Data Protection Privacy Notice
This notice describes how we collect and use personal data. In accordance with the General Data Protection Regulation (GDPR) please read the following carefully to understand our practices regarding your persona data and how we treat it.
To provide you with Accountancy Services, Hobday-Stevens Chartered Accountants will ask and store information about you and your business.
Occasionally, we may receive information from previous Accountants, HMRC, Charity Commission and Companies House, who have been involved in your business affairs, which will we also store in accordance with GDPR.
Information that we collect
We will hold the following information about you:
Your name, address, telephone number, email address & date of birth.
Photo Identification and Address Verification
Details of your HMRC services, such as unique taxpayers reference numbers and national insurance number & tax codes.
Your Companies House Authentication Code, Company Unique Tax Reference, PAYE references, VAT registration number.
Stephanie Stevens is responsible for keeping the information we hold securely.
Our data protection officer, Joanne Oxendale ensures that Hobday-Stevens complies with data protection requirements to ensure that we collect, use, store and dispose of your information responsibly.
The employees of Hobday-Stevens have access to the information they need to complete their role.
How we use your information and who we share it with
To provide you with your agreed Accountancy Services we require up-to-date and accurate information about you.
We act on your behalf as your appointed agents with HMRC, Charity Commission and Companies House.
We use third-party service providers, for IT and clouds based services. All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.
We will not share your data with anyone without your permission, unless there are requirements to do so under Anti Money Laundering guidelines or with the National Crime Agency.
We will only disclose your information on a need-to-know basis and will limit any information that we share to the minimum necessary.
Keeping your information safe
We store your personal information securely on our computer system and your information cannot be accessed by those who do not work for Hobday-Stevens.
Our staff have signed Confidentiality agreements and these are on file, and they understand their legal responsibility to maintain confidentiality and follow procedures to ensure this.
We take precautions to ensure security of our offices and filing systems and we use high-quality specialist software to record and use your personal information safely and effectively. Our computer system has a secure audit trail and we back-up information routinely.
We keep your records for 7 years after the date of your engagement letter, as per our regulatory requirements.
Access to your information and other rights
You have a right to access the information that we hold about you and to receive a copy. You should submit your request in writing to Stephanie Stevens, we have 30 days to respond to your request.
You can also request us to:
– Correct any information that you believe is inaccurate or incomplete. If we have disclosed that information in an agent capacity, we will let them know about the change
– Erase information we hold although you should be aware that, for legal reasons, we may be unable to erase some information due to Regulatory Requirements
– Supply your information electronically to another Accountant
If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email Stephanie Stevens on Steph@hobdaystevens.co.uk
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows:
Information Commissioner’s Office
Telephone – 0303 123 1113 (local rate) or 01625 545 745
Website – https://ico.org.uk/concerns