Reeves Accountants Ltd Privacy Policy
This Privacy Policy explains how Reeves Accountants Ltd (“we”, “us”, “our”) collects, uses, stores and protects your personal information when you use our website, engage us for accounting and tax services, or otherwise get in touch with us. We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Introduction
As Chartered Certified Accountants, we act as a data controller for the personal information we collect about our clients, prospective clients, website visitors and suppliers. This policy sets out what information we collect, why we collect it, how we use it, who we may share it with, and the rights you have over your own data.
Grounds for data collection
We only collect and process personal data where we have a lawful basis to do so. This includes:
- Performance of a contract – where we need your information to provide accounting, tax, payroll or advisory services to you.
- Legal obligation – where we are required to collect or retain information to comply with HMRC, Companies House, anti-money laundering or other regulatory requirements.
- Legitimate interests – where processing helps us run and improve our business, provided this does not override your rights and interests.
- Consent – where you have given us clear permission, for example to send you marketing communications.
What information we collect?
Depending on our relationship with you, we may collect:
- Contact details, such as your name, address, email address and telephone number.
- Identity and verification information, such as proof of ID and proof of address, where required for anti-money laundering checks.
- Financial information, such as income, expenses, bank details, tax and accounting records needed to provide our services.
- Business information, such as company registration details, payroll and employee data (where we process payroll on your behalf).
- Technical information from our website, such as IP address, browser type and pages visited, collected via cookies and analytics tools.
- Any other information you choose to share with us, for example in emails, forms or during meetings and calls.
How do we receive information about you?
We may receive personal information directly from you (for example, when you contact us, complete a form on our website, or provide documents for your accounts), from third parties acting on your behalf (such as a previous accountant, HMRC or Companies House), or automatically through your use of our website.
How we use your information
We use your personal information to: prepare accounts, tax returns and other statutory filings; provide bookkeeping, payroll, VAT and advisory services; communicate with you about your account or our services; comply with our legal and regulatory obligations, including anti-money laundering checks; maintain our own business records; and, where you have consented, send you relevant updates and marketing communications. We do not use your information for any purpose incompatible with these.
Use of Artificial Intelligence and Cloud-based Tools
We may use reputable cloud-based accounting, document management and, where appropriate, artificial intelligence (AI) tools to help us deliver our services efficiently and accurately — for example, to assist with data entry, bookkeeping reconciliation or drafting routine correspondence. Any such tools are selected with data protection in mind and are subject to appropriate contractual safeguards, including data processing agreements that meet UK GDPR requirements. Personal or financial data is never used to train third-party AI models without your knowledge, and a member of our team reviews any AI-assisted output before it is relied upon or sent to you.
User Rights
Under UK GDPR, you have the right to: request access to the personal data we hold about you; request correction of inaccurate or incomplete data; request erasure of your data, where we are not required to retain it for legal or regulatory reasons; object to or restrict certain processing; request that your data be provided to you or transferred to another provider in a portable format; and withdraw consent at any time where processing is based on consent. To exercise any of these rights, please contact us using the details below.
Retention
We retain personal and financial information only for as long as necessary to provide our services and to meet our legal, regulatory and professional obligations. As accountants, this typically means retaining client records for a minimum period in line with HMRC and professional body requirements, after which records are securely destroyed or anonymised.
Cookies
Our website uses cookies and similar technologies to help it function properly and to understand how visitors use it, for example through analytics. You can control or disable cookies through your browser settings; please note that some parts of our website may not function as intended if cookies are disabled.
Third party collection of information
We may share your information with trusted third parties where necessary to provide our services, including HMRC and other regulatory bodies, our cloud accounting and IT service providers, and professional advisers such as auditors, insurers or legal advisers. We only share what is necessary and require any third party processing data on our behalf to protect it to an appropriate standard.
How do we safeguard your information?
We take the security of your personal and financial information seriously. We use appropriate technical and organisational measures, including secure cloud systems, access controls and staff training, to protect your data against unauthorised access, loss, misuse or disclosure.
Transfer of data outside the UK
Some of the cloud-based tools we use may store or process data outside the UK or European Economic Area (EEA). Where this happens, we ensure appropriate safeguards are in place, such as standard contractual clauses or reliance on an adequacy decision, so your data continues to receive a comparable level of protection.
Advertisements
We do not sell your personal information to advertisers. If our website uses any third-party advertising or analytics services, these are configured to minimise the personal data collected and are covered by our use of cookies as described above.
Marketing
We will only send you marketing communications, such as newsletters or service updates, where you have given us your consent or where permitted by law for similar existing clients. You can opt out of marketing communications at any time by contacting us or using the unsubscribe link in any email.
Corporate transaction
If Reeves Accountants Ltd were to be involved in a merger, acquisition, or sale of all or part of its business, your personal information may be transferred to the new owner as part of that transaction, subject to the same protections set out in this policy.
Minors
Our services are directed at businesses and adults and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children.
Updates or amendments to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page along with an updated “Last Modified” date.
How to contact us
If you have any questions about this Privacy Policy or how we handle your personal information, or if you would like to exercise any of your data protection rights, please contact us:
- Reeves Accountants Ltd
- 22 Coledale Dr, Stanmore, Middlesex, HA7 2QF
- Email: info@reeves-tax.com
- Phone: 020 8058 2787
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data has not been handled in accordance with this policy.