Privacy Policy – Gohils Accountancy

Our Privacy policy:

This privacy policy provides an overview of how we manage and protect the personal data, we receive or obtain about you and your company
The data we collect about you and how we use it will depend on your relationship with us.

Clients & related parties: If you are an existing client of Gohil’s Accountancy Services, are employee/ contractor/ service provider of one of our corporate clients or are a third party related to a client (e.g. a trustee, dependent or beneficiary or beneficial owner) then please contact us to find out more information about how we use your data.

Others: For anyone who is not an existing client of the company, the information set out below tells you who we are, what data we may collect, and what we may do with that data. This notice applies if you are a visitor to our website, a contact of ours or are involved in providing services to us.

About Us:

Gohil’s Accountancy Services, a limited company, registered in England and Wales with registered office at 9 Plantagenet Road, Barnet, England, EN5 5JG and company number 08725153 (“we”, “us”, “our” “the company”) refers to Gohil’s Accountancy service limited

What data do we collect about you?

We generally collect data from you directly, but we may also collect data from third parties such as:

Our clients, including if our client is your employer.
Our partners, such as when we host a joint event that you choose to attend.
Our professional advisers, your professional advisers and other service providers.
Associates of yours, including family members, colleagues and your connections.
Publically available sources, such as social media.
Third party data providers and marketing companies.
Your agents and representatives (such as your power of attorney).The data we collect and for what purpose will depend on who you are and the nature of the relationship that you have with us. This data may include:
Basic contact information.
Marketing preferences.
From your visit to our website.
Information relevant to your role as a trustee or beneficiary.
Records of communications that you have with us.
Other information that you provide to us voluntarily.
Other advisers and intermediaries (such as solicitors, banks, land agents and independent financial advisers), both current and previous.
HMRC and other governmental organisations.
Company information databases.
Client identification and verification services such as Smart search and World check.
Your family or estate office.
Publicly available sources, such as Companies House.
Your agents and representatives, such as your power of attorney.
Other professional services providers that provide services to you.
Other third parties.What data we collect and for what purpose will depend on whether you are a private client or a representative of a corporate client.
Data we collect may include:
Basic contact information, proof of age and identity information.
Financial information and HMRC client data.
Trust information.
Referral letters from third party institutions.
Sensitive data.
Additional information applicable only to our private clients, such as beneficiary details and powers of attorney.
Information relating to your use of our website, further details of which can be found in our cookies policy.

For what purposes do we use data about you, and on what legal basis?

Throughout the duration of our provision of services to you, we may use data about you for the following purposes:

To communicate with you, such as in the course of a commercial relationship between us and your employer.
To send you marketing communications, such as via email, telephone, social media or post.
To create and manage records of your involvement with us.
To comply with our legal and regulatory obligations.
To share your data with relevant third parties.
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
The legal basis for our use of data about you is one of the following the processing of your data is necessary for:
The performance of a contract to which you are a party;
Compliance with a legal obligation to which we are subject; or
A legitimate business interest that is not overridden by your interests, rights and freedoms which require protection.
Where none of the above conditions apply, we will ask for your consent to process the data.

Who do we share your data with, and for what purposes?

We may share data about you with:

Our insurers in the event of a potential insurance claim;
Your other professional advisers;
We may share sensitive data with other service providers or HMRC, for example to provide a reasonable excuse claim to HMRC;
Financial institutions;
Family and estate offices;
Third parties interested in acquiring you (in respect of corporate clients only);
Third parties who provide us with products or services; and
Other third parties, where required or permitted by law.

Where might data about you be sent?

It may be necessary for us to transfer data outside the country or territory where it was collected, including to a country, territory or international organisation that may not have the same data protection standards.

How do we protect data about you?

We implement appropriate technical and organisational measures to protect personal data that we hold from unauthorised disclosure, use, alteration or destruction. Where appropriate, we use encryption and other technologies that can assist in securing the data you provide. We also require our service providers to comply with strict data privacy requirements.

How long will data about you be kept?

We store data in accordance with legal, regulatory, financial and best-practice business requirements. Once our relationship with you ends, we will securely delete/destroy your data in line with our data retention policies.

Who should you contact with questions?

If you have any questions, or wish to exercise any of the rights detailed above, please contact us.

You have a right to contact your local supervisory authority with any questions or concerns.

Changes to this notice

We may update this notice (and any supplemental privacy notice), from time to time for improvement. We will notify you of the changes where required by law to do so.
Last modified 25 May 2018.

Further information on the purpose(s), methods of collection and legal basis for processing your data

Purpose: To provide certain services to both private and corporate clients such as:

Advisory work
Valuation work
Trust entry, 10-year and exit charge returns
Payroll and P11Ds
VAT registration and returns
Account completion
FATCA/CRS and other regulatory reporting
Investment tracking
Wealth reviews
Completion of tax returns and related filings
Invoice processing (supplier, self-employed and sales)
Bank transaction processing
Pension valuation
Management reporting
Grant applications
Charity Commission annual returns
Bank form completion
Audit work
iXBLR accounts
Companies House returns and other company secretarial services
Cultural tests
Company tax returns
Due diligence
Lead advisory
Reporting accountants
Employment related securities filing
ATED returns
Tax claims and elections
r185 form completion

Method of collection and legal basis for processing

The data relevant to these purposes is generally provided to us by you directly, during your initial on boarding as a client, or in order for you to enter into a contract with us and/or in order for us to perform our contract with you.

We use it in order to perform our obligations contained in our contract with you.

The contract in question will be our letter of engagement.

Purpose: To create and manage records of your involvement with us and to contact you with respect to the services that we provide

We have a legitimate business interest in managing records of your involvement with us and in being able to contact you with respect to the services that we provide.
Sometimes your data will be processed automatically, for example when you leave telephone voice messages on our system it will automatically be sent to the recipient as an email file.

Purpose: Sharing data with financial institutions, employers and landlords for the purposes of mortgages, leases and other financial references.
Method of collection and legal basis for processing

The data relevant to these purposes is generally provided to us by you, during your initial on boarding as a client, or in order for you to enter into a contract with us and/or in order for us to perform our contract with you.

We are reliant upon the consent that you have provided to us in order for us to use your data for this purpose.

Purpose: Sharing data with other third parties, such as land agents, solicitors, valuation provider, brokers, IFAs, other professional services firms you may use and our service providers.

Method of collection and legal basis for processing

The data relevant to these purposes is generally provided to us by you or your other service providers, during your initial on boarding as a client, or in order for you to enter into a contract with us and/or in order for us to perform our contract with you.
This information may be shared for the purpose of tax planning, compliance or at your request.

Purpose: Sending you marketing information (but only in accordance with applicable law).
Method of collection and legal basis for processing
The data we process to send you marketing information will only be used for this purpose with your consent or based on our legitimate business interest in conducting and managing our marketing activities.

Purpose: To comply with legal and or regulatory obligations, such as anti-money laundering regulations and know your client checks or to respond to requests from HMRC and/or law enforcement agencies.

Method of collection and legal basis for processing
The data relevant to these purposes is generally provided to us by you directly, during your initial on boarding as a client, or in order for you to enter into a contract with us and/or in order for us to perform our contract with you.
The data may be processed automatically, for example when we use identification and verification to comply with anti-money laundering regulations.
We are under certain legal and/or regulatory obligations (e.g. law enforcement requests for information) and in order to meet various legal compliance and regulatory obligations, as applicable.

Where we do not base our use of data about you on one of the legal bases described above, we will ask for your consent before we process the data. We may from time to time ask for your explicit consent to process sensitive data (such as racial or ethnic origin or health and medical information) or data relating to criminal offences. In these circumstances we will provide specific information to you about both the relevant processing activities and your rights in relation to them.

As part of our client engagement and acceptance procedures we may process data to identify politically exposed persons and heightened risk individuals and organisations and check that there are no issues that would prevent us from working with a particular client (such as sanctions, criminal convictions (including in respect of company directors), conduct or other reputational issues). We will only process such personal data with the individual’s consent or as otherwise required by law or regulation.

In some instances, we may use data about you in ways that are not described above. Where this is the case, we will provide a supplemental privacy notice that explains such use. You should read any supplemental notice in conjunction with this notice.

Further information on who we share your data with and for what purpose(s)

Sharing data with third parties

We may share data about you with our insurers, your other personal advisers and third parties interested in acquiring you (in respect of corporate clients only).
We may share data about you with third parties who provide us or you with products or services, such as:
Other member firms in our International network that assist with the services that we provide to you
Data analytics providers who we may use to support audit services; and
We may share data about you with other third parties, where required or permitted by law, for example: regulatory authorities (such as the Institute of Chartered Accountants in England & Wales) and government departments (such as HMRC); in response to a request from law enforcement authorities or other government officials; when we consider disclosure to be necessary or appropriate to prevent physical harm or financial loss or in connection with an investigation of suspected or actual illegal activity; when permitted by law to do so in respect of your agents and representatives (such as your power of attorney); and in the context of a restructuring of our organisation.

Further information on where data about you might be sent

When using data as described in this notice, it may be transferred either within or outside the country or territory where it was collected, including to a country, territory or international organisation that may not have the same data protection standards.

For example, we may transfer your personal data to:

Our third party service providers that are based outside of the EU

Other service provider in relation to any work or general information

In all cases, the transfer will be on the basis of a European Commission adequacy decision or we will implement adequate measures, for example the EU Model Contracts, including appropriate security measures, for the protection of personal data in those countries, territories or international organisations in accordance with applicable data protection laws, or we will use a supplier who has certified to the us as Privacy Shield Framework. To obtain further information on the data transfer mechanisms on which we rely, please contact us.