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PH Accountancy Privacy Policy

PH Accountancy Limited is a company registered in England and Wales and our company number is 04313929

Our registered office is at 99 Canterbury Road, Whitstable, Kent, CT5 4HG

In this document, “we”, “our”, or “us” refer to P.H. Accountancy Limited


Overview and important information

We are committed to protecting and respecting your privacy. We are also dedicated to being transparent about what data we collect about you and how we use it.

This policy sets out the basis of how we process personal data we collect from you, or that you voluntarily provide to us. It covers information that could identify you and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.

It should provide you with:

-how we use your data

-what personal data we collect

-How we ensure your privacy is maintained

-Your legal rights relating to your personal data


Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).

The law requires us to tell you about your rights and our obligations to you regarding the processing and control of your personal data. We would request you read the following information should you wish to understand your rights further?


The data controller is P.H. Accountancy, and we have appointed a data protection officer who is responsible for overseeing questions in relation to our privacy notice. This includes any requests to exercise your legal rights. Please contact the data protection officer via our Contact Us form should you have any questions or complaints.

Privacy Notice Changes

This version was last updated on 30th May 2018.

It is important that the personal data we hold about you is accurate and current so please keep us informed if any of your personal data changes whilst we are acting on y our behalf.


Third party links

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.


What Personal Data do we collect?

We may collect the following information about you

·         Name, age/date of birth and gender

·         Contact details; Postal address (including home and business) telephone numbers (including mobile, home and business), email address (including personal and business)

·         Professional data which will include any information we may collect during the providing of our services to you, for example HMRC references

·         Your payment card and bank details when you make a payment with us or request a refund to be paid direct to you from us.

·         Your communication and marketing preferences

·         All correspondence and communication between us and other 3rd parties that you would have agreed to

This list is not exhaustive, and, in specific instances, we may need to collect additional data for the purposes set out in this Policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter with you (for example, to provide you with an answer to an enquiry). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

How do we collect your personal data?



You may give us your identity, contact and professional data by filling in forms or by corresponding with us by face, phone or otherwise:

This includes when you submit an enquiry form or request marketing to be sent to you.

Automated technologies or interactions

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. 

3rd Party

People who you have given your consent to to pass your details to us, or from publicly available sources


A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

How do we use your personal data?

We (and trusted partners acting on our behalf) use your personal data:

- to provide goods and services to you;

- to manage any registered account(s) that you hold with us;

- to verify your identity;

- for crime and fraud prevention, detection and related purposes;

- with your agreement, to contact you electronically about promotional offers and products and services which we think may interest you;

- for market research purposes - to better understand your needs;

- where we have a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute).


Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by Contacting Us, or making use of the simple ‘unsubscribe’ link in the emails.


Sharing Data

In order to make certain services available to you, and for us to complete all work to the standards set by the professional bodies we adhere to, we may need to share your personal data with some of our service partners.  These include IT providers, software providers, Contractors, delivery providers, marketing providers.

We only allow our service providers to handle your personal data when we have confirmed that they apply appropriate data protection and security controls. If they do not meet the requirements for GDPR we work with them to make sure that this happens, with time frames imposed. We also impose obligations on service providers relating to data protection and security, which mean they can only use your data to provide services to us and you and for no other purposes.

How do we protect your data?

We are committed to keeping your personal data safe and secure. Our security measures include:

·         Encryption of data

·         Cyber security assessments of all service providers who may have access to your data

·         Internal policies which set out our data security approach and training for employees


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. If you think that any part of our process is not secure please


How long do we keep your data?

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

to provide you with the services you have requested;

to comply with other law, including for the period demanded by our tax authorities;

to support a claim or defence in court.


Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

Request access to your personal data.

Request correction of your personal data.

Request erasure of your personal data.

Object to processing of your personal data.

Request restriction of processing your personal data.

Request transfer of your personal data.

Right to withdraw consent.

If you wish to exercise any of the rights set out above, please  Contact Us


You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.


Review of this privacy policy

We may update this privacy notice from time to time as necessary.

If you have any questions regarding our privacy policy, please Contact Us


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We offer a friendly and professional service to our clients. Our client base is wide and varied ranging from small one-man bands to large limited companies, and our business principle is the same in that each client, no matter what size, has their own individual requirements.

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