At Ian Richmond Limited, we are committed to safeguarding your privacy and ensuring the security of your personal information. This notice explains how we collect, use, and protect your data when you engage our services or interact with our website. We will only use your personal information in a manner consistent with the services you have requested and our legal obligations.  

How We Obtain Your Information

We collect information about you in the following ways:

• When you instruct us to provide services: This includes the information you provide during our initial engagement and throughout our professional relationship.
• When you use our website: We may collect data when you browse our site or contact us through online forms or email links.

The Types of Information We Collect

The personal information we collect will depend on the specific services you require. This may include:

• Personal Identifiers: Your name, address, telephone number, and email address.
• Tax-Related Information: Your Unique Tax Reference (UTR) number and National Insurance number.
• Financial Details: Bank account details for processing payments and providing financial services.
• Website Usage Data: Your IP address, the pages you visit on our website, and the dates and times of your access.

How We Use Your Information

Depending on the services we are providing, we may use your information for the following purposes:

• Communication: To contact you by post, email, or telephone regarding your affairs.
• Verification: To confirm your identity as required by law and professional standards.
• Service Delivery: To understand your needs and provide the agreed-upon accounting services.
• Record Keeping: To maintain accurate records in line with legal and regulatory requirements.
• Financial Processing: To manage financial transactions related to our services.
• Prevention of Illegal Activity: To help detect and prevent crime, fraud, and corruption.

Data Retention

We are legally and professionally obligated to retain your data for a certain period, even after our services have concluded. While the exact retention period varies depending on the specific legislation, it is typically five to six years. To ensure full compliance, Ian Richmond Limited has a policy of retaining all client data for seven years from the end of the relevant period.

Who Has Access to Your Information

• No Selling or Renting: We will never sell or rent your personal information to third parties.
• No Marketing by Third Parties: We will not share your information with third parties for their own marketing purposes.
• Staff Confidentiality: All our staff who have access to your information are bound by strict confidentiality obligations in accordance with our professional ethical standards.
• Third-Party Service Providers: We may engage external service providers to support the delivery of our services. In such cases, we will only share the necessary personal information, and we have contracts in place to ensure they keep your data secure and do not use it for their own purposes.
• Legal and Legitimate Disclosure: We will only disclose your information to third parties if you have explicitly requested us to do so or if we are legally required to do so (e.g., by a court order or for the prevention of crime).

Your Rights to Access and Control Your Information

• Keeping Your Information Accurate: We are committed to maintaining accurate and up-to-date records. Please inform us promptly if any of your details change by emailing, writing, or calling us using the contact information below.
• Right of Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You can ask us to correct any personal information you believe is inaccurate or incomplete.  
• Right to Erasure (Right to be Forgotten): In certain circumstances, you can request that we delete your personal information, such as when the data is no longer needed for the original purpose, you have withdrawn consent (where applicable), or the processing is unlawful.
• Right to Restriction of Processing: You have the right to ask us to limit how we use your personal information in specific situations, for example, while we are verifying the accuracy of your data or assessing an objection you have raised.
• Right to Object: You have the right to object to the processing of your personal information where we are relying on legitimate interests (including public interest). You also have the absolute right to object to the use of your data for direct marketing.  
• Right to Withdraw Consent: If we are processing your personal information based on your consent, you have the right to withdraw that consent at any time.  

To exercise any of these rights, please contact us using the details provided in the “Contact Information” section below.  

Security Measures

We take the security of your personal information seriously and implement appropriate measures to protect it from loss, misuse, or alteration. While we strive to maintain the security of your data, please be aware that no method of online transmission is completely secure, and you transmit information to us at your own risk. Once we receive your data, we make every effort to ensure its security on our systems. If you have a password to access certain areas of our website or systems, you are responsible for keeping it confidential.  

Your Choices Regarding Marketing Communications

We may occasionally contact you with updates on legal and regulatory changes or other relevant developments that could affect your financial affairs and how we can assist you. If you do not wish to receive such communications, please let us know by contacting us as indicated in the “Contact Information” section.

Changes to This Privacy Notice

We regularly review and update this privacy notice. Any changes will be posted on our website at www.ianrichmond.net. Paper copies of the privacy notice are also available upon request from Ian Richmond Limited, Church Cottage, Church Road, Tettenhall, Wolverhampton, West Midlands, WV6 9AJ.

This privacy notice was last updated on 31st March 2025.

Contact Information

Ian Richmond, Church Cottage, Church Road, Tettenhall, Wolverhampton, West Midlands, WV6 9AJ Telephone: 01902 424851

Complaints

We are committed to resolving any concerns you may have about how we handle your personal information. Please contact us directly in the first instance. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

Website: https://ico.org.uk/concerns

Cookies and Tracking on Our Website

To enhance your experience on our website, we use a server-based log to collect anonymous information about visitors. This data is used solely for generating statistical reports and will not be used for any other purpose.

Use of Cookies

By using our website, you consent to our use of cookies. Cookies are small text files stored on your computer that help improve website functionality and provide us with statistical data.

If you believe our website is not adhering to this privacy policy, please contact us by phone, email, or post.

Changes to This Policy

Any future changes to this policy will be posted on our website and will apply to your subsequent use of the site.