Effective Date: [29/09/2026]

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1. Who we are

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Scott Vevers Ltd is a firm of Chartered Accountants and Registered Auditors.

Scott Vevers is the trading name of Scott Vevers Ltd.

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Scott Vevers Ltd
65 East Street
Bridport
Dorset
DT6 3LB

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Registered in England and Wales – Company No. 06640217
Registered Office: 36 Corfe Road, Weymouth, Dorset, DT3 5RH

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Email: enquiries@scottvevers.co.uk
Telephone: 01308 423237 or 01305 881009

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Scott Vevers Ltd is registered to carry on audit work and regulated for a range of investment business activities by the Institute of Chartered Accountants in England and Wales (“ICAEW”).

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For most of the professional services we provide, Scott Vevers Ltd acts as a data controller. In limited circumstances we may act as a data processor on behalf of another organisation, in which case the relevant contractual arrangements will apply.

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2. Who this notice applies to

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This Privacy Notice explains how we collect and use personal information relating to:

• clients and prospective clients;

• directors, shareholders, partners, trustees, employees and other people connected with our clients;

• individuals whose information is supplied to us in the course of providing professional services;

• website visitors and people who contact us;

• suppliers and professional contacts; and

• job applicants and prospective employees.

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3. Personal information we may collect

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Depending upon the services we provide, this may include:

• names, addresses, telephone numbers, email addresses and dates of birth;

• National Insurance numbers, Unique Taxpayer References and other tax identifiers;

• Companies House and company information;

• employment, salary, pension and benefits information;

• accounting, tax, investment, property and other financial information;

• bank and payment information;

• information required to establish and verify identity and comply with anti-money laundering and Companies House identity-verification requirements;

• correspondence, documents and records relating to the professional services we provide;

• information about businesses, trusts, estates and other entities with which an individual is connected; and

• technical information generated through our website, systems and communications, such as IP addresses, device information and cookie information.

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Some engagements may require us to process special-category personal information or information relating to criminal offences. Where this is necessary, we will only process it where permitted by law and with appropriate safeguards.

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4. How we obtain personal information

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We may obtain information:

• directly from you;

• from another person or organisation acting on your behalf;

• from clients where information about other individuals is necessary for us to provide our services;

• from HM Revenue & Customs, Companies House and other government or regulatory bodies;

• from banks, investment providers, pension providers, employers, solicitors and other professional advisers;

• from publicly available sources and registers; and

• through our website, client portals and other electronic systems.

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5. Why we use personal information

We use personal information where necessary to:

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Respond to enquiries and provide quotations

Lawful basis: Legitimate interests and steps taken before entering into a contract.

Provide accounting, taxation, audit, payroll, bookkeeping, advisory and other professional services

Lawful basis: Contract, legitimate interests and legal obligations.

Prepare and submit information to HMRC, Companies House and other authorities

Lawful basis: Contract and legal obligation.

Carry out anti-money laundering, sanctions, identity and Companies House/ACSP checks

Lawful basis: Legal obligation.

Manage client relationships, fees, billing and payments

Lawful basis: Contract and legitimate interests.

Maintain professional, regulatory and quality-control records

Lawful basis: Legal obligation and legitimate interests.

Protect our systems, investigate incidents and prevent fraud or misuse

Lawful basis: Legitimate interests and legal obligation.

Deal with complaints, disputes, insurance matters and legal claims

Lawful basis: Legal obligation and legitimate interests.

Improve and administer our business and services

Lawful basis: Legitimate interests.

Recruit and employ staff

Lawful basis: Contract, legal obligation and legitimate interests.

Send relevant service or regulatory information and, where permitted, marketing communications

Lawful basis: Legitimate interests or consent, as applicable.

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Where we rely upon consent, you may withdraw it at any time. Withdrawal does not affect processing already undertaken lawfully before consent was withdrawn.

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6. Use of artificial intelligence and automated technology

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We may use approved business technology, automation and artificial-intelligence-enabled tools to assist our staff in providing services and administering the practice.

These tools may assist with activities such as research, drafting, summarising information, extracting and analysing data, preparing working documents and carrying out administrative processes.

We select technology providers having regard to confidentiality, data protection, security and contractual safeguards and seek to minimise the personal information processed to that which is reasonably required for the task.

Artificial intelligence is used as an assistive tool. Our staff remain responsible for the professional services we provide, and relevant AI-assisted output is subject to appropriate human review and professional judgement.

We do not normally use solely automated processing to make decisions about individuals which have legal or similarly significant effects. If we were to do so, we would provide the information and safeguards required by law.

Where the use of AI is fundamental or particularly significant to a specific piece of work, we may provide additional information to the client.

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7. Who we may share personal information with

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Where necessary for the purposes described in this notice, information may be shared with:

• HMRC, Companies House and other government bodies;

• ICAEW and other professional, supervisory or regulatory bodies;

• banks, pension providers, investment providers and other organisations where required to carry out your instructions;

• solicitors, insurers and other professional advisers;

• providers of accounts, tax, audit, bookkeeping, payroll and practice-management software;

• secure client portal, document-management and electronic-signature providers;

• cloud hosting, email, communications, cybersecurity and IT-support providers;

• approved business artificial-intelligence and automation providers;

• payment and banking service providers;

• consultants or contractors assisting us in providing services; and

• law-enforcement bodies, courts or other organisations where disclosure is required or permitted by law.

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We require service providers handling personal information on our behalf to maintain appropriate confidentiality and data-protection safeguards.

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We do not sell personal information.

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8. International transfers

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Some of our technology and service providers may process personal information outside the United Kingdom.

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Where personal information is transferred internationally, we will take appropriate steps to ensure it remains protected. Depending upon the circumstances, these may include:

• transfers to countries covered by UK adequacy regulations;

• the UK International Data Transfer Agreement;

• the UK Addendum to approved Standard Contractual Clauses; or

• other safeguards permitted by UK data-protection law.

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Where required, we will also consider the risks associated with the international transfer.

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9. How long we keep personal information

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We retain information only for as long as it is reasonably required for the purpose for which it was collected and to satisfy legal, regulatory, professional, insurance and contractual requirements.

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As a general guide:

• professional client files are normally retained for approximately seven years following the relevant engagement, accounting period or end of the client relationship, although some information may need to be retained for a different period;

• anti-money laundering records are normally retained in accordance with the statutory retention requirements applying to those records;

• unsuccessful recruitment information is normally retained for no longer than is reasonably required for recruitment and legal purposes; and

• information relating only to an enquiry will normally be deleted when it is no longer reasonably required.

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We may retain information for longer where there is a legal, regulatory or professional reason to do so, or where it may be required in connection with a dispute or claim.

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10. Security

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We use appropriate technical and organisational measures designed to protect personal information from accidental loss, unauthorised access, misuse, alteration or disclosure.

These measures include, where appropriate, access controls, multifactor authentication, device-management controls, encryption, security monitoring, backups, staff training and confidentiality requirements.

Access to personal information is restricted to people who reasonably require it for their role.

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11. Your rights

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Depending upon the circumstances, you may have rights to:

• obtain access to your personal information;

• have inaccurate or incomplete information corrected;

• request deletion of personal information;

• restrict processing;

• object to certain processing;

• receive certain information in a portable format;

• withdraw consent where processing is based upon consent; and

• obtain safeguards in relation to significant decisions made solely by automated processing.

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These rights are subject to the conditions and exemptions contained in data-protection law.

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Requests should be sent to enquiries@scottvevers.co.uk.

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12. Data-protection complaints

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If you have a concern about how Scott Vevers Ltd has used your personal information, please contact us in the first instance:

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Email: enquiries@scottvevers.co.uk
Post: Scott Vevers Ltd, 65 East Street, Bridport, Dorset, DT6 3LB

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Please mark the correspondence “Data Protection Complaint”.

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We will acknowledge a data-protection complaint within 30 days, investigate it appropriately and provide a response without undue delay.

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You also have the right to complain to the Information Commissioner's Office (ICO).

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Further information is available at the ICO website: www.ico.org.uk.

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13. Cookies and our website

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Our website uses cookies and similar technologies. Some are necessary for the website to operate, while others may be used for purposes such as analytics or advertising measurement.

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Where consent is required, non-essential technologies will not be used unless you choose to accept them.

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Please see our separate Cookie Policy for further information.

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14. Children

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Our website is not specifically directed at children.

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However, in providing professional services we may occasionally need to process information relating to children or young people, for example where this is relevant to a client's taxation, family, trust, estate, payroll or other affairs. We will only process such information where there is an appropriate lawful basis and it is necessary for the service concerned.

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15. Changes to this notice

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We will review this Privacy Notice periodically and update it when our services, technology or legal obligations change.

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The current version will be published on our website together with its effective date.