Privacy Policy & GDPR

Hornbeam Accountancy Services Limited takes the protection of your privacy seriously and this policy outlines how we use personal information we collect about you under the new GDPR regulations which come into force from 25 May 2018.

How do we collect information about you?

  • When you engage us for professional services and become a client
  • When you make an enquiry about the possibility of becoming a client of Hornbeam Accountancy Services Ltd
  • When we are engaged by you to act as a Data Processor on your behalf – i.e. when we carry out payroll services under our Payroll Bureau hat. 
  • Job applicants when applying for a vacancy.

What type of information do we collect about you?

We only collect information that is relevant to the professional service you have appointed us for to enable us carry out works on your behalf.

For job applications again we only collect information that is legitimately relevant to enable you to apply for the vacancy and if successful we only keep information that is legitimately relevant to enable us to employ you.

For website event bookings, we will record your personal contact details.

Why do we need to collect and use your personal data?

Our primary lawful and legitimate basis for collecting and processing personal data is for the performance of our contracts with our clients and staff. This includes the processing of personal data when we are engaged by a data controller to provide our services as a data processor (i.e. as a payroll bureau).

The information that we collect is essential for us to be able to carry out the agreed contract effectively. Without collecting personal data we would be unable to fulfil our legal and regulatory obligations.

We will also use this data to notify clients of any news that we feel is relevant to our duty of care (for example, updates relating to changes in tax legislation or industry specific information). Where possible, we will communicate these updates electronically.

For marketing purposes, we will only contact you electronically if you have given us consent to do so. You are entitled to unsubscribe at any point and request to be removed from our marketing database.

We may also contact you from time to time if we feel you or your organisation has a legitimate interest in knowing information about our products or services. You are entitled to unsubscribe and be removed from the marketing database at any point by emailing or telephoning 01603 720424 or writing to us at Hornbeam House, Bidwell Road, Rackheath Industrial Estate, Norwich, NR13 6PT

How will we use the information about you?

In general terms, and depending on which services we are engaged to deliver, as part of providing our agreed services we may use your information to:

  • contact you by post, email or telephone
  • verify your identity where this is required
  • understand your needs and how they may be met
  • maintain our records in accordance with applicable legal, regulatory and corporate governance obligations and good practice, ensuring our business policies are adhered to
  • process financial transactions
  • prevent and detect crime, fraud or corruption
  • complete our agreed services (such as completion of your personal tax return or business accounts), along with assisting in the gathering of information as part of investigations by regulatory bodies or in connection with legal proceedings or requests
  • for operational reasons, such as recording transactions, training and quality control, ensure the confidentiality of commercially sensitive information
  • investigate complaints
  • improve our services

For job applicants and staff:

  • consider you for a position within the firm
  • maintain our records in accordance with applicable legal, regulatory and corporate governance obligations and good practice, ensuring our business policies are adhered to
  • report regulatory statistics such as diversity and gender pay gap information
  • where necessary, security vetting (such as DBS / CRB checks)


Who might we share your information with?

We do not sell, trade, or rent personal information or client information to others. We may use third party service providers to help us operate our business and administer activities on our behalf (i.e. software providers)

If you are our client, in order to deliver our services to you effectively we may send your details to third parties such as those that we engage for professional compliance, accountancy or legal services as well as product and platform providers i.e cloud accounting, HMRC, accounting software providers. 

Where third parties are involved in processing your data, we disclose only the personal information that is necessary to deliver the service. We have a contract in place with them to ensure that the nature and purpose of the processing is clear, that they are subject to a duty of confidence in processing your data and that they will only act in accordance with our written instructions.

Where it is necessary for your personal data to be forwarded to a third party we will use appropriate security measures to protect your personal data in transit.

To fulfil our obligations in respect of prevention of money-laundering and other financial crime we may send your details to third party agencies for identity verification purposes.

We will not share your information for marketing purposes.

Any staff member of Hornbeam Accountancy Services with access to your information have a duty of confidentiality under the ethical standards that this firm is required to follow.

If you are a member of staff, if there is a need to complete security vetting checks (such as DBS / CRB checks) in relation to work, we may need to pass your information on to the relevant third party for review. This is the only occasion when a third party processor is used in relation to staff personal data.

How long do we keep hold of your information?

Your personal data and information is held with Hornbeam Accountancy Services for as long as you are clients and we act on your behalf.  However, we are subject to regulatory requirements to retain data for specified minimum periods and we have a legitimate reason due to our profession to retain certain information even after you may have disengaged from us as a client.

With regards to client data (and data which we obtain whilst acting as a data processor on behalf of a data controller), we will retain your personal data for a minimum of 7 years.

For human resources purposes, where you have applied for a position within the firm, we will retain your application for a minimum of 6 months from the closure of the vacancy unless you were successful (in which case, this record will then move to your staff file). For staff, we will retain your personal data for a minimum of 6 years after your employment ceases.

Security precautions in place to protect the loss, misuse or alteration of your information

Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.

Once we receive your information, we make our best efforts to ensure its security on our systems. Your data will be processed in our offices in the UK We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable GDPR legislative and regulatory requirements.

Your rights

Access to your information you have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us by emailing or telephoning 01603 720424 or writing to us at Hornbeam House, Bidwell Road, Rackheath Industrial Estate, Norwich NR13 6PT.

Deletion of your information you have the right to request deletion of your personal data. We will comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests as noted above.

Objecting to how we may use your information Where we use your personal information to perform tasks carried out in the public interest then, if you object to this use and ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.

Please contact us in any of the ways set out in the “Contact information” section of our website or telephone 01603 720424 if you wish to exercise any of these rights.

Changes to our privacy policy

We keep this privacy policy under regular review and will place any updates on our website.  Paper copies of the privacy policy may also be requested from us in writing or via telephone call or email.

This privacy policy was last reviewed on 6 June 2018.