Privacy Notice

Peter Hodgson & Co.

Last updated: June 2026

1. Introduction

Peter Hodgson &Co. ("we", "our" or "us") is committed to protecting your privacy and handling your personal data fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store and protect personal information when you:

• visit our website;
• become a client;
• enquire about our services;
• work with us as a supplier or professional contact; or
• otherwise communicate with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

2. Who we are

Peter Hodgson &Co. is the trading name of Peter Hodgson & Co. Ltd, a company registered inEngland and Wales.

The firm is registered to carry out audit work in the UK by the Institute of Chartered Accountants in England and Wales (ICAEW).

Data Controller

Peter Hodgson &Co. Ltd
Shadwell House
65 Lower Green Road
Tunbridge Wells
Kent TN4 8TW

Data Protection Lead

Email: reception@peterhodgson.co.uk

Telephone: 01892 515 733

3. Personal information we collect

Depending upon the services we provide, we may collect:

Identity information

• Name
• Date of birth
• National Insurance number
• Passport or driving licence
• Unique Taxpayer Reference (UTR)

Contact information

• Postal address
• Email address
• Telephone numbers

Financial information

• Bank account details
• Accounting records
• Payroll information
• VAT records
• Tax returns
• Business financial information

Employment information

• Employer details
• Salary information
• Pension information
• PAYE records

Compliance information

To comply with anti-money laundering legislation we may collect:

• Proof of identity
• Proof of address
• Information required for identity verification

Technical information

When you visit our website we may collect technical information including:

• IP address
• Browser type
• Device information
• Website usage statistics
• Cookie information (where applicable)

4. Special category data

Where necessary to provide our services or comply with legal obligations, we may process limited amounts of special category personal data, for example information relating to health where relevant to taxation or employment matters.

We will only process this information where the law permits.

5. How we collect yourinformation

We collect information:

• directly from you;
• from your employer or business;
• from HM Revenue & Customs;
• from Companies House;
• from banks, pension providers and other financial institutions;
• from professional advisers acting on your behalf;
• from software you authorise us to access (for example cloud accounting software); and
• from publicly available sources where appropriate.

6. How we use your information

We use your personal information to:

• provide accounting, audit, taxation and advisory services;
• prepare statutory accounts and tax returns;
• process payroll;
• provide bookkeeping services;
• comply with legal and regulatory obligations;
• verify your identity;
• prevent fraud and money laundering;
• communicate with you;
• administer our business;
• improve our services; and
• respond to enquiries.

We will only use your information where we have a lawful basis for doing so.

7. Lawful basis for processing

Depending on the circumstances, we rely upon one or more of the following lawful bases:

• performance of a contract;
• compliance with a legal obligation;
• our legitimate interests in operating our     business;
• your consent (where required, for example certain marketing communications); or
• establishing, exercising or defending legal claims.

8. Who we share yourinformation with

Where necessary we may share information with:

• HM Revenue & Customs (HMRC);
• Companies House;
• ICAEW and other regulators;
• banks and lenders;
• pension providers;
• solicitors and other professional advisers;
• insurance companies;
• approved IT service providers;
• cloud software providers;
• payroll software providers;
• secure document storage providers; and
• other organisations where required by law or with your authority.

All third parties are required to protect your information and only process it on our instructions where applicable.

We never sell your personal information.

9. International transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including adequacy regulations or approved contractual safeguards, in accordance with UK GDPR.

10. Data security

We take appropriate technical and organisational measures to protect personal information,including:

• secure IT systems;
• access controls;
• password protection and multi-factor authentication where appropriate;
• encryption where appropriate;
• anti-malware protection;
• secure cloud services;
• regular backups;
• staff confidentiality obligations; and
• secure disposal of confidential records.

Although we take reasonable precautions, no method of electronic communication or internet transmission is completely secure.

11. How long we keep your information

We only retain personal information for as long as necessary.

Typical retention periods include:

Client files - Normally 10 years  after the end of the engagement

Anti-money  laundering records - Five years after the  end of the business relationship (unless longer retention is required by law)

Marketing  information - Until you withdraw  consent or object

Website analytics - In accordance with  our analytics settings

Where required by law, regulation or professional standards, information may be retained for longer.

12. Marketing

If you are an existing client, we may occasionally send information about our services where permittedby law.

Where your consent is required, we will only send marketing after obtaining it.

You may unsubscribe from marketing communications at any time by following the unsubscribe link or contacting us.

13. Cookies

Our website uses cookies to improve functionality, understand website usage and, where applicable, measure the effectiveness of advertising.

Further information is available in our separate Cookie Policy.

14. Your rights

Under UK GDPR you have the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion of your information in certain circumstances;
• request restriction of processing;
• object to processing based on legitimate interests;
• request transfer of your information where applicable;
• withdraw consent where processing relies on consent; and
• lodge a complaint with the Information Commissioner's Office (ICO).

Some of these rights are subject to legal exemptions.

15. Automated decision-making

We do not carry out automated decision-making or profiling that produces legal or similarly significant effects.

16. How to exercise your rights

If you wish to exercise any of your rights, please contact:

Data Protection Lead

Peter Hodgson & Co.

Email: reception@peterhodgson.co.uk

We will normally respond within one month.

17. Complaints

If you are unhappy with how we have handled your personal information, we ask that you contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO):

Website: www.ico.org.uk

Telephone: 0303 1231113

18. Third-party websites

Our website may contain links to other websites.

We are not responsible for the privacy practices of other websites and encourage you to read their privacy notices.

19. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, regulation or our business practices.

The latest version will always be available on our website.

Last reviewed: June2026

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