Sadler & Frost Privacy Policy
Sadler & Frost is a trading name of Sadler & Frost Ltd (Company Registration No. 12429703) with our registered office at Clyde House, Reform Road, Maidenhead, England, SL6 8BY.
We are a Controller for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679). Our representative for data protection compliance is Ayaz Talha, who can be contacted at [email protected].
We respect your privacy and your rights to control your personal data. We will always protect your data, be clear about the data we collect from you, and explain the reasons why. We do not and will not sell your data to third parties. We will only use your data when the law allows us to, such as in the following circumstances: Where it is necessary for our legitimate business interests (or those of a third party) and your interests and fundamental rights do not override those interests. Where we need to perform the contract for services we are about to enter into or have entered into with you. Where we need to comply with a legal or regulatory obligation.
This Privacy Policy (the ‘Policy’) explains the data we collect from you, either directly or indirectly, why and how we use it. It also outlines how we protect your data, the choices you can make about the data we collect, and how you can control these decisions.
Please read this Policy carefully.
Types of Information We Collect, Why, and How
We will only collect personal data from you that we consider necessary for the context and purpose in which it’s given.
Through your use of our services, we may also collect personal data from you about someone else. If you provide us with personal data about someone else, you must ensure that you are authorized to disclose that data to us and that, without us taking any further steps required by applicable data protection or privacy laws, we may collect, use, and disclose such personal data for the purposes described in this Policy. You must take reasonable steps to ensure that the third party concerned is aware of and consents to the various matters detailed in this Policy. Where requested, you must assist us with any requests by the third party to access or update the personal data you have collected from them and provided in connection with our services.
You may be required to provide information when:
• Learning about Sadler & Frost
• Purchasing or inquiring about a product
• Forming a company
• Subscribing to our services
• Using our accounting and bookkeeping services
• Referring Sadler & Frost to other businesses
Learning about Sadler & Frost
In order to gain more information about Sadler & Frost, you may visit our website or landing pages, speak to one of our advisors, use our calculators, or download one of our guides. At these times, you may voluntarily provide personal information about yourself.
We collect: personal information such as full name, phone numbers, email addresses, business type, income, usage data and statistics, connection data, other unique identifiers (e.g., IP addresses or device IDs), marketing and advertising responses, and preferences.
Why: To ensure you find the information you’re looking for and to make recommendations about our products and services. To follow up on your inquiry, provide discounts on services, give access to business guides, and share news about industry and company updates. Your IP address helps us understand geographic information about our website visitors.
How: Data is collected through online forms, surveys, email, telephone, live chat, or in person.
Purchasing or Inquiring about Our Services
Depending on the type of service you purchase from us, you may be asked to share information so we can provide a quote, respond to your inquiry, determine the best product for you, and complete the transaction.
We collect: personal information such as full name, home/business postal address, phone numbers, email addresses, payment information, business type/trade, usage data and statistics, connection data, other unique identifiers, marketing and advertising responses, preferences, purchase inquiry and history, products, services, or content provided.
Why: To fulfil our obligations and provide the services you’ve engaged us to deliver. We do not store any card payment data and only use payment information in connection with the purchase made.
How: Data is collected through online forms, email, live chat, or telephone.
Forming a Company
If you ask us to form a limited company on your behalf, you will be asked to provide information relating to yourself, the limited company, and related third parties, such as additional directors or shareholders, if applicable. This information is required for registration with Companies House.
We collect: personal information such as full name, home/business postal address, phone numbers, email addresses, registered office/service address, date of birth, title, nationality, company details, share split, person of significant control, authentication data (e.g., passport number, national insurance number), place of birth, payment card information, usage data, statistics, connection data, and other unique identifiers.
Why: To ensure the company is formed correctly with the appropriate officers and information. To comply with legal and regulatory requirements and to provide the right guidance, answer your questions, and complete the transaction.
How: Data is collected through online forms, email, live chat, or telephone.
Subscribing to Our Services
If you subscribe to one of our accounting services, you may be asked to provide information relating to you and/or your business. This information will depend on the type of service you’re subscribing to. You may also be asked to provide information about third parties, such as additional employees, directors, or shareholders. We may seek your permission to contact external third parties to obtain items such as professional clearance or assignment schedules.
We collect: personal information such as full name, home/business postal address, registered office address, business name/type, phone numbers, email addresses, job title, date of birth, place of birth, title, nationality, marital status, national insurance number, tax codes, HMRC UTR numbers, government-issued identification (e.g., passport numbers), sanction and watch list data, shareholding details, payment card information, bank account data, usage data, connection data, unique identifiers, marketing responses and preferences, usernames, passwords for accessing services, purchase inquiries and history, and provided products, services, or content.
Why: To verify your identity for legal/regulatory compliance and crime prevention. To fulfil our obligations, configure your accounting/payroll software, and provide the right support and advice.
How: Data is collected through online forms, surveys, email, live chat, telephone, or by post.
Using Our Accounting and Bookkeeping Services
During your engagement with us, you may be asked to provide additional information and keep us informed of any changes to your circumstances or business. You may also request additional services or products.
We collect: personal information such as changes in marital status, home/business postal address, other sources of income, investment activities, company structure, and usage data, connection data, other unique identifiers, marketing and advertising responses, and preferences.
Why: To fulfill our obligations, manage your affairs, provide the right guidance and support, ensure you are subscribed to the appropriate service, notify you of service changes, and make recommendations for other products and services. For related purposes, such as updating and enhancing client records, improving services, troubleshooting, testing, data analysis, research, profiling, and statutory returns.
How: Data is collected through online forms, surveys, email, live chat, telephone, SMS text message, or by post.
Referring Sadler & Frost to Other Businesses
We run a referral program where you can earn commission for referring our products and services. We provide you with a link to recommend other businesses to us. It is essential that you seek explicit permission from your referral before submitting their information.
We collect: personal information such as full name, business name, telephone/mobile numbers, and email address.
Why: To enable us to contact your referral and discuss our services with them.
How: Data is collected through online forms, email, live chat, and telephone.
How We Use the Data
We use the data we collect to provide our services and to communicate with you. The data is used for the following purposes:
- Providing and Enhancing Our Products and Services: This includes maintaining and improving performance, developing new features, research, testing, and providing client support. We may also make aggregated anonymized information available for reporting and survey purposes.
- Compliance: We use data to ensure compliance with relevant regulations and laws. This includes verifying your identity if you subscribe to our accounting services, which may involve credit reference checks and anti-money laundering procedures.
- Security, Safety, and Dispute Resolution: Data is used to protect the security of our services and clients, detect and prevent fraud, resolve disputes, and enforce our agreements. Incoming and outgoing telephone calls may be recorded for training and monitoring purposes.
- Business Operations: We use data for business operations, which includes profiling our user base, developing anonymized aggregate analysis, and business intelligence.
- Communication, Marketing, and Advertising: We use data to personalize communications with you, including emails about our services, surveys, promotions, and updates. If you have subscribed to our services, you will receive also service-related communications.
When We May Share or Disclose Your Data
We do not sell data about our clients and only share or disclose your data as authorized in this Policy. We may share data with:
- Suppliers: Third-party suppliers perform services such as website hosting, product purchases, and email communications on our behalf. We impose strict contractual obligations on suppliers to ensure data security and protection.
- Subcontractors: We may subcontract elements of our service provision to other parties, always ensuring appropriate contractual arrangements are in place.
- Legal/Regulatory Bodies: We comply with legal or regulatory requirements to disclose data to competent authorities when required. We may be required to disclose your personal data to legal or governmental authorities in compliance with applicable law. In such cases, we bear no liability for these disclosures and may be prohibited from notifying you. Under Section 330 of the Proceeds of Crime Act 2002, we must report any knowledge or suspicion of money laundering to the Serious Organised Crime Agency (SOCA). We are not obliged to inform you of this report, as doing so could constitute a criminal offense under Section 333 of the Act.
- Other Parties: This may occur during a financial or corporate transaction, such as a merger or sale of assets.
How to Access and Control Your Data
You can review, edit, or delete your personal data by contacting us at [email protected]. We will respond to any request as soon as possible, but certainly within 14 days.
Communication, Marketing, and Advertising Preferences
You can opt out of receiving promotional or marketing-related emails by following the instructions in the email or contacting us directly. However, if you become a member, subscribe to, or purchase any of our services, you will continue to receive essential service-related communications. These may include system and service support updates, policy changes, security updates, or software notifications. Service-related communications are necessary to ensure the proper functioning and support of the services you have subscribed to.
Cookies and Other Similar Technologies
We use cookies and similar technologies to personalize our website and services. By using our website, you agree to the use of these technologies as described in this Policy.
Most web browsers allow you to control cookies through their settings preferences, however if you limit the ability of websites to set cookies, you may impact your overall user experience. You can learn about how to control cookie settings on popular web browsers, by visiting their respective pages. The cookies we use include analytics cookies, like those offered by Google Analytics, to help us understand things like how long a visitor stays on our website, what pages they find most useful, and how they arrived. To learn more about Google Analytics and your data, visit this Google webpage.
Marketing and Advertising
We use several marketing tools in support of our advertising efforts. In accordance with the Digital Advertising Alliance Principles, we may work with third party advertisers that use cookies and similar technologies to provide more relevant advertising about our services on our website and across the internet.
To provide this ‘interest-based advertising’, the parties combine non-personal data about your online activities acquired over time which helps cater advertising that we deliver to you. Examples of this may include a Sadler & Frost advertisement on a Facebook page, or a Google-owned page such as a search results page or YouTube, or on a site within Google’s advertising network. We do not share your data as part of this process.
If you have opted out of receiving communications from us, we will not use your email for interest-based advertising, although you may still be subject to certain interest-based advertising depending upon your browser and device settings.
Where We Store and Process Data
By submitting your personal data, you agree to its transfer, storage, and processing. Most data is stored electronically on secure servers with robust physical security controls. Paper data is only retained when necessary and is destroyed after scanning.
We do not transfer data outside the European Economic Area (EEA) without complying with data protection laws.
How We Secure Your Information
We protect your data using encryption, password protection, and other security measures. Although no service is entirely secure, we take steps to prevent data breaches, loss, or unauthorized access. Our suppliers and subcontractors must also comply with these security standards.
However, we cannot guarantee the security of data transmitted from unsecured environments. For any questions about data security, contact us at [email protected].
Retention of Your Information
We retain personal data for as long as necessary to provide our services or for other essential purposes such as complying with our legal obligations, resolving disputes, and enforcing our agreements. Because these needs can vary for different data types in the context of different services, actual retention periods can vary significantly.
For example, the default standard retention period for accounting records is six years plus the current year, otherwise known as six years + one. This is defined as six years after the last entry in a record, followed by first review and/or destruction to be carried out in the additional current (+ one) accounting year.
If we need to alter, restrict processing of your data, or remove your data, we will inform you.
Your Rights
You have the following rights under data protection laws:
- Right to be informed: You have the right to know whether your data is being processed. This Policy provides transparency regarding data usage.
- Right of access: You may access your data by emailing [email protected]. We typically provide this service for free, but a reasonable fee may apply for excessive or repetitive requests.
- Right to rectification: You may request corrections to inaccurate or incomplete data by contacting us.
- Right to erasure: You may request data deletion if there is no legal reason for continued processing. We review and remove data regularly.
- Right to restrict processing: Under certain circumstances, such as disputing the accuracy of your data, you may request a block on data processing.
- Right to data portability: You may request a copy of your data for reuse across different services. This right applies to automated processing only.
- Right to object: You may object to processing for direct marketing or legitimate interest purposes.
To exercise any of these rights, contact [email protected]. If you exercise your rights, we will notify relevant third parties.
You may also lodge a complaint with the Information Commissioner’s Office (ICO) via their website: ico.org.uk.
Changes to Our Policy
We may update this Policy as necessary to reflect changes in our services. By using our website and services, you agree to the updated terms. It is your responsibility to review this Policy periodically.
