At Wembley Accountants Ltd we routinely collect and use personal data about individuals, including our clients. We are aware of our responsibilities to handle your personal data with care, to keep it secure and comply with applicable privacy and data protection laws.

About this Policy

The purpose of this Policy is to provide a clear explanation of when, why, and how we collect and use information which may relate to our clients.

This Policy is not intended to override the terms of any contract you have with us, nor rights you might have available under applicable data protection laws.

Data Collection

If you are a private individual and have a contract with us, we will process your contact details (name, address, telephone and fax numbers, email address, a copy of an address ID), identity details (date of birth, National Insurance Number, Unique Tax Reference Number, a copy of a photo ID), information about your business (business type, name and company number, VAT type), your family information (spouse’s or partner’s name, information about children), information about our engagement, your financial data (income and sources, taxes and their share, investments, bank account number, tax residency details), and information relevant to taxation (properties, their acquisition and living there, litigations, inheritance). We will also process your emails, letters, documents, and other written information you provide to us.

If you are a representative of an entity that has a contract with us, we will process your contact details (name, address, telephone and fax numbers, email address), identity details (date of birth, National Insurance Number, Unique Tax Reference Number, a copy of an ID), information about the entity (business name and company number, VAT number), your family information (spouse’s or partner’s name, information about children), information about our engagement, and your financial data (income and sources, taxes and their share, bank account number). We will also process your emails, letters, documents, and other written information you provide to us.

If we are providing company secretarial services, we will process information relating to your registered office, along with names, addresses and dates of birth of shareholders, company officers and persons of significant control.

If you are an employee enrolled to our services by the employer, we will process your contact details (name, address), identity details (date of birth, National Insurance Number, Unique Tax Reference Number), information about employment (your employer details, date when employment started, amount of working days/hours), financial data (salary, taxes share, investments to pension funds, bonuses).

When do we collect your data?

We will collect information from private individuals and representatives of entities directly when they apply for, use our services, and correspond with us by email, phone or otherwise.

We may collect information about them from other sources where we believe this is necessary to manage effective underwriting of the risk associated with a contract and/or helping fight financial crime. These other sources may include public registers and databases managed by credit reference agencies, government agencies such as Her Majesty Revenue and Customs (HMRC), and other reputable organisations.

Personal Data Use

If you are a private individual or a representative of an entity that enters into a contract with us, we will use your personal data to register you for requested services and our portal, evaluate the risk of potential fraud or other illegal activities, provide requested financial services, respond to your enquiries and advise you, communicate with you, inform you about relevant news in the sector and keep your certain data in accordance with legal, regulator, tax or accounting requirements.

If you are an employee enrolled to our services by the employer, we will use your personal data to provide requested financial services to your employer.

Sharing your personal data

We work with third parties that help us to manage our business and deliver services. These third parties may from time to time need to have access to your personal data.

The third parties may include:

– Service Providers, who help manage our IT and back-office systems and other support services and systems.

– Credit reference agencies and organisations working to prevent fraud in financial services,

– Our regulators, which may include, Professional Bodies, the Financial Conduct Authority (FCA), Her Majesty Revenue and Customs (HMRC) and Information Commissioner’s Office (ICO), as well as other regulators and law enforcement agencies in the EU and around the world, solicitors, and other professional services firms,

– We may be under legal or regulatory obligations to share your personal data with courts, regulators, law enforcement or in certain cases other insurers. If we were to sell part of our businesses, we would need to transfer your personal data to the purchaser of such businesses.

Marketing Correspondence

We may use your personal data to send you our newsletter and other marketing correspondence about our services, events, and related news in the sector. This may be in the form of email, or a letter sent by post.

In most cases our processing of your personal data for marketing purposes is based on our legitimate interests, although in some cases (such as where required by law) may be based on your consent. You have a right to prevent direct marketing of any form at any time.

Security of your personal data

We are committed to handling your personal data with high standards of information security. We use computer safeguards, enforce physical access controls to our buildings and files, and we authorise access to personal data only for those employees who require it to fulfil their job responsibilities.

Your rights

You have several rights in relation to your personal data.

You may request access to your data, correction of any mistakes in our files, erasure of records where no longer required, restriction on the processing of your data, objection to the processing of your data, data portability or the basis for international transfers. You may also exercise a right to complain to the ICO. More information about each of these rights can be found by referring to the table set out below.

To exercise your rights, you may contact us as at info@wembleyaccountants.com