Privacy Policy

Our contact details
Name: Ridgell & Guildway Accountants Ltd Co No: 05197602
Address: 3 Guild Way, South Woodham Ferrers, Essex, CM3 5TG
Phone Number: 01245 325 797
E-mail: Hello@rg.accountants

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers, contacts, and characteristics (for example, name and contact details)
  • Information about who you are e.g. your name, date of birth and address.
  • Information about your business e.g. bank statements, cheque books, accounting records, PAYE records, invoice and vouchers for purchases and sales, hire purchase agreements, loans, debtors and creditors.
  • Information you receive from HM Revenue & Customs and/or information we directly receive due to being an agent of HMRC on your behalf.
  • Information about your contact with us e.g. meetings, phone calls and emails.
  • Information classed as ‘sensitive’ personal information e.g. relating to your health or marital status.
  • Information you may provide us about other people e.g. next of kin, business partners.
  • Information on children e.g. names and date of births when assessing tax implications.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Information passed to us in requesting that we contact you.
  • Information obtained during first initial meeting and onboarding process.
  • Personal information allowing us to comply with the Anti-money laundering (AML) legal requirements.
  • Information allowing us to provide you with accountancy services e.g. accounting information, bank statements, PAYE and pension information, correspondence from HM Revenue & Customs, other business-related documents.
  • Information provided to us about other people e.g. business partners, relatives etc when assessing tax implications.
  • Information gathered during phone calls and email correspondence.
  • To join a mailing list.
  • Visiting our website.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • Anti-money laundering (AML) compliance checks.
  • Information directly from HM Revenue & Customs where we act as your agent.
  • On-line searches e.g. Companies House website for year end and confirmation statement filing dates.

We use the information that you have given us to:

  • To prepare company accounts.
  • To prepare personal income tax and capital gains tax return.
  • To prepare payroll and P11D benefits.
  • Completion of VAT returns.
  • Construction Industry Scheme services.

We may share this information with:

  • HM Revenue & Customs – when acting as your agent
  • Companies House – when submitting information on your behalf
  • Other third parties – only upon specific request or authorisation is provided by you.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  1. We have a contractual obligation.
  2. We have a legal obligation.
  3. Subscriber consent to mailshots – You can remove your consent at any time by unsubscribing via the last email you received, or by emailing a request to hello@rg.accountants.

How we store your personal information

Your information is securely stored.

We retain information only where it is necessary to provide you with the service we have been engaged by you to provide.

Whilst certain documents may legally belong to you, unless you tell us not to, we intend to destroy correspondence and other papers that we store which are more than seven years old, other than documents which we think may be of continuing significance.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at using email Hello@rg.accountants or by telephone on 01245 325 797  if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at:

Ridgell & Guildway Accountants Ltd
FAO Data Protection
3 Guild Way
South Woodham Ferrers
Essex
CM3 5TG

You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk