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Who We Are:

AKT Accountancy is a firm of Chartered Accountants providing accountancy and tax advisory services.

At AKT Accountancy we are committed to meeting all legal requirements for processing data. This notice will tell you how we look after your personal data, about your privacy rights, and about our compliance with and your protections under Data Protection Legislation. It forms part of our Terms and Conditions.

Introduction:

The Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR) requires organisations that process personal data to meet certain legal obligations. We are a data controller within the meaning of the Act and we process personal data.

We are committed to complying with the requirements of the DPA and GDPR. As a result, we confirm that personal information we process will only be held (or otherwise processed) to the extent necessary to provide the agreed professional services and for any other purpose specifically agreed.

Our Data Protection Officer:

The Data Protection officer, is Amrat Thorpe, who can be contacted about anything to do with your personal data and data protection, including to make a subject access request, using the following details: Email address: info@aktaccountancy.co.uk
Postal address: 59 Woodland Drive, Watford, WD17 3BY Telephone number: 07950 953065.

Information Collected:

We are entering into a contract with you and will be processing data in order to fulfil our contractual obligations. In order to provide the agreed services, we need to collect, retain and process personal data about you. This data is needed in order to:

Take you on and retain you as a client according to the provisions of UK laws and professional regulations (e.g. anti-money laundering requirements).

Prepare and file accounts and tax returns.

Provide advice on tax and national insurance liabilities.

Provide ad hoc advice.

If the information required is not provided, we may not be able to provide the required services which would trigger the disengagement provisions in the terms and conditions.

The personal data that we may collect and process will include but is not limited to:
 

  • Names and addresse

  • Email addresse

  • Telephone numbers

  • Information held by HMRC.

  • Information required to prepare tax returns.

  • Information required to prepare your accounts.

  • Correspondence between us

  • How Information is Collected


We collect information that is supplied about you from:
 

  • You

  • A spouse/partner

  • HMRC

  • Your organisation

  • Electronic ID verification providers

  • Other third parties (e.g. banks, investment managers etc) as authorised by you.

  • How Your Information is Used

  • We may use information we hold about you:

  • To provide services under the contract in force between us

  • To contact you about other services we provide which may be of interest to you if you have consented to us doing so.

  • To meet other legal and regulatory requirements.

  • For other legitimate interests.


Where we use subcontractors, they will comply with General Data Protection Regulation (GDPR) requirements.

Data retention:

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration the requirements of our business and the services provided, any statutory or legal obligations and the purposes for which we originally collected the personal data.

When acting as a data controller and in accordance with recognised good practice within the tax and accountancy sector we will retain all of records relating to you as follows:

Where tax returns and accounts have been prepared it is our policy to retain information for seven years from the end of the tax year to which the information relates.

Where ad hoc advisory work has been undertaken it is our policy to retain information for seven years from the date the business relationship ceased.

Where we have an ongoing client relationship permanent information (the data supplied by you and others which is needed for more than one year’s tax and accounts compliance) including, for example, capital gains base costs and claims and elections submitted to HMRC, are retained throughout the period of the relationship but will be deleted seven years after the end of the business relationship unless we are asked to retain it for a longer period by our clients.

Under the Money Laundering Regulations (MLR 2017) personal data must normally be destroyed within specified time limits but where contractual agreement is in place this is taken as agreement under Regulation 40 (5) MLR 2017 to retain records for the longer period of seven years.

Lawful basis for processing personal data

We may process your personal data for purposes necessary for the performance of our contract with you.

We may use your personal data to:

carry out our obligations arising from any agreements entered into between you and us (which will most usually be for the provision of our services);

carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a subcontractor, supplier or customer of our client;

provide you with information related to our services and our events or seek your thoughts and opinions on the services we provide; and

notify you about any changes to our services.

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Transferring Personal Data Outside the United Kingdom (UK)

We will not transfer the personal data we collect about you outside of the UK.

Data Sharing:

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us, or where we have another legitimate interest in doing so. This may include sharing your personal data with a regulator or to otherwise comply with the law.

“Third parties” includes third-party service providers. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, administration services and marketing services. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.

Examples of third parties we will share information with include but is not limited to:

HMRC:

other third parties you require us to correspond with (for example, finance providers, pension providers (including auto-enrolment) and investment brokers.

subcontractors who are bound by the same professional and ethical obligations as the principals and employees of the practice.

an alternate appointed by us in the event of incapacity or death. Details of the name and address of this individual will be provided on request.

tax insurance providers

professional indemnity insurers

our professional body or an external reviewer in relation to quality assurance.

We need to give information to these other parties in order to fulfil our contractual obligations to you and therefore it is not possible to opt out of the provision of information to these parties. If you ask us not to provide information we may need to cease to act.

Data Security:

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Your duty to inform us of changes:

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by emailing us at info@aktaccountancy.co.uk

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.

Request correction of the personal data that we hold about you.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email info@aktaccountancy.co.uk.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee for the administrative costs of complying with the request if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Deleting your Records (the Right to Erasure)

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email us at info@aktaccountancy.co.uk.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

Right to Withdraw Consent:

Where you have consented for us to contact you with details of other services, we provide we may continue to process your data and contact you for that purpose after our contractual relationship ends. You may withdraw consent for the firm to contact you in relation to details of other services we provide at any time during the performance of the contract or thereafter. We will then cease to process your data but only in connection with contacting you with details of other services we provide. Note that the withdrawal of consent does not make the other bases on which we are processing your data unlawful. We will therefore continue to process your data under the terms of our contract and for other reasons set out in this privacy notice.

Complaints:

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 us at info@aktaccountancy.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

Google Cookies:

AKT Accountancy uses Google Analytics to gain insights from this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store and use this information. Google’s privacy policy is available at: https://www.google.com/policies/privacy/

Links to other websites:

Our website may contain links to other websites of interest. We have no control over the contents of those sites or resources, and cannot be responsible for the protection and privacy of your information on that site.

Changes to this Notice:

Any changes we may make to our privacy notice in the future will be update on our website.
This privacy notice was last updated on 17 June 2024

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