Privacy Policy

Privacy Policy – our commitment to your privacy

At Figures Accountancy Services we are committed to protecting your privacy and we comply with the data protection laws applicable to the United Kingdom. This Privacy Policy outlines how your personal information is treated and forms part of our Conditions of Use.

Data Protection Act 1998 – Figures Accountancy Services will control any data that you have supplied. The information you have provided will be processed for the purpose of internal administration within the preparation and completion of accounts / audit. We will keep your data as required and agreed within our Terms of Engagement.

By continuing to use Figures Accountancy Services from this day forward, please know that you are agreeing to the updated Terms of Engagement.

If you have any queries regarding data protection, please call 01293 773400 and ask for the Data Protection Officer or send an e-mail to


What is this document and who is it for?

This document is intended to provide you with important information about how we process your personal data. This includes details of what personal data we hold, how we store it, what we do with it, why we hold it and how long we hold it for.

The contents of this document apply to both clients and prospective clients of Figures Accountancy Services. Please contact us for a copy of a relevant privacy notice if you are not a client or prospective client.

The below ‘summary information’ section provides some general summary information about what we do with your personal data. Full details can be found in the table at the end of this notice.


Summary information

In order to provide you with the services detailed in our letter of engagement Figures Accountancy Services must hold and process personal data. We use this information to; conduct Customer Due Diligence (CDD) checks we are obliged to conduct under law; meet our obligations detailed under our letter of engagement; and, provide you with any additional services we may agree with you to provide.

We hold your personal data on cloud-based accountancy software provided by Corinium Technology Limited, our outlook emails systems, as spreadsheets stored locally on our computers and, in some instances, as physical printouts stored in our offices, secured by an insurance approved alarm system.


Data Protection Policy

You should read this privacy notice in connection with Figures Accountancy Services data protection policy. A copy of our data protection policy can be requested at any time from us.


Data controller’s and data protection officer’s details

Data Controller: Figures Accountancy Services

Data Protection Officer: Jennifer Belcher ACPA

How to contact us with any questions

If you would like to contact us, please use the below methods. Please note that our office closes on weekends and English bank holidays. We normally close the office over the Christmas period, including some normal working days, please contact us for more information. If your contact relates to exercising your rights under data protection legislation it will help us if you make your communication in writing (either post or email).


Telephone: 01293 773400

Post: Figures House 24 Brighton Road Salfords Surrey RH1 5BX


Your rights

Under data protection legislation you have eight main rights relating to your personal data:

  1. Right to be informed
  2. Right of access
  3. Right to rectification
  4. Right to erasure
  5. Right to restrict processing
  6. Right to data portability
  7. Right to object
  8. Rights related to automated decision making including profiling

For more information on your rights and how we uphold your rights, please visit the Information Commissioner’s Office’s website ( and review our data protection policy, which can be accessed from the relevant sections of our website or can be provided on request.

If at any time you would like to exercise one of your rights under data protection legislation, please contact us. We recommend that you consult our data protection policy before contacting us.

If you would like to make a complaint about the Association’s handling of personal data and how we have met our obligations under data protection legislation you can contact the Information Commissioner’s Office ( Though we would always encourage you to contact us in the first instance so that we can attempt to resolve your complaint.


Personal data we process for members;



Date of Birth

Telephone Number(s)

Fax Number

E Mail address(s)


Date of Birth

Life Status



National Insurance Number

Tax Reference Number (UTR)


The lawful base for holding/processing this information;

Our lawful basis for holding/processing this information is that it is “necessary” to do the job for which you have employed and instructed us.


How/Where the data is stored;

Data will be stored either in paper form within the confines of our offices which are secured by either an insurance approved alarm and/or double locked doors. Where data is stored on computers these will be located in our offices as above, all computers are password protected, and passwords are changed on a regular basis. Computerized records are backed up twice a day to secure storage held by Corinium Technology Ltd.


Who has access to the information?

Only staff employed by Figures Accountancy Services will have access to the data.  When an employee leaves the employment of Figures Accountancy Services the alarm code to premises are changed and all computer passwords to which that employee had access are changed.


How long will the data be stored for;

Dependent upon the type of data it will be stored for the required legal period.  If a client has left Figures Accountancy Services it will be stored for 5 years from the date of resignation or termination letter then be removed from the records.


Who else is the data transferred to;

Data is transferred only to the third parties which will allow us to do our job.  These include (but it is not an exhaustive list),


HMRC via secured encrypted internet lines for the purpose of filing Tax or VAT Returns

Bank, Building Society, Mortgage Advisor, via secured internet lines for the purposes of mortgage or Finance applications

AMLCC (Money Laundering Software) for the purposes of complying with the MLA, via secured internet lines


Data is NOT transferred to a third country



You consent to providing Figures Accountancy Services including any employee or agent of Figures Accoutancy Services, with information detailed in this privacy notice. I consent to receiving communications from Figures Accountancy Services in relation to the work they are to undertake for me, as detailed in the letter of engagement I have received. I also acknowledge that from time to time I am happy to receive information concerning other services which Figures Accountancy Services may feel I need/might be interested in. I understand that none of this affects my rights under data protection legislation.


May 2018