Who we are
Knox & Eames Chartered Accountants is a trading name of Knox & Eames Limited, a company registered in England and Wales (company number 3474037).
This privacy statement explains how we collect and use personal information about you.
What personal information we collect
If you engage us to carry out professional services for you we will gather personal information from you such as your name, address, telephone number, email address, date of birth etc. We will also gather financial information such as sources of income, details of assets you own, outgoings and other financial commitments you may have.
The information is obtained from you through Knox & Eames forms you may complete, discussions with you, letters and emails.
GDPR applies only to individuals; it does not apply to companies. However, if we provide payroll processing services to your company we will obtain personal details of your employees.
Why do we need to collect and use your personal data?
The main legal basis, specifically allowed under General Data Protection Regulation (GDPR), for processing your data is for the proper performance of our contract with you. The information we collect is essential for us to be able to carry out the services you require from us effectively. We cannot, for example, prepare your tax return accurately without the full relevant information, nor could we provide full and complete tax advice without knowing all the pertinent details.
The law also permits us to use personal data where we have a legal or regulatory obligation and also where there is a legitimate interest, for example writing to you about an important change in tax law that may affect you.
Where is your information processed?
All your information is processed in the UK.
Who we share your personal information with
We will not share your information for marketing purposes with any other organisations.
In order to deliver our services to you effectively we may send your details to third parties that we engage with for accountancy services, such as sub-contracted bookkeeping work. In such a case we will have contracted with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence and they will only act in accordance with our written instructions.
We may share your personal information with organisations where required by regulation or law, such as HM Revenue and Customs, Companies House or the Institute of Chartered Accountants in Scotland (our governing body).
We may also share your information in the future if the corporate structure of Knox & Eames changes, for example by selling the business or merging with another business. We will only share your data in such circumstances if the other parties agree to keep your data safe and they are subject to the UK privacy regulations or overseas equivalent.
We will share your data with other organisations or individuals only if you give us your express permission to do so; for example with your financial advisor, with your spouse or with your children.
How do we protect your information
We have strict controls in place to help protect personal information (held both physically in paper form and electronically) and to minimise loss or damage whether through accident, negligence or deliberate actions.
How long do we keep hold of your information
We will keep your personal data for as long as you are a client of Knox & Eames.
After your relationship with Knox & Eames ends we will keep your information for a minimum of 6 years. We are also subject to regulatory requirements to keep data for specific minimum periods.
We reserve the right to keep data for longer periods than this due to the possibility that it may be required to defend a future complaint against us by you or any third party representative; or it may be required to help you defend yourself in an enquiry from HMRC or for other personal reasons.
You have the right to request the deletion of your personal data. We will comply with this request subject to the restrictions or our contractual and legal requirements or legitimate interests as described above.
Under GDPR, you have the following rights as data subjects:
- Right of access – to your personal information. If you would like to receive a copy of the personal information we hold for you, you may make a data subject access request to us.
- Right to rectification – if the data we hold is inaccurate or incomplete. You can ask for information to be removed if there is no compelling reason for Knox & Eames to continue to have it.
- Right to restrict processing – if you request to stop the processing of personal information for specific reasons.
- Right the data portability – for your own purpose in certain circumstances, for example if moving to a different accountant.
- Right to object – to Knox & Eames processing your data inappropriately.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained by contacting us per the Contact information and further advice section.
This privacy statement was last updated on 21 May 2018.
Contact information and further advice
Telephone: 01491 628182
Mail: Knox & Eames, The Business Centre, Greys Green Farm, Henley-on-Thames, Oxfordshire, RG9 4QG
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner's Office, whose contact details are as follows:
Information Commissioner's Office
Telephone - 0303 123 1113 (local rate) or 01625 545 745
Website - https://ico.org.uk/concerns