Style Accountants Limited
Privacy
Policy – Updated May 2018
Style Accountants Limited, established in 2008, is a
privately owned Chartered Certified Accountancy Practice. Style Accountants Limited respects our
clients’ privacy. We understand how our
clients’ personal data is used and we take the privacy of our clients very
seriously.
Please read this Privacy Policy carefully, and ensure
you understand it.
Who we are:
·
Style
Accountants Limited
·
Our
VAT number is 929 3337 04
·
We
are a member of and regulated by the Association of Chartered Certified
Accountants (ACCA).
We serve a cross section of industry verticals, from
Actors and Actresses to Clothing Retailers, Ice Cream producers, PR companies,
Architects, Property Developers and all manners of self-employed trades people.
Our team of highly skilled staff, hands-on management
style and innovative use of technology allow us to interact with our clients
whether by phone, email or post and deliver a tailored solution for each client’s
specific accountancy needs.
As an organisation, we recognise the importance of
client confidentiality and their information security needs, and to this end we
are fully committed to satisfying the requirements of the new GDPR Standard as
they relate to our business activities and operations and we will strive to
continually improve our information security management system over time.
As an organisation, we shall:
·
Ensure
that management and employees comply with the requirements of the information security
management system;
·
Clearly
and unambiguously set out the company policies in relation to the management of
information, hardware, software and other related assets;
·
Ensure
our employees and IT systems do not infringe any related laws or regulations;
·
Minimise
the risk of damage to company and customer assets, information, reputation,
hardware, software and data;
·
Manage
risks in a systematic manner through the identification of risks,
implementation of control measures and ongoing monitoring and review, including
the criteria for risk acceptance, in line with the requirements of our
information security management system;
This policy has been communicated to all of our employees
and associates at all functions and levels.
Your Rights:
You have certain rights as a data subject under the
General Data Protection Regulation (GDPR), which governs the collection,
processing and disposal of personal data by organisations such as ours.
In relation to personal data about you, you have the
right:
·
To
be informed about how and why we collect and use the data.
·
To
be given access to the data we hold.
·
To
have inaccurate or incomplete data rectified.
·
To
ask us to delete personal data (if within certain time frames)
·
To
prevent us from processing the data further.
·
To
object to us using the data for particular purposes.
Please contact us if you have any complaint about our
processing of your personal data. If you
are not satisfied with the way we deal with this issue, you have the right to
lodge a complaint with the Information Commissioner’s Office (ICO), which is
the body in charge of supervising personal data use in the UK.
What data do we
collect?
If you communicate with us by e-mail, we will collect
your name and e-mail address and any other content that you send us in the body
of the email. If you write to us by post
we will collect all the personal information you have chosen to send us within
that correspondence. If you deliver by
hand/parcel information contained in hard format, disk or memory stick we will
collect all the personal information you have chosen to provide to us. For the purposes of our services provided to
you by mutual agreement, this information can contain very sensitive data
including (not in all cases) but possibly extending to and not limited to:
1. A client’s
name.
2. A client’s
address.
3. A client’s
date of birth.
4. A client’s
National Insurance Number.
5. A client’s
Unique Taxpayer Reference Number.
6. Details of
a client’s marital status.
7. Details of bank account numbers and sort
codes and in some cases bank login details.
8. Nationality of a client.
9. A copy of a client’s passport, utility
bill, drivers licence or anything else proving a home address.
10. A Credit Safe report confirming the
client’s validity for anti-money laundering regulations.
11. A client’s qualifications.
12. Phone numbers for a client.
13. PAYE reference numbers relating to any
employed income.
14. Details of income and expenses, in most
cases this will be expanding for more than 6 years to adhere to current HMRC
guidelines. This can apply to trades
and/or property income and expenses.
15. Details of a client’s directorships.
16. Details of any company secretarial roles
held by a client (Companies Act 2006).
17. Details of any employments undertaken by a
client, including salary details and information relating to benefits in kind.
18. Details of membership to share schemes by a
client.
19. Details of client’s pension schemes and
contributions made.
20. Details of state benefits received by a
client.
21. Details of state pensions received by a
client.
22. Details of properties owned by a client in
the UK or abroad.
23. Details of all foreign income received
including earned income, interest received, dividend income received and
benefits etc.
24. Details of any trust income.
25. Details of any trade income.
26. Details of any estate income.
27. Details of any inheritance income.
28. Details of bank accounts held and any
income received.
29. Details of Building Society accounts held
and any income received
30. Details of bonds held and any income
received.
31. Details of NSB Accounts held and any income
received.
32. Details of Mortgages held, outstanding
balances and interest paid.
33. Details of shareholdings held in any
company be it foreign, in the UK to include private companies and plc’s.
34. Dividend income information and share
certificates held.
35. Details of financial gains. Ie. life insurance
policies and chargeable events.
36. Details of pension schemes held.
37. Details of any loans.
38. Details of any charitable donations made.
39. Details of business investments.
40. Details of child benefit claims and amounts
received. Children’s names, date of
birth and ages.
41. Details of tax liabilities.
42. Access and details to client tax records
via phone and internet. HMRC via 64-8
authority and FBI2.
43. Client’s accounting records. These can be in hard format ie. accounting book, receipts, invoice books, cheque books,
paying in books, bank statements, credit card statements, agent statements,
commission statements, rental/management agent statements, trial balance,
nominal ledgers, aged debtors, creditors reports, purchase ledgers, sales
ledgers and receipts.
44. Property purchase and sales completion
statements for properties held/owned by clients. The originals, copies or
scans.
45. CIS
statements detailing income and tax paid for clients.
46. Memory
sticks providing confidential information provided to us by clients.
47. Data files
emailed to us by clients providing us with confidential accounting information.
48. Client’s
email addresses.
49. Details of benefits received via an
employment by a client as declared on a P11D.
The originals, copies or scans.
50. Statutory register entry details for
directors/shareholders/secretaries and people of significant control.
51. Login and Password Information to access
certain databases (provided by client).
52. Company Authentication Codes.
53. We may hold original documentation in
locked storage such as completion statements, dividend certificates and EIS
documentation etc.
As a working Chartered Certified Accountancy practice we
are required to hold and protect this data for a minimum of six clear financial
years. This may affect your rights to
ask us to delete personal data as we are required by HMRC and Anti-Money
Laundering Regulations (June 2017) to keep information for this 6 year minimum.
How is your data used ?
We will process and store your data to contact you by
phone, email or post. We do not and will not use your data for marketing
purposes.
All other data we hold is used to provide our services
to you as agreed in our letters of instruction, discussions and emails to
include (and not limited to) all the services offered by accountancy practices
such as:
The processing of:
Self-assessment
tax returns
Corporation
Tax returns
Trust
Tax returns
Partnership
Tax Returns
LLP
Tax Returns
Sole
Trade Accounts
Limited
Company Accounts
LLP
Accounts
Partnership
Accounts
VAT
Returns
Payroll
Services
CIS
Returns
Financial
References
Forms
P11D(b) and P11Ds
Book
Keeping
Statutory
Books and Records, including minute books
Other services include (but not limited to):
Accountancy
and Taxation advice
Future
tax planning advice
Cash
flow forecasts
You have the right to withdraw your consent to our use
of your personal data at any time. You
may request that we delete it but this may not be possible depending on the
time scales mentioned above under the heading What Data do we collect ?
We will not share, unless you authorise us to, your
personal data with anyone at any time.
How and Where do we
store your data ?
Your data will only be stored in the UK.
The steps we take to secure your data include:
·
Encrypted
server to server emails.
·
Password
protected computer software.
·
Locked
and pass number protected offices.
·
Locked
storage areas.
Accessing your data
You are entitled to make a Subject Access Request under
the GDPR. This means you can request a
copy of the personal data we hold about you, free of charge. We will provide any or all information in
response to your request, within a calendar month of receiving a written
request from you.
Contact Details
If you have any questions about this Policy, or you wish
to make a Subject Access Request, then please contact us as follows, making
your request or query clear:
Mr Adam J. Style,
FCCA
Style Accountants Limited
Bank House
Southwick Square
Southwick
West Sussex BN42
4FN
01273 597343
Amending the Policy
We may change this policy from time to time, in response
to the changes in the law or for operation reasons. Any changes will immediately be posted on our
website. You should, therefore,
regularly review this Policy.
Last Updated May 2018.
Style Accountants Limited is registered in the UK, Company Number 06542061