PRIVACY NOTICE issued by Kings Accounting Services Ltd
Introduction
The Data Protection Act 2018 (DPA 2018) and the General Data Protection Regulation
(GDPR) impose certain legal obligations in connection with the processing of personal data.
Kings Accounting Services Ltd is a data controller within the meaning of the GDPR, and we
process personal data. The firm’s contact details are as follows:
Info@kingsaccountant.co.uk, 07503087140.

We may amend this privacy notice from time to time, so please check this page occasionally
to check that you are happy with any changes. By using our website you agree to be bound
by this policy.

Where we act as a data processor on behalf of a data controller (for example, when
processing payroll), we provide an additional schedule setting out required information as
part of that agreement. That additional schedule should be read in conjunction with this
privacy notice.

The purposes for which we intend to process personal data
We intend to process personal data for the following purposes:
 to enable us to supply professional services to you as our client in the performance of
a contract or with your consent.
 to fulfil our obligations under relevant laws in force from time to time (e.g. the Money
Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer)
Regulations 2017 (MLR 2017)).
 to comply with professional obligations to which we are subject as a member of
ACCA.
 to use in the investigation and/or defence of potential complaints, disciplinary
proceedings and legal proceedings.
 to enable us to invoice you for our services and investigate/address any attendant
fee disputes that may have arisen.
 to contact you about other services we provide which may be of interest to you if you
have consented to us doing so.
 Send you communications that you have requested or that may be of interest e.g.
changes in legislation.
 Seek your views or comments on the services that we provide.
 Process a grant application.
 Where we have a legitimate interest in processing data as necessary to meet our
regulatory obligations
 If you wish to become our customer and periodically thereafter we have a legal
obligation to verify your identity, we do not need your consent as it is imposed upon
us, however we are obliged to inform you that this will take place.

We are legally required to hold some personal information and we will hold your personal
information on our systems for as long as is necessary or as set out in any contracts you
hold with us.

 

The legal basis for our intended processing of personal data
Our intended processing of personal data has the following legal bases
 At the time you instructed us to act, you gave consent to our processing your
personal data for the purposes listed above.

 The processing is necessary for the performance of our contract with you.
 The processing is necessary for compliance with legal obligations to which we are
subject (e.g. MLR 2017).
 The processing is necessary for the purposes of the legitimate interests which we
pursue.
It is a requirement of our contract with you that you provide us with the personal data that we
request. If you do not provide the information that we request, we may not be able to provide
professional services to you. If this is the case, we will not be able to commence acting or
will need to cease to act.

 

How do we collect information about you?
We obtain information when you use our website e.g. by filling out our contact for or if you
sign up to our news letter, corresponding with us in person, by phone, email, letter or
personal messaging services.
Personal data may also be collected from public sources e.g. credit check companies and
national business administration authorities such as companies house, social media e.g.
LinkedIn, our own research activities such as reviewing websites and information from
websites/databases providing information about individuals such as judgments, PEP etc.
that we are required to use for all clients.
We may also receive unsolicited personal data such as referrals, we will seek consent
before processing such personal data any further.

 

What information do we collect?
For prospective customers we process:
 Full Name
 Job Title
 Company Name
 Web address
 Phone number
 Email address
 Banking details (if relevant)
 Tax filing details (if relevant)
 Any further personal data you choose to provide in your initial enquiry or subsequent
discussions
We may also process:
 Home address, date of birth and names for connected parties
 Employment status
 Financial details such as salary, income, investments, debt level etc.
 Tax Identifiers
For companies (depending on services rendered) we may collect
 Company name
 Registration number
 Business type and industry sector
 Names, address, job roles, email, phone numbers of employees who engage directly
with us
 As above for officers of the company and PSCs including the PEP and SIP status
 Contact details of all employees (if we run the payroll)

 Unique identification number for all employees (if we run the payroll)
 Salary information for all employees (if we run the payroll)
If you use our website we will also collect
 IP Address (where available)
 Geographical location (where available)
 Operating system
 Browser type
 Cookies 
If you receive and interact marketing emails we collect
 Time you received/opened the email
 Devices used to open the email
 Location
 Which parts of the email you interacted with
 Linked social media accounts may also be processed
Special Category Personal Data
At present we do not collect any special category personal data, e.g. race, health or ethnic
origin

Persons/organisations to whom we may give personal data
We may share your personal data with:
 Companies House, Charity regulators and HMRC
 any third parties with whom you require or permit us to correspond
 subcontractors
 an alternate appointed by us in the event of incapacity or death
 professional indemnity insurers
 our professional body ACCA and/or the Office for Professional Body Anti-Money
Laundering Supervisors (OPBAS) in relation to practice assurance and/or the
requirements of MLR 2017 (or any similar legislation)
If the law allows or requires us to do so, we may share your personal data with:
 the police and law enforcement agencies
 courts and tribunals
 the Information Commissioner’s Office (ICO)

 

We may need to share your personal data with the third parties identified above in order to
comply with our legal obligations, including our legal obligations to you. If you ask us not to
share your personal data with such third parties, we may need to cease to act.
Transfers of personal data outside the European Economic Area (EEA)
Your personal data will be processed in the EEA only. We will neither transfer nor process
personal data outside the country in which the customer has contracted nor will we permit
personal data to be so transferred or processed by a 3 rd party unless it is with your consent.

 

Artificial Intelligence
To enhance the efficiency and effectiveness of our services we may employ Artificial
Intelligence tools and technologies for tasks such as, but not limited to, data analysis,
document processing and report generation. All AI generated output is reviewed by qualified
staff to comply with professional and regulatory standards.

 

Retention of personal data
When acting as a data controller and in accordance with recognised good practice within the
tax and accountancy sector, we will retain all of our records relating to you as follows:
 Where tax returns have been prepared, it is our policy to retain information for seven
years from the end of the tax year to which the information relates.
 Where ad hoc advisory work has been undertaken, it is our policy to retain
information for seven years from the date the business relationship ceased.
 Where we have an ongoing client relationship, data that is needed for more than one
year’s tax compliance (e.g. capital gains base costs and claims and elections
submitted to HMRC) is retained throughout the period of the relationship, but will be
deleted seven years after the end of the business relationship unless you as our
client ask us to retain it for a longer period.

 

Our contractual terms provide for the destruction of documents after seven years and
therefore agreement to the contractual terms is taken as agreement to the retention of
records for this period, and to their destruction thereafter.

 

You are responsible for retaining information that we send to you (including details of capital
gains base costs and claims and elections submitted), and this will be supplied in the form
agreed between us. Documents and records relevant to your tax affairs are required by law
to be retained by you as follows:
Individuals, trustees and partnerships
 with trading or rental income: five years and 10 months after the end of the tax
year
 otherwise: 22 months after the end of the tax year.
Companies, LLPs and other corporate entities
 six years from the end of the accounting period.
Where we act as a data processor as defined in DPA 2018, we will delete or return all
personal data to the data controller as agreed with the controller at the termination of the
contract.

 

Requesting personal data we hold about you (subject access requests)
You have a right to request access to your personal data that we hold. Such requests are
known as ‘subject access requests’ (SARs).
Please provide all SARs in writing marked for the attention of Kings Accounting Services Ltd.
To help us provide the information you want and deal with your request more quickly, you
should include enough details to enable us to verify your identity and locate the relevant
information. For example, you should tell us:

 your date of birth
 previous or other name(s) you have used
 your previous addresses in the past five years
 personal reference number(s) that we may have given you, for example your national
insurance number, your tax reference number or your VAT registration number
 what type of information you want to know.
If you do not have a national insurance number, you must send a copy of:
 the back page of your passport or a copy of your driving licence and
 a recent utility bill.
DPA 2018 requires that we comply with a SAR promptly and in any event within one month
of receipt. There are, however, some circumstances in which the law allows us to refuse to
provide access to personal data in response to a SAR (e.g. if you have previously made a
similar request and there has been little or no change to the data since we complied with the
original request).
We will not charge you for dealing with a SAR.

​

You can ask someone else to request information on your behalf – for example, a friend,
relative or solicitor. We must have your authority to respond to a SAR made on your behalf.
You can provide such authority by signing a letter that states that you authorise the person
concerned to write to us for information about you and/or receive our reply.
Where you are a data controller and we act for you as a data processor (e.g. by processing
payroll), we will assist you with SARs on the same basis as is set out above.
Putting things right (the right to rectification)

​

You have a right to obtain the rectification of any inaccurate personal data concerning you that we hold. You also have a right to have any incomplete personal data that we hold about you completed. Should you become aware that any personal data that we hold about you is inaccurate and/or incomplete, please inform us immediately so we can correct and/or complete it.

Deleting your records (the right to erasure)
In certain circumstances, you have a right to have the personal data that we hold about you
erased. Further information is available on the ICO website (ico.org.uk). If you would like
your personal data to be erased, please inform us immediately and we will consider your
request. In certain circumstances, we have the right to refuse to comply with a request for
erasure. If applicable, we will supply you with the reasons for refusing your request.

​

The right to restrict processing and the right to object
In certain circumstances, you have the right to ‘block’ or suppress the processing of personal
data or to object to the processing of that information. Further information is available on the
ICO website (ico.org.uk). Please inform us immediately if you want us to cease to process
your information or you object to processing so that we can consider what action, if any, is
appropriate.

​

Obtaining and reusing personal data (the right to data portability)

In certain circumstances, you have the right to be provided with the personal data that we
hold about you in a machine-readable format, e.g. so that the data can easily be provided to
a new professional adviser. Further information is available on the ICO website (ico.org.uk).
The right to data portability only applies:
 to personal data an individual has provided to a controller
 where the processing is based on the individual’s consent or for the performance of a
contract
 when processing is carried out by automated means.
We will respond to any data portability requests made to us without undue delay and within
one month. We may extend the period by a further two months where the request is complex
or a number of requests are received but we will inform you within one month of the receipt
of the request and explain why the extension is necessary.

 

Withdrawal of consent
Where you have consented to our processing of your personal data, you have the right to
withdraw that consent at any time. Please inform us immediately if you wish to withdraw your
consent.
Please note:
 the withdrawal of consent does not affect the lawfulness of earlier processing
 if you withdraw your consent, we may not be able to continue to provide services to
you
 even if you withdraw your consent, it may remain lawful for us to process your data
on another legal basis (e.g. because we have a legal obligation to continue to
process your data).

 

Automated decision-making
We do not intend to use automated decision-making in relation to your personal data.
Complaints
If you have requested details of the information we hold about you and you are not happy
with our response, or you think we have not complied with the GDPR or DPA 2018 in some
other way, you can complain to us. Please send any complaints to
info@kingsaccountant.co.uk
If you are not happy with our response, you have a right to lodge a complaint with the ICO
(ico.org.uk).