Privacy Policy

Bell Maison Ltd is committed to protecting the privacy, confidentiality and security of personal information entrusted to us. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy legislation.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when providing our professional services.

1. WHO ARE WE?

This Privacy Policy applies to Bell Maison Ltd ("Bell Maison", "we", "us" or "our").

Bell Maison Ltd is a firm of Chartered Certified Accountants regulated by the Association of Chartered Certified Accountants (ACCA). We provide accountancy, taxation, bookkeeping, payroll, business advisory, probate and estate administration services to individuals, businesses, trusts and estates throughout the United Kingdom.

As part of our professional and regulatory obligations, we process personal data in accordance with UK GDPR, the Data Protection Act 2018, the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 (as amended), and applicable professional standards issued by ACCA.

2. WHO CAN YOU CONTACT FOR PRIVACY QUESTIONS OR CONCERNS?

If you have any questions or comments regarding this Privacy Policy or how we handle personal data, please contact:

Bell Maison Ltd

7C High Street

Barnet

EN5 5UE

Email: enquiry@bellmaison.co.uk

We aim to respond to privacy-related communications within 30 days.

You may also contact the Information Commissioner's Office (ICO) if you have concerns about our handling of your personal data:

https://ico.org.uk/make-a-complaint/

3. HOW DO WE COLLECT PERSONAL DATA?

We may collect personal data:

Directly

Through client onboarding processesDuring the provision of our professional services
Through website enquiries and online forms
Through correspondence by email, telephone or post
At meetings, seminars, events and networking activities
During recruitment processes

Indirectly

From public sources including Companies House and HM Land Registry
From professional advisers
From financial institutions
From recruitment agencies
From clients who engage us to provide services
From executors, administrators and beneficiaries in probate matters
From electronic identity verification providers

4. WHAT CATEGORIES OF PERSONAL DATA DO WE COLLECT?

We may collect and process the following categories of personal data.

Personal Information

Full name
Address
Email address
Telephone numbers
Date of birth
National Insurance number
Taxpayer references
Employment details
Business ownership information

Financial Information

Bank account details
Income and expenditure information
Tax records
Payroll records
Pension information
Investment information
Property ownership information
Trust information
Estate asset and liability information

Probate and Estate Administration Information

Where we provide probate or estate administration services, we may process information relating to:

Deceased persons
Executors and administrators
Beneficiaries
Family members and dependants
Creditors and debtors
Wills and estate documentation
Property ownership and valuations
Inheritance Tax information

Special Category and Criminal Offence Data

In limited circumstances we may process:

Health information relevant to probate, capacity or taxation matters
Information revealing racial or ethnic origin where required for identification purposes
Criminal conviction or offence data where necessary to comply with anti-money laundering obligations or other legal requirements

Such information is only processed where a lawful basis and appropriate condition under UK GDPR and the Data Protection Act 2018 applies.

5. WHAT LAWFUL BASES DO WE RELY UPON?

We may process personal data on the following legal bases:

Contract

To provide accountancy, taxation, payroll, advisory, probate and estate administration services.

Legal Obligation

To comply with:

HMRC requirements
Companies House requirements
Anti-Money Laundering Regulations
Probate regulations
Court orders
Professional and regulatory obligations

Legitimate Interests

Including:

Delivering professional services
Managing client relationships
Operating and improving our practice
Preventing fraud and financial crime
Protecting our business interests

Consent

Where consent is required for specific processing activities, including certain marketing communications.

6. WHY DO WE NEED PERSONAL DATA?

We process personal data to:

Prepare accounts and tax returns
Deliver bookkeeping and payroll services
Provide taxation advice
Provide business advisory services
Conduct audits where applicable
Administer probate and estate matters
Prepare inheritance tax returns
Identify beneficiaries and estate assets
Verify identities and undertake client due diligence
Comply with anti-money laundering legislation
Respond to enquiries and requests
Recruit employees
Manage supplier relationships
Maintain information security
Comply with our professional obligations as an ACCA-regulated firm, including quality assurance reviews, professional standards monitoring, anti-money laundering compliance and regulatory reporting requirements

7. DO WE SHARE PERSONAL DATA WITH THIRD PARTIES?

We may share personal data with:

HM Revenue & Customs (HMRC)
Companies House
The Probate Registry
Courts and Tribunals Service
Financial institutions
Solicitors and barristers
Professional advisers
IT and cloud software providers
Payroll and pension providers
Identity verification providers
Professional indemnity insurers
Regulatory and professional bodies, including ACCA
Law enforcement agencies and government authorities where required by law

All third parties are required to protect personal data and use it only for authorised purposes.

8. DO WE TRANSFER PERSONAL DATA OUTSIDE THE UK?

Bell Maison Ltd primarily stores and processes personal data within the United Kingdom.

Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are implemented in accordance with UK GDPR requirements.

9. DO WE USE COOKIES?

Our website may use cookies and similar technologies to improve website functionality and user experience.

Please refer to our separate Cookie Policy for detailed information about the cookies we use and how you can manage them.

10. WHAT ARE YOUR DATA PROTECTION RIGHTS?

Under UK GDPR you have the right to:

Be informed
Access your personal data
Correct inaccurate information
Request erasure
Restrict processing
Data portability
Object to processing
Object to direct marketing
Withdraw consent
Challenge automated decision-making

We may require proof of identity before responding to requests.

11. WHAT ABOUT PERSONAL DATA SECURITY?

We maintain appropriate technical and organisational measures to safeguard personal information against:

Unauthorised access
Loss
Misuse
Alteration
Disclosure
Destruction

Access to personal information is restricted to those who require it for legitimate business purposes.

12. HOW LONG DO WE RETAIN PERSONAL DATA?

We retain personal data only for as long as necessary to fulfil legal, regulatory and professional obligations.

Record Type	Retention Period
Accounting, taxation and advisory files	7 years after completion of engagement
Anti-Money Laundering records	5 years after end of business relationship
Client due diligence records	5 years after end of business relationship
Payroll records	6 years plus current tax year
Probate and estate administration files	15 years after completion of estate administration
Recruitment records (unsuccessful applicants)	Up to 12 months
Marketing records	Until consent is withdrawn

13. PROBATE AND ESTATE ADMINISTRATION SERVICES

Where Bell Maison Ltd acts in relation to probate, estate administration, inheritance tax or related services, we may process personal information relating to:

Deceased persons
Executors and administrators
Beneficiaries
Family members and dependants
Creditors and debtors
Professional advisers connected with the estate

Although data protection legislation generally does not apply to information relating solely to deceased individuals, Bell Maison Ltd treats all information obtained during probate and estate administration engagements as confidential and handles such information in accordance with its professional and legal obligations.

14. ANTI-MONEY LAUNDERING AND IDENTITY VERIFICATION

As required by the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017 (as amended), Bell Maison Ltd is required to verify the identity of clients and, where applicable, beneficial owners and connected persons.

To comply with these obligations, we may collect and process:

Passport information
Driving licence information
Proof of address documentation
Electronic identity verification results
Source of funds information
Source of wealth information
Sanctions screening information
Politically Exposed Person (PEP) screening information

Failure to provide information required for these checks may prevent us from acting on your behalf.

15. THIRD-PARTY WEBSITES

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites.

Users should review the privacy policies of any third-party websites they visit.

16. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. Any updates will be published on our website together with the revised effective date.

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