top of page

Privacy Policy

Effective Date: 14 April 2025

Purpose Of This Notice

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR) (replacing the Data Protection Act 1998) and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

1. Who We Are

PG Lemon LLP (“we”, “us”, “our” and “ours”) is an accounting firm registered in England and Wales, providing accountancy, tax, payroll, and advisory services. For data protection purposes, we act as a 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.

Where we act as a data processor on behalf of a data controller (for example, when processing payroll), we provide an additional schedule setting out required information as part of that agreement. That additional schedule should be read in conjunction with this privacy notice.

2. The Data We Collect

We may collect and process the following types of personal data:

Personal Information:

  • Name, address, email, phone number

  • Date of birth, National Insurance number

  • Identification documents (e.g. – passport, driving license)

Financial and Business Information:

  • Income and tax details

  • Bank account information

    • Company records and financial statements

    • Payroll and employment data

    • HMRC references and correspondence

3. How We Collect Your Data

We collect data when:

  • you request a proposal from us in respect of the services we provide;

  • you, your employer or our clients engages us to provide our services and also during the provision of those services;

  • you communicate this information to our staff in meetings or you contact us by email, telephone, post or social media (for example when you have a query about our services);

  • from third parties and/or publicly available resources (for example, from your employer or from Companies House);

  • you contact us regarding training positions or job vacancies within our organisation; or

  • you use our website, our secure client portal, request our newsletter or for marketing information to be sent to you.

4. Legal Basis for Processing

We process your data on the following legal bases:

    • Contractual Obligation – to deliver agreed services

    • Legal Obligation – to comply with laws and regulations (e.g. tax, anti-money laundering)

    • Legitimate Interests – for internal administration purposes

    • Consent – where applicable (e.g. marketing, communications)

5. How We Use Your Data

Your data may be used to:

    • Provide you with accounting, tax, payroll and related services

    • Communicate with you regarding your affairs

    • File submissions to HMRC or other regulatory bodies

    • Manage billing, invoicing and payments

    • Maintain internal records and comply with legal duties

6. Sharing Your Data

We may share your data with:

    • HMRC, Companies House and other government agencies

    • Software providers (e.g. accounting or payroll platforms such as sage, xero, etc)

    • Third parties where required by law (e.g law enforcement agencies, courts)

We may need to share your personal data with the third parties identified above in order to comply with our legal obligations, including our legal obligations to the client. If you ask us not to share your personal data with such third parties, we may need to cease to act.

7. Data Storage and Retention

We store data securely using encrypted systems. Your data is retained only for as long as necessary:

  • Individuals: 6 years from the end of the relevant tax year

  • Companies: 6 years from the financial year end or longer if required

Where ad hoc advisory work has been undertaken it is our policy to retain information for two years from the date the business relationship ceased.

Where we have an ongoing client relationship, data which is needed for more than one year’s tax compliance (e.g. capital gains base costs and claims and elections submitted to HMRC) is retained throughout the period of the relationship but will be deleted six years after the end of the business relationship unless you as our client ask us to retain it for a longer period.

8. Your Rights

You have rights under UK GDPR to:

    • Access, correct or erase your data (where legally permissible)

    • Object to or restrict processing

    • Data portability

    • Withdraw consent

    • Complain to the Information Commissioner's Office (ICO)

You can exercise your rights by contacting us at info@pglemon.co.uk.

Clients have a right to request access to the personal data that we hold. Such requests are known as ‘subject access requests’ (“SARs”). Please provide all SARs in writing marked for the attention of the Data Protection Office at PG Lemon LLP.

Clients can ask someone else to request information on their behalf. We must have authority to respond to a SAR made on a client’s behalf.  They can provide such authority by signing a letter which authorises the person concerned to write to us for information, and/or receive a reply.

Where the client is a data controller and we act for them as a data processor (e.g. by processing payroll), we will assist you with SARs on the same basis as is set out above.

9. Data Transfers

We do not routinely transfer data outside the UK. If we do, appropriate safeguards are applied. This will involve including the European Commission’s Standard Contractual Clauses in agreements with third parties or, for transfers to US-based third parties, ensuring the entity is Privacy Shield certified.

For further information in relation to transfers outside of the EEA, please contact us using the details set out at 11 (Contact Us), below.

10. Changes to This Policy

We may update this Privacy Policy. The latest version will always be available on our website or upon request.

11. Contact Us

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our data protection point of contact: 

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 as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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

Website – https://ico.org.uk/concerns

11. Contact Us

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our data protection point of contact: 

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 as follows:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

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

Website – https://ico.org.uk/concerns

Cookie Policy

​

bottom of page