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GDPR (General Data Protection Regulation)

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:

Personal Details
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.

Business Details
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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone – 0303 123 1113 (local rate) or 01625 545 745

Website – https://ico.org.uk/concerns

Steph Stevens No Comments

What Is QuickBooks Online?

QuickBooks is an accounting software program used to manage sales and expenses and keep track of day to day business transactions, like invoicing customers and paying bills. QuickBooks Online is the world’s number one cloud accounting solution for small businesses, with over 2 million users worldwide.

How does QuickBooks Online work?

QuickBooks Online is a cloud based Accountancy software. Cloud computing refers to transactions performed over the Internet and the practice does not require you to install software on your computer or own a server. A cloud computing company that sells accounting services provides remote servers and the applications. For a fee, they grant you online access to them for managing and maintaining your financial records.

This program allows you to link your bank account and this will import your transactions directly onto your QuickBooks account and with the mobile app you can keep track in real time.

There are many free Apps available, one of the most popular one is to record expenses. This App simply lets you take a photo of your expenses receipt, upload it onto the App and with a couple of simple tick boxes this will be transferred onto your QuickBooks accounts.

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Steph Stevens No Comments

What You Need to Know about Workplace Pension Auto Enrolment

A workplace pension is a way of saving for your retirement that’s arranged by your employer. Some businesses refer to these as occupational, work, or company pensions.

A percentage of your pay is put into the pension scheme automatically every payday. In most cases, your employer also adds money into the pension scheme for you.

What is Workplace Pension Auto Enrolment?

By October 2018 every employer must provide a Workplace Pension scheme to their staff and make contribution to their pension if they:

  • Are aged between 22 and State Pension age.
  • Earn more than £10,000 a year.
  • Work in the UK.

This is called automatic enrolment.

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Making Tax Digital – What Does it Mean For You?

The Government announced its vision for modernising the tax system at the March Budget 2015 with the Making Tax Digital (MTD) initiative.

The aim of the initiative is to make tax administration more effective, more efficient and easier for taxpayers, through the implementation of a fully digital tax system.

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Top Budget Hacks for Planning and Accounting

Something most rags-to riches stories have in common is that a good budget is always needed to help anyone achieve financial security. If you want to significantly improve your credit, you have to learn how to pace your spending and increase your savings. No matter how much money you have, there will always be something you can spend it all on and become dead broke again.

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