Data Protection: Guidance on Data Accuracy and Rectification

Introduction

Data protection law imposes obligations on users to ensure the accuracy of the personal data that is processed and it must be kept up to date where necessary.

The PTP Suite has several features to assist users with data accuracy:

• The unique integration of PTP eliminates the need to duplicate data entry and improves data accuracy

• PTP is updated throughout the year for legislative updates to ensure that the compliance and validation rules built into the software are up to date

• Online filing validation is carried out within the product before submission to Companies House / HMRC, reducing the risk of the Accounts / Tax Return being rejected  

• Pre-population of client data made available via MTD can be imported directly into Tax Platform  

• Most fields also include a spell check, this can also be called from any field using the F7 key. In Accounts Production, the spell check feature for the narrative field can be disabled / enabled for each user via Setup | Posting Screen. For more information see online help How to Enable / Disable the Spell Checker Option.

Also, access to PTP and any sensitive client data may be restricted in several ways potentially preventing rectification to client information in specific scenarios:

1. Group permissions are used to set permissions on the level of access the user has to Accounts Production, for example, full access, restricted access, read only and no access. For more information see online help PTP General: Staff Group Permissions and PTP General: Permissions.

2. Staff privileges can be placed on the areas of the system each user has access to in Accounts Production, for example, common privileges as well as privileges which are specific to Accounts Production. For more information see online help PTP General: Staff Privileges.

3. Confidential client feature allows the user to set a password on a client and thereby restricting staff access to the client to only those with the password. This feature can assist in restricting access to a client to ensure there is a block on processing activities within Accounts Production if necessary. See KB IAS-1794: How to password protect a client.

4. Enhanced security in Tax / CT Platform and Tax Expense provides a facility to restrict certain users from running parts of the system, for example, full access, restricted access, read only and no access.

5. Protect client feature in Tax / CT Platform allows the user to render the client invisible to all other users except the user protecting the client but also offers additional restriction to protect the client. A password protect feature is also available in Tax Expense.

Data can also be rectified and resubmitted to Companies House and HMRC (within the limits of what is defined / regulated by Companies House and HMRC). To rectify information with either government body consult with them on their processes around rectification of any data submitted and accepted by them.