Ellis Atkins Client Privacy Policy

Ellis Atkins acts as the data controller for the personal data processed in connection with the services we provide to clients.  Ellis Atkins is an accountancy practice providing tax, accounting, payroll and advisory services.

2. What Personal Data We Collect

We may collect personal data including:

  • names

  • addresses

  • dates of birth

  • contact details

  • National Insurance numbers

  • tax reference numbers

  • financial information

  • employment and income details

  • identity verification documents

3. How We Collect Data

Personal data may be obtained:

  • directly from clients

  • from HMRC

  • from Companies House

  • from financial institutions

  • from professional advisers

  • from publicly available sources

4. Why We Process Personal Data

We process personal data in order to:

• provide accountancy, tax and advisory services
• prepare and submit tax returns and accounts
• provide payroll services where engaged to do so
• communicate with clients regarding services and regulatory requirements
• maintain client records and engagement documentation
• comply with legal, regulatory and professional obligations
• carry out anti-money laundering and identity verification checks in accordance with the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017.

5. Legal Basis for Processing

Under the UK GDPR we rely on the following lawful bases for processing personal data:

Terms of engagement
Processing necessary to provide accountancy, tax and payroll services to clients.

Legal obligation
Processing necessary to comply with legal and regulatory obligations including tax law and anti-money laundering regulations.

Legitimate interests
Processing necessary for the legitimate interests of the firm in managing our business, maintaining records, and protecting against legal claims.

Consent
Where consent is required, for example for certain marketing communications.

6. Who We Share Data With

We may share personal data with:

  • HM Revenue & Customs (HMRC)

  • Companies House

  • professional advisers including legal and regulatory advisers

  • IT and software providers used to deliver our services

  • identity verification and anti-money laundering service providers

  • regulatory authorities where required by law

  • third party specialist contractors

Data will only be shared where necessary and lawful.

7. International Transfers

Some service providers may process data outside the United Kingdom.

Where this occurs, appropriate safeguards will be implemented in accordance with the UK GDPR.

8. Data Retention

Personal data is retained in accordance with our Data Retention Policy.

Client records, including working papers and tax documentation, are generally retained for a minimum of six years after the end of the engagement or the relevant accounting period.

In some circumstances records may be retained for longer where necessary to:

• comply with legal or regulatory obligations
• respond to HMRC enquiries
• defend potential legal claims

9. Your Rights

  • Personal data is retained in accordance with our Data Retention Policy.

  • Client records, including working papers and tax documentation, are generally retained for a minimum of six years after the end of the engagement or the relevant accounting period.

In some circumstances records may be retained for longer where necessary to:

  • comply with legal or regulatory obligation

  • respond to HMRC enquiries

  • defend potential legal claims

  • request data portability

Subject Access Requests should be made using the contact details below.

10. Complaints

Contact Us
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us:

Ellis Atkins Chartered Accountants
Constable Court, 62 Dene Street, Dorking, Surrey RH4 2DP
01306 886681
info@ellisatkins.co.uk

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: www.ico.org.uk

11.    Changes to This Privacy Notice

This privacy notice may be updated from time to time to reflect legal or operational changes. The latest version will be available on request.