Privacy Policy for Williams and Rose Accountants

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 1. Introduction

We take your privacy seriously and are committed to protecting your personal data. This privacy notice explains how we collect, use, and store your information when you use our services, visit our website www.williamsandroseaccountants.comor correspond with us. 

We are a Data Controller under the UK GDPR. 

2. Data We Collect

We collect personal data necessary to provide professional accounting, tax, and payroll services. This includes: 

• Identity      Data: Names, date of birth, National Insurance number, UTR numbers,      Passport/Driving Licence (for ID checks).
• Contact      Data: Address, email, phone numbers.
• Financial      Data: Bank details, income, expenses, tax records, payroll      information.
• Technical      Data (Website): IP address, browser type, cookies (see Website Cookie      Policy). 

3. How We Use Your Data (Lawful Bases)

We process your data under the following legal bases:

• Contractual      Necessity: To provide services outlined in our engagement letter      (e.g., preparing accounts, tax returns, payroll).
• Legal      Obligation: To comply with HMRC, Companies House, and Money      Laundering Regulations 2017.
• Legitimate      Interests: To run our business, respond to enquiries, and send      relevant industry updates.
• Consent: To      send marketing materials (which you can withdraw at any time). 

4. Who We Share Data With

We may share your data with:

• HMRC,      Companies House, and other government bodies.
• Our      secure cloud-based software providers (e.g., Xero, Sage, QuickBooks,      TaxCalc).
• Subcontractors      acting on our behalf.
• Our professional indemnity insurers. 

We do not sell your personal data. Where data is transferred outside the EEA, we ensure it is protected by appropriate safeguards (e.g., data processing agreements). 

5. Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, including encryption, secure file sharing portals, and restricted access. 

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including to satisfy legal, accounting, or reporting requirements. 

• Tax      Records: Generally retained for 7 years from the end of the relevant      tax year.
• Client      Relationship Data: Generally 7 years after the business relationship      ceases. 

7. Your Rights

Under GDPR, you have the right to: 

• Access: Request      a copy of your data (Subject Access Request).
• Rectification: Correct      inaccurate data.
• Erasure: Request      deletion of your data (right to be forgotten).
• Restriction/Objection: Limit      or object to processing. 
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To exercise these rights, please contact Rebecca Williams rebecca.williams@williamsandroseaccountants.com 

8. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (https://ico.org.uk/concerns/)