Privacy Notice

Privacy Notice

Riverview Portfolio Ltd / Property Tax Advice Ltd privacy notice explains how the firm handles and uses data it collects from, and is given by, clients past, present and future.

In broad terms Riverview Portfolio Ltd / Property Tax Advice Ltd uses your data to provide advisory, accountancy, tax services and payroll services as relevant and as set out in your engagement letter(s), and additional services arising from undertaking specific engagements. These include ensuring we keep you informed of our activities and developments, to provide services to you and to identify ways in which we can give you on-going support and advice.

How your data is used by Riverview Portfolio Ltd / Property Tax Advice Ltd

Your data is used by us for a number of interdependent purposes, including communications. These include:

  • The provision of our services under the terms of contract
  • Company & personal tax returns
  • Company CIS and VAT returns
  • Company secretarial
  • Bookkeeping
  • Tax and accountancy services
  • Forming your company
  • Money laundering checks
  • Process your payroll & pension contributions
  • Enable us to comply with any legal or regulatory requirements and in the detection and prevention of theft, fraud and other crimes

Communications may be sent to you by post, telephone or electronic means, depending on the contact details we hold and the preferences expressed by you. If you have concerns about any of these purposes, or how we communicate with you, contact paul@riverviewportfolio.co.uk or 01249 816 810

What data is held by Riverview Portfolio Ltd / Property Tax Advice Ltd?

Most individual records contain:
Unique personal identifiers
Your contact details
Copies of documents you have provided to enable accounts, tax returns and other related services to be performed
Financial information
Information pertaining to your employees (personal identifiers etc)

Communication preferences

We have arrangements with third parties who may have access to, or hold your data for the purposes associated with the services we provide,these include:

Sage (cloud bookkeeping software)
Sage Payroll (for payroll services)
Xero (cloud bookkeeping software)
Microsoft (email management)

Digita (accounts and tax return production and practice management database)

Unless we have received instructions from you we will not share any of the personal data we hold with any third party. We do not sell or license the use of any of your data for marketing purposes.

Payroll Services

In order for us to be able to deliver a payroll processing service we request that you give us personal data for your employees. This data includes:

Full name, Address, Date of birth, National Insurance number, Rate of pay, Holiday allowance
Benefits, P45 and details of tax codes, Details of any Direct Earnings orders, Email address

We will not use your employees’ data for any purpose except for processing your payroll as agreed in our engagement letter. Our third party software provider is Sage Payroll. Their privacy policy can be obtained from their website at https://www.sage.co.uk

Retention of data

We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. We are required under UK tax law to keep your accounting records for a minimum of 6 years and a maximum of 25 years. Your information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information.

If we dispose of your information it will always be done securely.

Basis for processing data

The legal basis for processing your personal data is our contractual arrangement with you, and otherwise our legitimate interest.

Legitimate interest

Our legitimate interest is a commercial one and consists of sending to you information which we deem to be relevant to you and/or your business.

We have a contract with you – being compliance services or advisory services as set out in your individual engagement letters – and the majority of our data processing is carried out under the legal basis of contract. However, there is some information which we deem to be relevant to you which might not be necessary for the proper and complete performance of our contract with you.

Equally we may send out newsletters or information packs on relevant issues. We would argue that this is required under the contract basis – as we cannot properly provide services if you are not aware of the rules and regulations governing you or impacting on your transactions.

It is this information which we consider to be processed under a commercial legitimate interest.

If we could not provide this information to you then you may not be aware of developments to tax, accounting and wider law which directly impact on you or your business. You also might not be aware of the full range of our services. We need to process your personal data (name, contact details, business information such as sector, potentially your date of birth) in order to identify the services relevant to you.

The personal data is stored on our secure database.

The controller for your data is Riverview Portfolio Ltd / Property Tax Advice Ltd, and we can be contacted at paul@riverviewportfolio.co.uk or at the postal address noted below.

Your rights

You have the right to request access to personal data which we may process about you. If you wish to exercise this right you should: put your request in writing and post it to the address .Please include proof of your identity and address (e.g. a copy of your driving licence or passport, and a recent utility or credit card bill). You will need to specify the personal data you want access to, including any account or reference numbers where applicable.

You have the right to require us to correct any inaccuracies in your data. If you wish to exercise this right you should again put your request in writing and post it to the address below. You will need to provide us with enough information to identify you and specify the information that is incorrect and what it should be replaced with.

You also have the right to ask us to stop processing your personal data for direct marketing purposes or for purposes we have considered to be covered by legitimate interest. If you wish to exercise this right you should: put your request in writing (an email sent to paul@riverviewportfolio.co.uk with a header that says ‘Unsubscribe’ is acceptable) and provide us with enough information to identify you.

You have the right to request that we erase your personal data in cases where we were not entitled under contractual or legal obligation to process it. However please refer to our terms and conditions for statutory retention periods for specified financial and legal information we hold on your behalf

Our contact details:

GDPR Administration

Riverview Portfolio Ltd / Property Tax Advice Ltd

1 Market Hill

Calne

Wiltshire

SN11 0BT

Telephone 01249 816 810