Stones Accountancy (Sussex) Limited

The company General Data Protection Regulations Policy


Brief outline

Here at Stones Accountancy (Sussex) Limited, keeping your personal data, your sensitive date and your financial data safe is our highest priority,

We are classed as a data controller. This means we are responsible for the processing of your Personal Data. This privacy policy explains how we use any personal and company data during our assigned tasks by you our client.


Firstly what is the information we will be required to collect about you and why?

In order to complete our work you require us to do, we require your contact details, and other personal information such as date of birth, national insurance number, tax reference number  and proof of ID in order to provide the contracted services as agreed we will complete for you.

This is to ensure compliance with Data Protection Regulations. We may also request other additional information which we require as part of our professional services and at the time we will explain why this information is being requested, so it is clear to you exactly what the information is being used for.


How will the information about you be used? 

Stones Accountancy (Sussex) Limited take your privacy extremely seriously and will only use your personal information to provide you with the products and services you have requested from us to complete for you. As Accountants we are governed by strict confidentially procedures across our day to day activities. The main ways in which we process your personal data is as follows:

1 – To manage and administer your affairs, providing you with the contracted services you have instructed us to complete for you.

2 – For administration purposes, to help us identify you and submit the required information to the relevant governing bodies such as HMRC correctly.

3 – To verify your identity and address for reasons such as anti money laundering checks

4 – And finally to meet our legal and regulatory requirements as set out by HMRC and our other governing bodies.


Who might we share your information with

In order to fulfil our services you require from us, we may need to enable our software providers to access your details to help resolve technical issues, so this is done correctly, we have separate confidential agreements with these parties so then will also only access this information to resolve the technical issues, they will not actually save or hold your information on our behalf.

This is to adequately provide the requested technical services to you. We may also need to disclose your details to expert consultants should we need to discuss complicated tax positions with third parties for example.

We may export personal data you supply to us outside the EU / EEA / UK for the purposes of storage data protection legislation . You consent to such data export as it is important for us to securely backup our data should the risk of fire risk. Where cloud based services are to be used you may be subject to the cloud services terms and conditions which need to be agreed.

Please feel rest assured we will not share your information for marketing purposes with third parties.


So how long do we keep hold of your information?

Whilst you are an active client with us, and receiving services from our firm, we are required to hold your information to fulfil the stator requirements. For example, Companies act 2006, VAT submission compliance and income tax and corporation tax regulations.

Should you choose to leave us and move on, the general rule of thumb will mean your data will be stored with us up to 10 years. This is as already mentioned, to comply with our regulators.


Finally – How can I access the information we hold about you

You have the right to request access to the data which we hold about you by submitting an information disclosure request to us in writing, this can be sent to our current email address,

In addition, you have the right to request us to rectify data inaccuracies and the right to request erasure from our firm, providing there no over riding statutory obligation for us to continue to hold the data for.


Any further concerns:

Knowledge is key and we aim to reassure you your data is safe with us now and in the future.

Finally, if you want to know more about your rights, the rules and regulations of the General Data Protection Regulations also known as GDPR, you can view this information at the ICO “Information Commissions Office” web site and a link to this is below: