Privacy Notice
GDPR
Price Hill & Co. Ltd (“Price Hill & Co. ”) is registered as a data controller in the United Kingdom for the purposes of the Data Protection Act 1998 and General Data Protection Regulation (GDPR). We ensure that the data you
supply to us is processed fairly and lawfully, and with skill and care. This Data Protection Policy governs our processing of all personal data provided to us, in all forms. By registering your details with us and using our website,
you consent to us collecting and processing personal data supplied by you and disclosing this information to HMRC and other regulatory bodies.
Introduction
This Privacy Notice provides you with clear information as to how we process your personal data. We are obliged to use your information in line with all applicable laws. We do so in a manner that is fair by using your information in
a way that you would reasonably expect when providing our services for you, and being transparent so that you know how it will be used. This Privacy Notice sets out the types of personal data that we collect about you, how and why
we use it, how long we will keep it for, when why and who we will share it will, the legal basis for us using your personal data and your rights in relation to us storing and processing your personal data. It also explains how we
may contact you and how you can contact us. Part of the providing our services will involve sharing your personal data with HMRC, other regulatory bodies and other third parties where you have explicitly requested us to provide this
information. These bodies and third parties will have their own privacy policies and will also need to comply with all applicable laws – we encourage you to contact them directly if you have any concerns or questions about your data.
Who we are
Price Hill & Co. Limited (registration number 04748685) is a firm of accountants. We are registered as a data controller with the ICO (registration number Z1156059) in the United Kingdom for the purposes of the Data Protection
legislation and General Data Protection Regulation (GDPR). You can contact us at info@pricehill.co.uk if you have any queries relating to data protection.
Legal basis for processing your data
Our Processing is necessary for contacting you as you have requested to be contacted by submitting a message in “Contact us” page. We also collect information that we require in order to submit tax refund claims to UK tax authorities.
What information will we collect about you?
We collect and process personal data only as far as is necessary to provide your company with accountancy services agreed with you. We need your personal data in order to run payroll and for compliance purposes. The information we
collect may include your name, address, email address, telephone number, date of birth, National Insurance numbers, pay records, pension records, PAYE tax codes, dates employment started and ended, travel records, bank details. In
general, we will not ask you about sensitive personal data but there may be times that it is necessary for information to be disclosed to us and for us to share that with HMRC and regulatory bodies – for example your Title and your
Gender may be required for obtaining tax refunds.
Where does the information we collect about you come from?
The data we collect about you is obtained from the following sources:
- Directly from you. This may be via our registration process, information requests and applications via our website.
- An agent or third party acting on your behalf. This may be where you are consulting via a Limited Company.
- Publicly available sources. We may also obtain your information from Companies House.
- Reference or word of mouth. You may be recommended by a friend, former employer or colleague.
How will we use the information collected about you?
We will use your information only as far as is necessary to obtain tax refunds as agreed with you. For example but not limited to:
- Contacting HMRC
- Computing possible tax refunds
- To inform you of any Tax changes and Tax planning
- Paying tax refunds to your bank account.
How and when will we contact you?
We may contact you by phone or email Some examples of when we will contact you are:
- To obtain signed agreements
- To get signed forms are required by HMRC
- To give you updates on tax refund process
- For Tax planning
Who will we share your information with?
In order to fulfil the services agreed with you, it is necessary for us to share your personal data with HMRC and other UK tax authorities. There may also be circumstances where disclosure is required by law (such as to government
bodies, law enforcement bodies, compliance with Anti Money Laundering, and National Crime Agency.). As an example, we are under an obligation to report fraud to HMRC.. Generally, we will process your information within Price Hill
& Co. .
Will we transfer your data outside the EEA?
Price Hill & Co. is based in the UK and our back-up systems are stored in the EEA. We do not generally transfer your data out of the EEA. In the event that we do need to make transfers to countries outside the EEA, we will
ensure the appropriate safeguards are in place.
How long will we keep your personal information?
Price Hill & Co. will only retain information for as long as necessary for the relevant activity. This may be determined by legislation or a decision as to what we consider necessary for the business based on a number of factors.
- If you have not registered with us, your data will be retained for 12 months from when it was added to our database or from when you were last contacted. You can request to have your record deleted (see below).
- If you do register with us, your data will be retained for 6 years from the last contact or activity on your record. You can request to have your record deleted (see below).
- Client contact details are retained for 3 years. You can request to have your record deleted (see below).
Will we process special categories of personal data and criminal convictions?
We avoid processing special categories of data, these are sensitive personal data that reveal racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic
data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
However, by taking copies of passports or ID it may be that racial or ethnic origin can be revealed. Processing this data is necessary for us comply with Anti Money Laundering provisions and the data is only used for this specific
purpose.
Can you refuse to provide your data to us or request that we delete your data?
You have the right to object to us processing your data. You will have the option to delete your data by emailing info@pricehill.co.uk.
You do also have the right to restrict processing which means that we will stop further use of your data but still store it.
Please note that we may require you to provide us with proof of your identity and answer security questions before processing your request and if your data is deleted we will have no record and we will be unable to provide you with
any information requests (For example copies of P60 or P45)
Can you find out what data we hold about you?
You have the right to be informed and access a copy of the information comprised in your personal data. If any of the data we hold is inaccurate, you have the right to rectify it. You can contact us at info@pricehill.co.uk or
call us directly to update your data.
You can make a request to find out what personal data we hold about you. You may exercise this right by making a written subject access request (SAR) to info@pricehill.co.uk . We require you to provide us with proof of
your identity and answer security questions before processing your request.
We usually act on such requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for:
- baseless or excessive/repeated requests, or
- further copies of the same information.
Alternatively, we may be entitled to refuse to act on the request.
Please consider your request responsibly before submitting it. We will respond as soon as we can. Generally, this will be within one month from when we receive your request but, if the request is going to take longer to deal with,
we will let you know.
Do you have the right to data portability?
The GDPR introduces a new right to data portability. This will enable individuals to both receive and transmit the personal data they have provided to a data controller in a structured, commonly used and machine-readable format to
another data controller.
The right to data portability only applies to the following:
- personal data provided by the individual;
- personal data that is processed with the individual’s consent or on the basis of a contract (excluding the other legal bases); and
- when processing is carried out through automated means.
As we rely on the legal basis of legitimate interests, this right will not apply to the data we hold about you. In addition, references obtained directly from third parties about you will not be subject to the right of data portability.
Changes to this Privacy Notice
We reserve the right to change our Privacy Notice at any time. Changes to our Privacy Notice will be displayed on our website.
Complaints
If you have any issues or concerns then we ask that in the first instance you set this out in writing and send this to info@pricehill.co.uk
If we are unable to satisfactorily deal with your complaint you can complain to the ICO which is the UK supervisory authority. You have the right to claim compensation for damages caused by a breach of data.