Privacy Notice

SJS Advisory Ltd, company number 12330662

Office 1, Unit 1 Axis Park, Fort Fareham, Fareham, Hampshire PO14 1FD

info@sjsadvisory.co.uk

Registered with the Information Commissioner’s Office, reference ZB336793

Version 1.0, 20 September 2026. This notice explains what we do with personal information. It is given to you with our engagement letter and is also available on request.

1. Who this notice covers

We hold personal information about you and, where relevant, about your directors, shareholders, people with significant control, business partners, employees, subcontractors, trustees and beneficiaries.

2. What we hold

• Name, address, date of birth, contact details.
• Identification documents and the record of our checks.
• National Insurance number, unique taxpayer reference, payroll and pension details, bank details.
• Financial information: accounting records, income, expenses, assets, tax computations and returns.
• Correspondence with you and with HMRC, Companies House and other third parties.
• Where we run your payroll, information about your employees, including sickness absence, maternity, paternity and adoption leave, which is special category (health) information.

3. Where we get it

From you, from your staff or advisers, from your accounting software, and from public and official sources including Companies House, HMRC and the OFSI sanctions list.

4. Why we use it, and our legal basis

Purpose	Legal basis
Providing the services in our engagement letter, and administering your account	Performance of our contract with you
Meeting our obligations under tax, company and anti-money laundering law, including identity checks, sanctions screening, record keeping and reporting to the National Crime Agency or the Office of Financial Sanctions Implementation	Legal obligation
Meeting the requirements of ACCA, our supervisory body, including monitoring reviews and quality checks	Legal obligation and our legitimate interest in maintaining our registration
Running and protecting our practice: billing, credit control, insurance, complaints and defending claims	Our legitimate interests, balanced against your rights
Payroll health information (sickness, maternity, paternity, adoption)	Employment and social security law, under Article 9(2)(b) of the UK GDPR, with the employer as the controller

We do not send marketing emails and we do not sell your information. We do not use CCTV or record calls.

5. Who we share it with

We share information only where it is necessary:

• HMRC and Companies House, when we act as your agent.
• The National Crime Agency and OFSI, where the law requires a report. We may be prohibited by law from telling you that a report has been made.
• ACCA, on a monitoring review or investigation.
• Your other advisers, and any accountant taking over from us, with your authority.
• Our software and service providers, who process information on our instructions under written terms: BrightManager (practice management), TaxCalc (accounts and tax software), BrightPay (payroll), Xero, QuickBooks and FreeAgent (bookkeeping), Dropbox (document storage), ClickUp (practice records), Google Workspace (email), and Anthropic (AI tools used to assist with drafting and administration).
• Our insurers and professional advisers, where a claim or dispute arises.

Our people are bound by confidentiality. Anyone other than the director who works on your affairs is screened and trained before being given access. We review that arrangement each year, and this notice with it.

6. Sending information outside the UK

Some of our providers are based outside the UK, mainly in the United States and the European Economic Area. Where information is transferred outside the UK, we rely on UK adequacy regulations, or on the International Data Transfer Agreement or Addendum approved by the UK government, so that your information keeps the same protection.

7. How long we keep it

Record	Period
Anti-money laundering records, including identity documents and our checks	Five years from the end of our relationship, then deleted
Tax records and working papers for companies and other corporate entities	Six years from the end of the accounting period
Tax records for individuals, trustees and partnerships with trading or rental income	Five years and ten months after the end of the tax year; otherwise 22 months
Correspondence and other papers we store	Up to seven years, after which they may be destroyed

We keep information for longer where the law requires it, or where it is needed for a claim or dispute.

8. Your rights

You can ask us to give you a copy of the information we hold about you, to correct it, to delete it, to restrict how we use it, or to provide it in a portable form. You can object to processing we carry out for our legitimate interests. These rights are not absolute: where the law requires us to keep information, for example anti-money laundering records, we cannot delete it on request.

To exercise any of these rights, contact Samuel Stapleton at info@sjsadvisory.co.uk. We will respond within one month.

9. Complaints

If you are unhappy with how we have handled your information, contact Samuel Stapleton in the first instance. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk, or by telephone on 0303 123 1113.

10. Changes

We review this notice each year at 30 April and whenever our services or providers change. The current version is the one supplied with your latest engagement letter.