Privacy Policy

Welcome to Clay Knox Limited’s privacy notice.

Clay Knox Limited respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we collect, store and look after your personal data and tell you about your privacy rights and how the law protects you.

Important information and who we are

Clay Knox Limited is a provider of tax consultancy, accountancy and business advice. We specialise in accountancy and advisory services to the film, music and sport industries. The company has its head/registered office in Clay Barn, Ipsley Court, Berrington Close, Redditch, B98 0TJ with offices also in Pinewood Studios and Mayfair, London.

Purpose of this privacy notice

This privacy notice aims to give you information on how Clay Knox Ltd collects and processes your personal data.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Clay Knox Limited is the controller and responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Contact details

Full name of legal entity: Clay Knox Limited

Email address of DPO: dan@clayknox.com

You have the right to make a complaint at any time to the ICO following the link https://ico.org.uk/for-the-public/raising-concerns/

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 17 May 2018

The data protection law in the UK will change on 25 May 2018. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

What do we mean by Personal Data?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, and store different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • In accordance with Anti Money Laundering regulations, verification of your identity such as a copy of your passport and a recent utility bill
  • Contact Data includes address, email address and telephone numbers.
  • Personal Tax Data includes such information as your NI number and UTR information/
  • Company Data includes such information as structure and shareholder information

Failure to provide personal data

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 into with you . In this case, we may have to cancel the service you have with us but we will notify you if this is the case at the time.

How do we collect information from you?

We collect personal information from you when you sign to confirm your consent/agreement of the terms of our engagement letter. This enables us to advise you in accordance with the services you have requested us to undertake on your behalf. Dependant on the scope of services provided we provide a range of consent forms that you are asked to sign in order for us to act on your behalf in relation to entities such as HMRC and Companies House.

Why do we collect personal data from you?

In order to provide our services to you and perform any other obligations in accordance with our engagement with you.

In order to comply with our legal or regulatory obligations; and where it is necessary for the purposes of our legitimate interests and those interests are not overridden by the data subjects’ own privacy rights.

How do we protect your personal data?

Any personal information collected from you whether it is on computer or hard copy is secured through our safeguarding processes which are met under our obligations under the Data Protection Act 1998

Unless we are authorised by you to disclose information on your behalf, we confirm that if you give us confidential information we will, at all times during and after our engagement, keep it confidential, except as required by law or as provided for in regulatory, ethical or other professional pronouncements applicable to us or our engagement.

Data security – 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.

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.

Who do we share your personal data with?

We may, on occasions, subcontract work on your affairs to other tax or accounting professionals. The subcontractors will be bound by our client confidentiality terms.

How long will you use my personal data for? 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out at the end of this Policy, please contact the DPO at dan@clayknox.com

The GDPR provides the following rights for individuals:

The right to be informed about the collection and use of your data

The right of access enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

The right to rectification, enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

The right to erasure or ‘be forgotten’ enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

The right to restrict processing enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

The right to data portability allows you to obtain and reuse your personal data for your own purposes across different services. It allows you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

The right to object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.