Privacy Policy

1. About us and the purpose of this notice

RDA Accountants (UK) Limited is a firm of chartered accountants providing accountancy, tax, and advisory services. We are registered in England and Wales under company number 13906998, and our registered office is at Marlborough House Second Floor, 102-110 High Street, Shoreham-By-Sea, England, BN43 5DB.

RDA Accountants is regulated by the Institute of Chartered Accountants in England and Wales (ICAEW).

This notice explains how we look after your personal data, what your privacy rights are, and how we meet our obligations to you under data protection law.

In this notice, “data protection legislation” means the UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (as amended), and the Data (Use and Access) Act 2025.

For the purposes of data protection legislation, RDA Accountants is the “data controller” — meaning we're responsible for deciding how and why your personal data is used, and for meeting the obligations that come with that.

Our data protection point of contact is Daniel Daly. You can reach them using the details in section 18 below.

2. The kind of information we hold about you

Depending on our relationship with you, this may include:

• your name, address, and contact details;
• details of any enquiries, proposals, or work we've carried out for you;
• correspondence and communications between us, including calls to our office — please note calls may be recorded for training and quality purposes;
• financial and tax information relevant to the services we provide — for example income details, National Insurance numbers, tax references, or bank details;
• information gathered as part of our client due diligence and anti-money laundering checks;
• details of any complaints or feedback you raise with us; and
• technical information from your visit to our website — including your IP address, approximate location, browser type and version, operating system, referral source, and the pages you view — see our separate Cookie Policy for details.

3. How we collect your personal data

We may collect personal data:

• directly from you — for instance when you ask us for a proposal, engage us for our services, or contact us by phone, email, or through our website;
• from your employer, or another organisation that has engaged us to act on their behalf and where your details form part of that work; and
• from third parties or publicly available sources, such as Companies House, credit reference agencies, or the checks we're required to carry out under anti-money laundering law.

4. How we use your personal data

We rely on one or more of the following grounds to use your personal data: performing our contract with you (or your employer), meeting our legal and regulatory obligations (including anti-money laundering law and ICAEW's professional standards), or pursuing a legitimate business interest that doesn't override your own rights — for example, developing our services or, where permitted, marketing to you.

In practice, we use your personal data to:

• deliver the accountancy, tax, or advisory services you've engaged us for;
• communicate with you about those services and respond to your enquiries;
• meet our legal, regulatory, and professional obligations, including client due diligence checks;
• let you know about relevant changes to our services; and
• where you've agreed to it, send you updates or marketing about services that may interest you.

We don't carry out any automated decision-making that has a legal or otherwise significant effect on you. We will never sell your personal data to anyone, and we won't pass it to third parties for their own marketing purposes.

5. Use of artificial intelligence

We may use AI tools to assist with tasks such as document preparation, data analysis, and report drafting. Any AI-assisted output is checked and reviewed by a qualified member of our team before it's relied on or shared with you.

6. How long we keep your data

We keep personal data only for as long as it's needed for the purpose it was collected, taking into account our legal, regulatory, and contractual obligations. For client records, this is generally 6 years from the end of the engagement in line with HMRC and anti-money laundering record-keeping requirements.

7. If we need to use your data for a new purpose

If we want to use your data for something beyond what this notice covers, we'll tell you first and explain the legal basis for doing so before we go ahead.

8. Who we share your data with

We may share your personal data with:

• the software and service providers that support our work, such as Xero, HubSpot, Engager App, our secure client portal, FYI Docs & Business IT Solutions;
• other professional advisers acting for you or your business, where this is relevant to the work we're doing;
• regulators and authorities where the law requires it, including HMRC and ICAEW;
• other RDA offices in Ireland and the UK, and trusted partners we work with on your behalf — for example Terracove for web and design projects — where this is necessary to deliver your service;
• anyone we're legally required to share it with, or where sharing it is necessary to establish, exercise, or defend our legal rights, or in connection with actual or prospective legal proceedings; and
• a prospective buyer, in the unlikely event of a sale or restructure of our business.

We only allow third parties to use your data for the purposes we've agreed with them, under a written contract that requires them to keep it secure. Beyond what's set out in this notice, we won't provide your personal data to third parties.

9. Transferring data outside the UK

We may transfer personal data to Ireland, which has a UK adequacy decision, meaning it's recognised as offering an adequate level of protection for your data.

10. Keeping your data secure

We use appropriate technical and organisational measures to protect your personal data against loss, misuse, or unauthorised access. Access is limited to people who need it to do their job, and anyone processing data on our behalf is bound by a duty of confidentiality.

No transmission of data over the internet can ever be guaranteed as completely secure, and while we do all we reasonably can to protect your personal data, we can't guarantee its security in transit to our site.

If a security incident occurs that's likely to affect your rights, we'll notify you and the ICO where we're legally required to do so.

11. Your rights

Under data protection law, you have the right to:

• ask for a copy of the personal data we hold about you;
• ask us to correct inaccurate data;
• ask us to delete your data, where there's no good reason for us to keep it;
• object to our processing your data — including, always, for direct marketing;
• ask us to restrict how we use your data while we look into a concern; and
• ask for your data to be transferred to you or to another organisation, where that's technically possible.

There's normally no charge for exercising these rights. To make a request, contact Daniel – ddaly@rdaaccountants.co.uk. To confirm your identity first, we'll usually ask for a form of photo ID (such as a passport or driving licence) alongside a recent document confirming your address.

12. Withdrawing consent

Where we rely on your consent — for example, for marketing — you can withdraw it at any time by contacting Daniel – ddaly@rdaaccountants.co.uk. This won't affect anything we've already done with your data on that basis before you withdrew it.

13. Cookies

Our website uses cookies to help it run properly and to understand how it's used. You can find full details, and manage your preferences, in our Cookie Policy.

14. Links to other websites

Our website may contain links to other websites we don't operate ourselves. We have no control over, and aren't responsible for, the privacy practices or content of those third-party sites. We'd recommend reading their privacy notices before sharing any personal data with them.

15. How to complain

If you're unhappy with how we've handled your personal data, please tell us first so we can try to put things right — contact Daniel Daly – ddaly@rdaaccountants.co.uk. We aim to acknowledge your complaint within 7 working days and respond in full within 28 working days.

If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO):

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113

The ICO's normal opening hours are Monday to Friday, 9am to 5pm, excluding bank holidays.

16. Data protection registration

We are registered as a data controller with the UK Information Commissioner's Office, registration number [insert ICO registration number].

17. Changes to this notice

We may update this notice from time to time. The latest version will always be available on our website at rdaaccountants.co.uk/privacy-policy. This notice was last updated in October 2026.

18. Contact us

RDA Accountants (UK) Limited
Marlborough House Second Floor, 102-110 High Street, Shoreham-By-Sea, England, BN43 5DB
info@rdaaccountants.co.uk
01273 113500