Roberts York Limited
Last updated: 26 July 2026
1. WHO WE ARE
Roberts York Limited ("we", "us", "our") is a firm of Chartered Accountants providing accountancy, tax, payroll and company secretarial services. We are registered in England and Wales under company number 13631008. Our registered office is York House, 4a Highfield Gardens, Liss, Hampshire GU33 7NQ, and we trade from Chiltlee Manor, 50 Chiltlee Manor Estate, Liphook, Hampshire GU30 7AZ.
We are the data controller for the personal information described in this notice. That means we decide how and why it is used, and we are responsible for looking after it.
We are registered with the Information Commissioner's Office under registration reference ICO:00013778916.
This notice explains what personal information we hold, why we hold it, who we share it with, how long we keep it and what rights you have. It applies to our clients, to people connected with our clients — such as directors, shareholders and employees — and to anyone who contacts us about our services.
We have not appointed a Data Protection Officer. The Director is responsible for data protection within the firm.
2. HOW TO CONTACT US
Email: privacy@robertsyork.co.uk
Or write to the Director at the registered office address above.
Please use this address for any question about this notice, to exercise any of your rights, or to complain about how we have handled your information.
3. THE INFORMATION WE HOLD
Depending on our relationship with you, we may hold:
your name and contact details — address, email address and telephone number;
identification information — passport, driving licence or national identity card, date of birth, nationality and proof of address, together with the results of the electronic identity checks we are required to carry out;
financial information — income, expenditure, bank details, tax references, National Insurance number, and the records and documents needed to prepare accounts, tax returns and payroll;
information about your business or employment — job title, employer, shareholdings, directorships and details of related entities;
our correspondence with you, including emails, letters, notes of telephone calls and meetings;
information about any complaint or enquiry you make to us;
information about the services we have provided and the fees charged.
Special category information
Where we provide payroll services we may process information that data protection law treats as more sensitive — for example health information relating to statutory sick pay, maternity or paternity pay, or details of trade union subscriptions deducted through payroll.
We process this information only where it is necessary to carry out obligations in the field of employment law, or where you or your employer have provided it to us for that purpose. We do not use it for anything else.
4. WHERE WE GET IT FROM
Directly from you — when you ask us for a proposal, when you engage us, and throughout the time we act for you.
From your employer or from our client, where we act for a business and you are one of its directors, shareholders or employees.
From third parties and public sources, including:
your previous accountant, when we obtain professional clearance and handover information;
HM Revenue & Customs and Companies House;
the register of persons with significant control;
the identity verification provider we use to carry out electronic identity checks;
publicly available sources where we need to verify information you have given us.
5. WHY WE USE IT, AND OUR LAWFUL BASIS
Where we rely on a legitimate interest, we have considered whether that interest is outweighed by your rights and have concluded that it is not.
You can ask us to explain that assessment, and you can object to the processing.
We do not sell personal information. We do not share it with third parties for their own marketing. No decision affecting you is made by automated means.
6. WHO WE SHARE IT WITH
We share personal information where we need to in order to provide our services, and where the law requires it. In practice that means:
HM Revenue & Customs, Companies House and other government bodies, when we file returns and information on your behalf;
the identity verification provider we use to carry out the checks required of us;
the software providers whose systems we use to prepare accounts, run payroll and store records, who act on our instructions and may not use the information for their own purposes;
your other advisers — for example a solicitor, financial adviser or bank — where you have asked us to, or where it is necessary to provide the service;
our professional body, the Institute of Chartered Accountants in England and Wales (ICAEW), when it reviews our work, and our insurers and professional advisers where we need advice or need to notify a claim;
the National Crime Agency and law enforcement, where the law requires a report or a disclosure.
We may also need to share information if the firm is sold or reorganised, in which case the information would be subject to the same protections.
Everyone we share information with is required to keep it secure, and to use it only for the purpose for which we have provided it.
7. SENDING INFORMATION OUTSIDE THE UNITED KINGDOM
We do not routinely transfer personal information outside the United Kingdom.
Some of the software providers we use may store or process information outside the UK. Where that happens, the transfer is made either to a country the UK has decided provides an adequate level of protection, or under contractual protections approved for that purpose.
You can ask us for more detail about any particular transfer using the contact details in section 2.
8. HOW LONG WE KEEP IT
We keep engagement files and working papers for six years from the end of our relationship with you. The records we hold under the Money Laundering Regulations — the identity documents and checks, and the risk assessment — we keep for five years from the end of our relationship with you and then delete, because those Regulations require us to delete them at that point. In each case we keep information for longer only where the law requires it, where you have consented, or where we have reasonable grounds to believe we need it for legal proceedings.
We keep it for that period because we may need it to answer a question about work we have done, to deal with an enquiry from HM Revenue & Customs, or to defend a claim.
Some information is kept for shorter periods where we no longer need it. Information provided by someone who does not go on to become a client is not kept beyond the point at which it is clear we will not be acting.
9. KEEPING IT SECURE
We have measures in place to protect personal information against loss, misuse, unauthorised access, alteration and disclosure. Access is limited to those who need it to do their work, and everyone in the firm is bound by a duty of confidentiality.
We have a procedure for dealing with any suspected breach of security. Where a breach is likely to result in a risk to your rights, we will report it to the Information Commissioner's Office, and where the risk is high we will tell you as well.
10. YOUR RIGHTS
You have the right to:
be told what personal information we hold about you and how we use it — this notice is part of how we do that;
have a copy of the personal information we hold about you;
have inaccurate information corrected;
have information deleted, where there is no good reason for us to continue holding it. This right is limited where we are required by law to keep records;
restrict how we use your information while a question about it is resolved;
object to our using your information where we rely on a legitimate interest;
receive certain information in a portable form, or ask us to send it to another organisation, where the processing is based on your consent or on a contract and is carried out by automated means;
withdraw your consent at any time, where we have relied on consent. Withdrawing consent does not affect anything done before you withdrew it.
To exercise any of these rights, email privacy@robertsyork.co.uk.
There is no charge. We will respond within one month, and will tell you if we need longer because the request is complex. We may need to ask you for information to confirm your identity before we can respond.
Please tell us if your details change, so that the information we hold stays accurate.
11. HOW TO COMPLAIN
If you are unhappy with how we have handled your personal information, tell us first. Email privacy@robertsyork.co.uk, or write to the Director at the registered office.
We will acknowledge your complaint within 30 days of receiving it, and we will respond without undue delay. We will tell you what we have done and what, if anything, we are going to change.
You also have the right to complain to the Information Commissioner's Office at any time.
Information Commissioner’s Office · ico.org.uk · Helpline 0303 123 1113, Monday to Friday, 9am to 5pm
We would ask you to raise the matter with us first so that we have the chance to put it right.
12. CHANGES TO THIS NOTICE
We keep this notice under review and will update it when the way we use personal information changes. The current version is always published on our website, and the date of the current version is shown at the top of this notice.
Where a change is significant, we will bring it to your attention rather than relying on you to find it.