1. Information We Collect
As a chartered accountancy firm, we require specific data to fulfill our contractual and legal obligations.
Client Identification (KYC):
- Full name, date of birth, and proof of identity (passport/driving license) for Money Laundering Regulations compliance.
- Residential and business addresses.
Financial & Tax Data:
- Unique Taxpayer Reference (UTR), National Insurance numbers, and VAT registration details.
- Bank account details, income statements, payroll data, and bookkeeping records.
- Login credentials for third-party accounting software (e.g., Xero, QuickBooks) where applicable.
Business Information:
- Company registration details, shareholder information, and director details.
- Employee data for payroll processing (salaries, tax codes, pension details).
2. How We Use Your Data
We process your data primarily to provide professional accountancy and advisory services. The table below details specific usage:
| Data Category | Purpose of Processing |
|---|---|
| Tax & Compliance | Preparation and submission of Self Assessment, Corporation Tax, and VAT returns to HMRC. |
| Accounting Services | Preparation of statutory accounts, management accounts, and bookkeeping. |
| Payroll & Pensions | Processing employee payslips, PAYE submissions, and auto-enrolment compliance. |
| Advisory | Providing tax planning, business strategy, and financial forecasting. |
| Regulatory | Conducting anti-money laundering (AML) checks and conflict of interest checks. |
3. Data Protection & Professional Secrecy
We adhere to the strict ethical codes of our professional institute regarding client confidentiality.
- Secure Storage: All physical documents are stored in locked facilities, and digital files are secured on encrypted servers with restricted access.
- Software Security: We utilize industry-leading accounting software protected by multi-factor authentication (MFA).
- Staff Training: All Hayers team members undergo regular training on data protection and client confidentiality.
4. Sharing Your Information
We do not sell your data. However, in the course of providing our services, we may need to share information with:
Government Bodies:
- HMRC (HM Revenue & Customs): For tax submissions and inquiries.
- Companies House: For filing statutory accounts and confirmation statements.
Third-Party Providers:
- Cloud accounting software providers (e.g., Xero, Sage, QuickBooks).
- Audit and legal professionals, only with your prior consent or where legally required.
Legal Obligations:
- We may disclose information if required by law, court order, or relevant regulatory bodies during an investigation.
5. Your Data Rights
Under data protection laws, you have rights concerning the information we hold:
- Right to Access: Request a copy of the personal and financial data held by Hayers.
- Right to Rectification: Request corrections to any inaccurate financial records or personal details.
- Right to Erasure: Request deletion of your data, provided it does not conflict with our legal obligation to retain records for statutory periods (typically 6 years for tax records).
- Data Portability: Request the transfer of your data to another accountant or service provider.
6. Retention of Data
We retain your personal and financial information for as long as necessary to provide our services and satisfy legal, accounting, or reporting requirements. Typically, this includes retaining files for seven years to comply with HMRC and professional indemnity insurance requirements.
7. Contact Us
If you have any concerns regarding this policy or how your data is handled, please contact our Data Protection Officer.
Hayers Chartered Accountants Email: info@hayers.net