PRIVACY

At F J Gothard & Co Ltd, we are committed to protecting your personal data and respecting your privacy. This privacy statement outlines how we collect, use, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

F J Gothard & Co Ltd is a UK-based accountancy practice providing financial and taxation services to individuals, sole traders, and small businesses. We are registered with the Information Commissioner’s Office (ICO) under registration number ZA118974.

What Data We Collect

We may collect and process the following types of personal data:

Full name, address, and contact details (email, phone number)
National Insurance number, Unique Taxpayer Reference (UTR)
Financial and tax-related information
Business and employment details
Identification documents (for anti-money laundering checks)
Bank account details (for payroll, payments, etc.)

How We Collect Your Data

We collect personal data:

Directly from you (e.g., via email, phone, meetings, website forms)
Through third parties with your consent (e.g., HMRC, software providers)
From publicly available sources (e.g., Companies House)

How We Use Your Data

We use your personal data to:

Provide accountancy, tax, and business services
Meet our legal and regulatory obligations (e.g., tax filings, AML checks)
Communicate with you about your accounts, deadlines, and services
Manage billing and payments
Improve our services

Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

Contractual obligation: to provide agreed services
Legal obligation: for compliance with tax and accounting regulations
Legitimate interests: to improve services and maintain records
Consent: where explicitly required (e.g., for marketing)

Data Sharing

We only share your personal data with trusted third parties when necessary:

HMRC and other government bodies
Software providers (e.g., Xero, QuickBooks, payroll platforms)
Professional advisers (e.g., legal or insurance services)
Subcontractors or freelance accountants under strict confidentiality

We never sell or rent your data to third parties.

Data Security

We implement appropriate technical and organisational measures to protect your data, including:

Encrypted communications
Password-protected systems and devices
Access controls and staff confidentiality agreements

Data Retention

We retain your personal data only for as long as necessary:

Usually 6–7 years, in line with legal and regulatory requirements
After which it will be securely deleted or anonymised

Your Rights

Under the UK GDPR, you have the right to:

Access your personal data
Request correction of incorrect data
Request deletion (in certain circumstances)
Object to or restrict processing
Data portability (where applicable)
Withdraw consent (if consent was the basis of processing)
Lodge a complaint with the Information Commissioner’s Office (ICO)

If you have any questions about this privacy policy or how we handle your data, please contact us.