following reports and output methods can be used:

IRIS General

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS General
Client List	Client Browser \| Generate Client List report \| <select criteria> \| OK	✓	✓	✓	✓	✓
Client Summary Sheet	Client \| View \| Print \| Single Sheet Summary	✓	✓	✓	✓	✓
Client Maintenance Data Export	Client \| View \| Advanced \| Client Maintenance Data Export					✓	JSON, XML, CSV
64-8	Client \| View \| 64-8 \| Print	✓	✓
Staff Browser	File \| System Maintenance \| Staff \| Staff Maintenance \| Print \| Simple Hardcopy	✓	✓	✓	✓	✓
Staff List	File \| System Maintenance \| Staff \| Staff Maintenance \| Print \| Staff List	✓	✓	✓	✓	✓
Audit Trail	File \| System Maintenance \|Practice \| Audit Trail \| Export					✓	CSV

IRIS Accounts Production

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Accounts Production
Limited Companies
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - LTD \| OK	✓	✓	✓	✓	✓
Interactive Report - Full set	Reports \| Annual \| Interactive \| Report/Document - LTD \| OK	✓				✓
Working Papers Print	Reports \| Annual \| Interactive \| Report/Document - LTD \| OK \| Working Papers tab \| Print	✓				✓
iXBRL Report - Full set Report - Full set	Reports \| Annual \| iXBRL \| Report/Document - LTD \| OK \| PrintiXBRL \| Report/Document - LTD \| OK \| Print					✓	iXBRL
iXBRL Tag Report Tag Report	Reports \| Annual \| iXBRL \| Report/Document - LTD \| OK \| Show Tag Report \| PrintiXBRL \| Report/Document - LTD \| OK \| Show Tag Report \| Print	✓				✓	CSV
Limited Liability Partnerships
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document – LLP \| OK	✓	✓	✓	✓	✓
Interactive Report - Full set	Reports \| Annual \| Interactive \| Report/Document - LLP \| OK	✓				✓
Working Papers Print	Reports \| Annual \| Interactive \| Report/Document - LLP \| OK \| Working Papers tab \| Print	✓				✓
iXBRL Report - Full Set	Report - Full Set Reports \| Annual \| iXBRL \| Report/Document - LLP \| OK \| PrintiXBRL \| Report/Document - LLP \| OK \| Print					✓	iXBRL
iXBRL Tag Report Tag Report	Reports \| Annual \| iXBRL \| Report/Document - LLP \| OK \| Show Tag Report \| Print iXBRL \| Report/Document - LLP \| OK \| Show Tag Report \| Print	✓				✓	CSV
Partnerships and Sole Traders
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - PSN \| OK	✓	✓	✓	✓	✓
Interactive Report - Full set	Reports \| Annual \| Interactive \| Report/Document - PSN \| OK	✓				✓
Working Papers Print	Reports \| Annual \| Interactive \| Report/Document - PSN \| OK \| Working Papers tab \| Print	✓				✓
Doctors
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - DOC \| OK	✓	✓	✓	✓	✓
Interactive Report - Full set	Reports \| Annual \| Interactive \| Report/Document - DOC \| OK	✓				✓
Working papers print	Reports \| Annual \| Interactive \| Report/Document - DOC \| OK \| Working Papers tab \| Print	✓				✓
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - CHA \| OK	✓	✓	✓	✓	✓
iXBRL Report - Full set	Report - Full set Reports \| Annual \| iXBRL \| Report/Document - CHA \| OK \| PrintiXBRL \| Report/Document - CHA \| OK \| Print					✓	iXBRL
iXBRL Tag Report Tag Report	Reports \| Annual \| iXBRL \| Report/Document - CHA \| OK \| Show Tag Report \| PrintiXBRL \| Report/Document - CHA \| OK \| Show Tag Report \| Print	✓				✓	CSV
Unincorporated charity
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - CHA \| OK	✓	✓	✓	✓	✓
Pension scheme
Annual Report - Full set	Reports \| Annual \| Standard \| Report/Document - PEN \| OK	✓	✓	✓	✓	✓
Interactive Report - Full set	Reports \| Annual \| Interactive \| Report/Document - PEN \| OK	✓				✓
Working Papers Print	Reports \| Annual \| Interactive \| Report/Document - PEN\| OK \| Working Papers tab \| Print	✓				✓
For client types which can be electronically filed
Submit Electronic Accounts – Created/Submitted	Reports \| Submit CH E-File Accounts, Created/Submitted tab, Simple Hardcopy	✓	✓	✓		✓
Submission Status	Reports \| Submission Status	✓	✓	✓	✓	✓
All client types excluding charities
Lead Schedules	Reports \| Annual \| Standard
Management Report	Reports \| Management \| OK, Select report \| OK \| MAN	✓	✓	✓		✓
Multiple Year Trial Balance	Reports \| Multiple Year Trial Balance	✓	✓	✓	✓	✓
Variance Trial Balance	Reports \| Variance Trial Balance	✓	✓	✓	✓	✓
Detailed Trial Balance	Reports \| Detailed Trial Balance	✓	✓	✓	✓	✓
Extended Trial Balance	Reports \| Extended Trial Balance	✓	✓	✓	✓	✓
Basic Trial Balance	Reports \| Basic Trial Balance	✓	✓	✓	✓	✓
Branches	Edit \| Branches, Print	✓	✓	✓		✓
Enterprises (for farm clients)	Edit \| Enterprises \| Print	✓	✓	✓	✓	✓
Charities (incorporated and unincorporated)
Funds	Edit \| Funds \| Print	✓	✓	✓		✓
Activities	Edit \| Activities \| Print	✓	✓	✓		✓
Grants	Edit \| Grants \| Print	✓	✓	✓		✓
Support Costs	Edit \| Support Costs \| Print	✓	✓	✓		✓
Partnerships & Limited Liability partnerships only
Partner Profit Shares	Edit \| Partners/Members Profit Shares					✓
All client types
Carry Forward Log	Edit \| Bring Forward Client Data \| <select period> \| Yes \| Yes	✓	✓	✓	✓	✓
Import Maps	Edit \| Import Maps, select Map, Change \| Print	✓	✓	✓		✓
Posting Schedules	Reports \| Schedules	✓	✓	✓	✓	✓
VAT	Reports \| VAT	✓	✓	✓		✓
Nominal Ledger	Reports \| Nominal Ledger	✓	✓	✓	✓	✓
Posting List	Reports \| Posting List	✓	✓	✓	✓	✓
Specific Account/Group Descriptions Report	Reports \| Accounts/Group Descriptions	✓	✓	✓	✓	✓

IRIS Company Secretarial

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Company Secretarial
Customisable report	Client \| View \| Print \| Customisable Report for single or multiple business clients	✓	✓	✓	✓
Company Forms (Singularly)	Reports \| Company Forms		✓	✓		✓	XML
Company Forms (Multiple)	Reports \| Multiple Forms, select Printing and Include E-Filed events. Also tick Include previously printed documents, click OK \| Process to re-print all forms for the client		✓	✓
Share Certificates	Edit \| Share Register \| Share Types tab\| View each Share Type \| Certificates			✓		✓
Tax vouchers	Edit \| Share Register \| Dividends tab \| View \| Print Voucher select Share Type			✓		✓
Transfer Forms	Edit \| Share Register \| Transfers tab \| View each Share Transfer\| Transfer Form			✓		✓
Deed of Waivers	Edit \| Share Register \| Members tab \| View \| Waivers			✓		✓
Meetings	Edit \| Meetings \| View \| Minutes			✓		✓
Resolutions	Edit \| Meetings \| View \| Minutes \| Resolutions tab\| Print			✓		✓
Group Browser	Edit \| Group Browser	✓	✓	✓		✓
Company Registers	Reports \| Company Registers \| Select all registers \| Print	✓	✓	✓		✓
Client History	Administration \| Client History	✓	✓	✓	✓	✓

IRIS Company Formations

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Company Formations
Customisable report	Client \| View \| Print \| Customisable Report for single or multiple business clients	✓	✓	✓	✓	✓
Incorporation Forms	Reports \| Incorporation Forms	✓	✓			✓
Memorandum and Articles of Association	Reports \| Memorandum and Articles	✓	✓	✓		✓
Share Certificates	Edit \| Share Register \| Share Types tab\| View each Share Type \| Certificates			✓		✓
Tax vouchers	Edit \| Share Register \| Dividends tab \| View \| Print Voucher select Share Type			✓		✓
Transfer Forms	Edit \| Share Register \| Transfers tab \| View each Share Transfer\| Transfer Form			✓		✓
Deed of Waivers	Edit \| Share Register \| Members tab \| View \| Waivers			✓		✓

IRIS Personal Tax

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Personal Tax
Self-Assessment Tax Return	Reports \| Self-Assessment Tax Return	✓	✓			✓
Schedules of Data	Reports \| Schedules of Data					✓
R40	Reports \| R40	✓	✓			✓
All Computations	Reports \| All Computations	✓	✓	✓		✓
Trade Computation	Reports \| Trade Computation	✓	✓	✓		✓
Tax Computation	Reports \| Tax Computation	✓	✓	✓		✓
Capital Gains Computation	Reports \| Capital Gains Computation	✓	✓	✓		✓
SA303	Administration \| SA303	✓	✓			✓
Paper Checklist	Administration \| Paper Checklist \| <select> \| OK	✓	✓	✓		✓
Foreign Tax Credit Relief	Reports \| Foreign Tax Credit Relief	✓	✓	✓		✓
Foreign Tax Credit Relief for Capital Gains	Reports \| Foreign Tax Credit Relief for Capital Gains	✓	✓	✓		✓
Student Loan Repayment Computation	Reports \| Student Loan Repayment Computation	✓	✓	✓		✓
High Income Child Benefit Charge Computation	Reports \| High Income Child Benefit Charge Computation	✓	✓	✓		✓
Capped Allowable Trading Losses & Reliefs	Reports \| Capped Allowable Trading Losses and Reliefs	✓	✓	✓		✓
Top Slicing Relief Computation	Reports \| Top Slicing Relief Computation	✓	✓	✓		✓
Farmers' / Creative Averaging Computation	Reports \| Farmers' / Creative Averaging Computation	✓	✓	✓		✓
Residential Finance Costs computation	Reports \| Residential Finance Costs computation	✓	✓	✓		✓
UTR List	Administration \| UTR List	✓	✓	✓	✓	✓
Overdue Accounts	Administration \| Overdue Account list	✓	✓	✓	✓	✓
Exported Clients	Administration \| Exported Client list	✓	✓	✓	✓	✓

IRIS Business Tax

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Business Tax
CT600	Reports \| CT600 \| Enhanced/Basic	✓	✓			✓
Partnership Tax Return	Reports \| Partnership Tax Return	✓	✓			✓
SA700	Reports \| Print SA700 Return	✓	✓			✓
Corporation Tax	Reports \| Corporation Tax	✓	✓	✓		✓	iXBRL
Schedules of Data (SA700)	Reports \| Schedules of Data	✓	✓	✓		✓
Trade Profit (Loss) Computation	Reports \| Trade Profit (Loss) Computation	✓	✓	✓		✓
Tax Computation (SA700)	Reports \| Tax Computation	✓	✓	✓		✓
Trade Computation (SA700)	Reports \| Trade Computation	✓	✓	✓		✓
Capital Gains Computation (SA700)	Reports \| Capital Gains Computation	✓	✓	✓		✓
Fixed Assets	Reports \| Fixed Assets	✓	✓	✓	✓	✓
Capital Allowances	Reports \| Capital Allowances	✓	✓	✓		✓
Capital Assets	Reports \| Capital Assets					✓
Building Allowances	Reports \| Building Allowances	✓	✓	✓		✓
Posting Data	Reports \| Posting Data	✓	✓	✓		✓
Additions	Reports \| Additions	✓	✓	✓		✓
Short Life Assets	Reports \| Short Life Assets	✓	✓	✓		✓
Self Assessment Details	Reports \| Self Assessment Details Report	✓	✓	✓		✓
Partners' Profit Shares	Reports \| Partners' Profit Shares	✓	✓	✓		✓
Loans to Participators	Reports \| Loans to Participators	✓	✓	✓		✓
Group & Consortium	Reports \| Group and Consortium	✓	✓	✓		✓
Deferred Tax	Reports \| Deferred Tax	✓	✓	✓		✓
Bring Forward Data	Edit \| Bring Forward	✓	✓	✓		✓
Client account	Administration \| Client Account \| Print \| Select	✓	✓	✓	✓	✓
Quarterly Instalment Payments Workings	Administration \| Client Account \| Quarterly Instalment Payments					✓

IRIS Trust Tax

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Trust Tax
SA900 Trust & Estate	Reports \| SA900 Trust and Estate	✓	✓			✓
SA901 Trust & Estate Trade	Reports \| SA901 Trust and Estate Trade	✓	✓			✓
SA901L Trust & Estate Lloyd's Underwriters	Reports \| SA901L Trust and Estate Lloyd's Underwriters	✓	✓			✓
SA902 Trust & Estate Partnership	Reports \| SA902 Trust and Estate Partnership	✓	✓			✓
SA903 Land & Property	Reports \| SA903 Land and Property	✓	✓			✓
SA904 Foreign	Reports \| SA904 Foreign	✓	✓			✓
SA905 Capital Gains	Reports \| SA905 Capital Gains	✓	✓			✓
SA906 Non- residence	Reports \| SA906 Non- residence	✓	✓			✓
SA907 Charities	Reports \| SA907 Charities	✓	✓			✓
SA923 Estate Pension Charges	Reports \| SA923 Estate Pension Charges	✓	✓			✓
Schedules of Data	Reports \| Schedules of Data	✓	✓	✓		✓
Form R185	Reports \| Form R185	✓	✓			✓
Form 50(FS)	Reports \| Form 50(FS)	✓	✓			✓
41G Trust Enquiry	Reports \| 41G Trust Enquiry	✓	✓			✓
Trade Computation	Reports \| Trade Computation	✓	✓	✓		✓
Tax Computation	Reports \| Tax Computation	✓	✓	✓		✓
HS275 Entrepreneurs' Relief Claim Form	Reports \| HS275 Entrepreneurs' Relief Claim Form	✓	✓			✓
Capital Gains Computation	Reports \| Capital Gains Computation	✓	✓	✓		✓
Foreign Tax Credit Relief	Foreign Tax Credit Relief Reports \| Foreign Tax Credit Relief	✓	✓	✓		✓
Foreign Tax Credit Relief for Capital Gains	Reports \| Foreign Tax Credit Relief for Capital Gains	✓	✓	✓		✓
Bring Forward Data	Edit \| Bring Forward \| Print report	✓	✓			✓

IRIS Fixed Asset Register

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Fixed Asset Register
Asset Details	Reports \| Asset Details	✓	✓	✓	✓	✓
Asset Summary	Reports \| Asset Summary	✓	✓	✓	✓	✓
Asset Group Summary	Reports \| Asset Group Summary	✓	✓	✓	✓	✓
Additions/Disposals	Reports \| Additions Disposals	✓	✓	✓	✓	✓
Lease/HP Lead Schedule	Reports \| Lease HP Lead Schedule	✓	✓	✓	✓	✓

IRIS P11D

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS P11D
P11D	Reports \| Print P11D	✓	✓			✓
P11D(b)	Reports \| Print P11D(b)	✓	✓			✓
P11D Car Benefit Report	Reports \| Print P11D Car Benefit Report	✓	✓	✓		✓
Class 1A NIC	Reports \| Print Class 1A NIC	✓	✓	✓		✓
Personnel lists	Reports \| Print Personnel lists	✓	✓	✓		✓
Checklist	Reports \| Print Checklist	✓	✓	✓		✓
P11D client companies	Reports \| Print P11D client companies	✓	✓	✓		✓
Employees with cars	Reports \| Print Employees with cars	✓	✓	✓		✓
P46(Car)	Reports \| Print P46(Car)	✓	✓			✓
Loan benefit calculation (1)	Loan benefit calculator	✓	✓	✓		✓

IRIS Practice Management

Report	Access path	Printer	PDF	Word	Excel	On screen	Other
IRIS Practice Management
Data Mining	Staff Control Panel \| Launch Data Mining \| <select criteria> \| Print or Export	✓	✓			✓	CSV
Tasks	Staff Control Panel \| Tasks \| Print or Export	✓	✓	✓		✓	CSV
Job stages	Staff Control Panel \| Job stages \| Print or Export	✓	✓	✓		✓	CSV
Jobs	Staff Control Panel \| Jobs \| Print or Export	✓	✓	✓		✓	CSV
Notes	Staff Control Panel \| Notes \| <select notes> \| Right-click print note from text	✓	✓	✓		✓	CSV
Communications	Staff Control Panel \| Communications \| Print List or Export List	✓	✓	✓		✓	CSV
Tax Summary	Client \| View \| Tax Summary \| Print or Export	✓	✓	✓		✓	CSV
A/P Figures	Client \| View \| A/P Figures \| Print or Export	✓	✓	✓		✓	CSV