Privacy & Cookie Policy

This policy applies to personal information collected through our website, when you contact us, when you become a client, or when we provide accountancy, tax, payroll, bookkeeping, company secretarial or business advisory services.

1. Information we collect

We may collect and process personal information including:

• your name, address, email address and telephone number;
• business contact details;
• information you provide when completing forms on our website;
• information contained in emails, letters and other correspondence;
• identification documents and verification information required for anti-money laundering checks;
• financial, accounting and tax information;
• payroll, employment and pension information where relevant to services we provide;
• company, partnership, sole trader or landlord records;
• information provided by HMRC, Companies House, banks, software providers or other professional advisers;
• website usage information, including technical information collected through cookies and analytics tools.

We only collect the information we need in order to provide our services, respond to enquiries, meet our legal obligations and manage our business.

2. How we use your information

We may use your personal information to:

• respond to enquiries submitted through our website;
• provide accountancy, tax, payroll, bookkeeping, company secretarial and advisory services;
• prepare and submit accounts, tax returns, VAT returns, payroll reports and other filings;
• communicate with HMRC, Companies House and other relevant organisations on your behalf;
• carry out identity verification and anti-money laundering checks;
• manage our client relationship with you;
• send service updates and information relevant to your affairs;
• maintain our internal records;
• improve our website and services;
• comply with legal, regulatory and professional obligations;
• deal with complaints, disputes or legal claims.

3. Our lawful basis for using your information

We will only use your personal information where we have a lawful basis to do so. Depending on the circumstances, this may include:

• Contract: where we need the information to provide services to you or take steps before entering into an engagement.
• Legal obligation: where we are required to process information to comply with tax, company law, anti-money laundering or regulatory obligations.
• Legitimate interests: where processing is necessary for the running of our business, responding to enquiries, managing client relationships, improving our services or protecting our legal position.
• Consent: where we ask for your consent, for example for certain marketing communications or non-essential cookies.

Where we rely on consent, you may withdraw that consent at any time.

4. Special category information

In some cases, we may process more sensitive information, known as special category data. This could include information relating to health, employment matters or other personal circumstances where it is relevant to the services we provide.

We will only process this type of information where we have a lawful basis and where it is necessary for the work we are carrying out or to meet legal obligations.

5. Who we share your information with

We may share your personal information with third parties where necessary, including:

• HMRC;
• Companies House;
• banks and financial institutions;
• pension providers;
• payroll and accounting software providers;
• cloud storage and IT service providers;
• payment service providers;
• professional indemnity insurers;
• legal advisers and other professional advisers;
• regulatory bodies and professional supervisory bodies;
• anti-money laundering verification providers;
• subcontractors or consultants who support us in providing services;
• law enforcement agencies, courts or public authorities where required.

We will not sell your personal information to third parties.

Where we use third-party service providers, we require them to protect your information and only use it for the purposes for which it was provided.

6. International transfers

Some of the software or cloud-based services we use may store or process information outside the UK.

Where personal information is transferred outside the UK, we will take reasonable steps to ensure appropriate safeguards are in place to protect it in accordance with data protection law.

7. How long we keep your information

We will only keep personal information for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, tax, regulatory and professional obligations.

The length of time we keep information will depend on the nature of the information and the services provided. In many cases, accounting and tax records may need to be retained for a number of years after the end of the relevant period or after our relationship with you ends.

Anti-money laundering records are normally retained for the period required by law after the end of the business relationship or relevant transaction.

When information is no longer required, we will delete it securely or anonymise it.

8. How we protect your information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include secure systems, access controls, password protection, staff training, data backup procedures and secure document storage.

9. Your rights

Under data protection law, you have rights in relation to your personal information. These may include the right to:

• access the personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to delete your personal information in certain circumstances;
• object to certain types of processing;
• ask us to restrict how your information is used;
• request the transfer of your information to another organisation;
• withdraw consent where we rely on consent;
• complain to the Information Commissioner’s Office.

Some rights may not apply in all circumstances, particularly where we need to keep information to comply with legal, tax, accounting or regulatory obligations.

To exercise your rights, please contact us using the details above.

10. Marketing communications

We may occasionally send clients and contacts information that we believe may be relevant, such as tax updates, deadline reminders, newsletters or information about our services.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

We will not send you marketing communications where we are not legally permitted to do so.

11. Links to other websites

Our website may include links to other websites. We are not responsible for the privacy practices, security or content of those websites.

You should read the privacy policies of any external websites you visit.

Cookie Policy

12. What are cookies?

Cookies are small text files placed on your device when you visit a website. They help websites function properly, improve user experience and provide information about how visitors use the site.

Some cookies are essential for the website to work. Others, such as analytics or marketing cookies, are optional and should only be used where you have given consent.

13. How we use cookies

Our website may use the following types of cookies:

Essential cookies

These are required for the website to function properly. They may be used for security, page navigation, form submissions and remembering cookie preferences.

These cookies cannot usually be switched off through our website.

Analytics cookies

These help us understand how visitors use our website, such as which pages are visited most often and how users move around the site.

We use this information to improve the website and user experience.

Analytics cookies will only be used where required consent has been given.

Marketing or third-party cookies

We may use third-party tools, such as embedded maps, videos, social media links or advertising services. These services may set their own cookies.

Marketing or third-party cookies will only be used where required consent has been given.

14. Managing cookies

When you first visit our website, you may be asked to accept or reject non-essential cookies.

You can change your cookie preferences at any time by clicking the cookie icon in the bottom left corner.

You can also control cookies through your browser settings. Most browsers allow you to block cookies, delete existing cookies or receive a warning before cookies are placed on your device.

Please note that blocking some cookies may affect how the website works.

15. Changes to this policy

We may update this Privacy & Cookie Policy from time to time. Any changes will be published on this page with an updated date.

16. Contact us

If you have any questions about this Privacy & Cookie Policy or how we use your personal information, please contact:

Elson Geaves Accountants Limited

Email:
Telephone: 01202 581999
Address: Forest Links Road, Ferndown, Dorset, BH22 9PH

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how we use your personal information.