Privacy Notice

If you have any questions about this Notice please contact us, or email us directly at

Purpose of this notice

This notice describes how Crawford Accountants Limited collects and uses personal data about you, in accordance with the General Data Protection Regulation and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

This notice will be reviewed regularly and may be updated at any time.  This version was updated in May 2018.

Data controller and how to contact us

For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

Should you wish to contact us with any questions about this policy you can do so by sending an email to

How we may collect your personal data

We obtain personal data about you, for example, when:

  • You request a proposal from us in respect of the services we provide.
  • You engage us to provide our services and also during the provision of those services.
  • You contact us by email, our website, telephone, post or social media (for example when you have a query about our services).
  • From third parties and/or publicly available sources.  In some cases, we will require your authority to do this (for example, we may obtain information from HM Revenue and Customs only with your authority).

The kind of information we hold about you

The information we hold about you may include the following:

  • Your personal details (such as your name, address and contact details).
  • Your financial information. This may include information about your income from salaries, pensions, dividends, interest, rental properties and other sources.
  • Details of contact we have had with you in relation to the provision, or the proposed provision, of our services.
  • Details of any services you have received from us.
  • Our correspondence and communications with you.
  • Information about any complaints and enquiries you make to us.
  • Information about your marketing and communications preferences.

How we use personal data we hold about you

We may process and use your personal data for the following reasons:

  • For the performance of our contract with you and to comply with our legal obligations.
  • For the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data.  This includes processing for marketing, business development and management purposes.
  • To provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, but only if you have given your consent for us to do so.
  • To notify you about any changes to our services.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Data retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

  • The requirements of our business and the services provided.
  • Any statutory or legal obligations.
  • The purposes for which we originally collected the personal data.
  • The lawful grounds on which we based our processing.
  • The types of personal data we have collected.
  • The amount and categories of your personal data.
  • Whether the purpose of the processing could reasonably be fulfilled by other means.

Change of purpose

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

Data sharing

We will share your personal data with third parties where we are required to do so by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

 ‘Third parties’ includes third-party service providers. The following activities are carried out by third-party service providers: professional advisory services, bookkeeping services, insurance services and banking services.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

We will pass your personal data to third parties when you have given permission for us to do so. For example, at your request we may provide your personal data to banks, mortgage providers and other accountants.

Data security

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees and third parties who need the data to carry out the services we provide. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Transferring personal data outside the European Economic Area (EEA)

We will not transfer the personal data we collect about you outside of the EEA.

Rights of access, correction, erasure, and restriction

It is important that the personal data we hold about you is accurate and current.  Please notify us of any changes to your information.

Under certain circumstances, by law you have the right to:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request the restriction of processing of your personal data.
  • Request the transfer of your personal data to you or a third party.
  • Where we rely on your consent to process your personal data, you may withdraw that consent at any time.

If you want to exercise any of the above rights, please email us at

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Information Commissioner's Office

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are:

Information Commissioner's Office
Wycliffe House
Water Lane

Telephone - 0303 123 1113 (local rate) or 01625 545 745

Website -