1. Introduction

This Privacy Notice explains how Newland Accountants collects, uses, and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Newland Accountants is committed to maintaining the confidentiality and security of your personal data.

1. Data Controller
Email: chris.blackband@newlandaccountants.com
Registered with the Information Commissioner’s Office (ICO): Registration Number : ZC036623

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2. The data we collect

Newland Accountants may collect and process personal information including:

• Full name, address, date of birth, and contact details

• National Insurance number, UTR, or company registration details

• Financial records, bank details, tax information, and accounting data

• Identification documents for anti-money laundering (AML) and Know Your Client (KYC) purposes

This information is collected directly from you or, where applicable, from authorised third parties such as HMRC, Companies House etc.

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3. Purpose and lawful basis for processing

Newland Accountants uses personal data to:

• Provide accountancy and tax services

• Comply with legal and regulatory obligations (e.g. AML and tax laws)

• Communicate with clients regarding engagements and related matters

The lawful bases for processing are:

• Performance of a contract (Article 6(1)(b))

• Compliance with a legal obligation (Article 6(1)(c))

• Legitimate interests (Article 6(1)(f)) — where processing is necessary to manage and operate the business efficiently.

For AML checks, processing of identification data is necessary for compliance with legal obligations under the Money Laundering Regulations.

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4. How we store and protect your data

All client data is stored securely on encrypted, password-protected systems and, where applicable, in secure, encrypted cloud storage.
Appropriate technical and organisational measures are in place to prevent unauthorised access, loss, or misuse of personal data.

Electronic communications are protected with secure passwords and up-to-date antivirus and firewall software.

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5. Who we share your data with

Newland Accountants only shares information when necessary and in accordance with data protection law, such as:

• HMRC, Companies House, or other government authorities (where legally required)

• Professional advisers, software providers, or subcontractors involved in delivering services (under confidentiality agreements)

• Electronic ID verification providers for KYC and AML checks

Newland Accountants does not sell or share personal data with any third parties for marketing purposes.

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6. Data retention

Personal data is retained only for as long as necessary:

• To fulfil the purpose for which it was collected

• To comply with legal, regulatory, and professional obligations (typically 6 years after the end of the client relationship)

After this period, data is securely deleted or destroyed.

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7. Your rights

Under data protection law, you have the right to:

• Access the personal data held about you

• Request correction of inaccurate data

• Request erasure of data where appropriate

• Restrict or object to processing in certain circumstances

• Request data portability (where applicable)

• Lodge a complaint with the ICO if you are unhappy with how your data has been handled

To exercise these rights, please contact Newland Accountants using the details above.