Privacy and Cookie policy

RT Accountancy & Business Services Limited (“we”, “us”, “our”) take your privacy and our responsibility to protect your data seriously. This policy explains what personal data we collect, how we use it, your rights under the UK GDPR, and how we use cookies on our website. If anything isn’t clear, please contact us by email at enquiries@rtabs.co.uk and we will endeavour to clarify it.

1. Who We Are

Registered name: RT Accountancy & Business Services Limited

Registered address: 50 Ffynnon Dawel, Aberdulais, Neath SA10 8EQ

Email address: enquiries@rtabs.co.uk

Phone Number: 07977 596045

Company number: 170836030

AAT Licence number: 1009775

ICO reg reference: ZC096287

We are the data controller for the personal information you provide to us. This means we decide how your data is used and ensure it is handled securely and lawfully.

2. What Personal Data We Collect

We collect different types of information depending on how you interact with us:

Information you provide directly

• Name, address, email, phone number

• Business details

• Financial records

• Payroll information

• Tax information

• Identification documents (e.g., passport, driving licence)

• Bank details (for payroll or payment purposes)

Information collected automatically

• IP address

• Browser type

• Pages visited on our website

• Cookie data (see section 10)

Information we receive from third parties

• HMRC

• Companies House

• Bookkeeping or payroll software (e.g., Xero, QuickBooks, FreeAgent)

• Your employees or subcontractors (for payroll/CIS)

3. Why We Collect Your Data (Lawful Basis)

We only collect and process your data when we have a lawful reason to do so as detailed below:

• Contractual necessity - to deliver our services, including:

• Bookkeeping

• Payroll

• VAT

• CIS

• Year end accounts

• Tax returns

• Advisory services

• Legal obligation - to comply with UK law, including:

• Anti money laundering (AML) checks

• Tax legislation

• Record keeping requirements

• Legitimate interests - to run and improve our business, such as:

• Responding to enquiries

• Improving our website

• Protecting our systems from fraud or misuse

• Consent - for optional things like:

• Marketing emails

• Non essential cookies

You can withdraw consent at any time.

4. How We Use Your Personal Data

We may use your information to conduct services as listed below, we will never sell your data:

• Provide accountancy and tax services

• Communicate with you about your accounts

• Submit filings to HMRC and Companies House

• Process payroll and CIS

• Maintain accurate internal records

• Improve our services and website

• Meet legal and regulatory requirements

5. Who We Share Your Data With

We only share your data with third parties when necessary and appropriate. All third parties are required to keep you data secure and use it only for the purpose we specify. Third parties that we may need to share your data with are:

• HMRC (tax submissions)

• Companies House (statutory filings)

• Payroll and bookkeeping software providers

• Banks or pension providers (for payroll)

• Subcontractors or outsourced specialists (only when required)

• Regulators (e.g., for AML compliance)

• IT and cloud service providers

6. International Transfers

Some of our software providers may store data outside the UK. When this happens, we ensure appropriate safeguards are in place, such as:

• UK adequacy decisions

• Standard Contractual Clauses (SCCs)

• Additional security measures

7. How Long We Keep Your Data

We keep your data only as long as necessary to enable you and us to comply with statutory obligation as detailed below, after this time data is securely deleted or anonymised:

• Client records: 6 years after the end of our engagement

• AML records: 5 years after the relationship ends

• Payroll records: 3 years (or longer if legally required)

• Enquiry data: up to 12 months

8. Your Rights Under UK GDPR

You have the right to:

• Access your data

• Correct inaccurate information

• Request deletion (in certain circumstances)

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent

• Complain to the ICO

Information Commissioner’s Office (ICO) www.ico.org.uk

If you have concerns, we encourage you to contact us first so we can resolve them quickly.

9. How We Protect Your Data

We use a combination of technical and organisational measures, including:

• Encrypted systems

• Secure client portals

• Multi factor authentication

• Staff training

• Regular security reviews

• Access controls and audit logs

10. Cookies

Cookies are small files stored on your device when you visit our website. We use them to:

• Improve website performance

• Analyse traffic

• Remember your preferences

• Support security features

Types of cookies we use

• Strictly necessary cookies – required for the website to function

• Performance cookies – help us understand how visitors use our site

• Functionality cookies – remember your preferences

• Marketing cookies – only used with your consent

Managing cookies

You can control or delete cookies through your browser settings. If you disable certain cookies, some parts of our website may not function properly.

11. Marketing Communications

We may send you updates about tax changes, deadlines, or services — but only if you’ve opted in. You can unsubscribe at any time.

12. Changes to This Policy

We may update this policy occasionally. Any changes will be posted on this page with an updated revision date.

13. Contact Us

If you have questions about this policy or how we handle your data, please contact:

RT Accountancy & Business Service Limited

Email: enquiries@rtabs.co.uk

Phone: 07977 596 045