Stacks Image 7
Fair Processing Notice

This notice explains what information we collect, when we collect it and how we use it. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Fair Balance Ltd (trading as Fair Balance Accounting) takes the issue of security and data protection very seriously and strictly adheres to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

Any questions relating to this notice and our privacy practices should be sent to;

David Ross
Fair Balance Ltd
3 Wood Row
Throop Road

01202 513666
07967 253111

How we collect information about you
We collect information about you:

• Mostly from you directly
• From HMRC using software which links into their computers, from their websites, by telephoning them and in letters and notices they send us;
• From web-based sources such as Companies House and Google when it is publicly available and it is easier than troubling you;
• From internet banking where you have authorised this.

We collect the following information about you:

• Name, e-mail address, telephone number date of birth, address, marital status, National Insurance Number, Unique Taxpayer Reference (UTR) and Nationality;
• Bank account details;
• Income and tax paid at source from employment, self-employment, pensions, investments, capital gains etc.

Why we need this information about you and how it will be used
We need your information and will use it:

• to undertake and perform our obligations and duties to you in accordance with the terms of our verbal contract with you;
• to enable us to supply you with the services and information which you have requested;
• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• to contact you in order to send you details of any changes to our supplies which may affect you; and
• for all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK/EEA

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• Filing various forms of Tax Returns for you with HMRC;
• Supplying data to Companies House where you are a director or shareholder;
• Supplying lenders and brokers with mortgage references;
• Supplying landlords and letting agents with rental references

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA

When you give us information we take steps to make sure that it is kept secure and safe.

Legacy data
We reasonably assume that, prior to the introduction of the GDPA, you have given your informed and/or implied consent to our collecting information from you and on your behalf for the purposes of compiling your Accounts and various forms of Tax Return.

How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law. Please bear in mind that as tax enquiries can go back decades, this might be for a very long time unless you specifically request its deletion – in the knowledge that this would then leave us unable to defend you.

Your Rights
You have the right at any time to:

• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to us to delete what personal data of yours we hold; and
• object to receiving any marketing communications from us.

If you would like to exercise any of your rights above please contact us at

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:

Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113

The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001

Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400

Northern Ireland:
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address and other contact details.