Privacy Policy
RBC Accountants Ltd
Last updated: 28 August 2026
RBC Accountants Ltd respects your privacy and is committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and share personal information when providing accounting, tax, payroll, CIS, subcontractor onboarding and compliance services.
This notice applies to clients, directors, employees, subcontractors, workers and other individuals whose personal information we process in connection with the services we provide.
1. Who We Are
RBC Accountants Ltd provides accounting, taxation, payroll, CIS and business compliance services in the United Kingdom.
For data protection purposes, depending on the circumstances, RBC Accountants Ltd may process personal information as a data controller or as a data processor acting on behalf of a client.
If you have any questions regarding the use of your personal information, please contact us using the contact details provided on our website.
2. Information We May Collect
Depending on the services being provided, we may collect and process information including:
- Full name, business name, address, telephone number and email address;
- Date of birth and identification information;
- Passport, driving licence or other identity documents;
- National Insurance Number (NINO);
- Unique Taxpayer Reference (UTR);
- Company Registration Number;
- VAT Registration Number and VAT status;
- CIS registration and verification information;
- Right-to-work information and share codes, where applicable;
- CSCS cards and other professional or competency information;
- Public Liability Insurance and other insurance information, where applicable;
- Bank account details and supporting bank-account evidence;
- Employment and self-employment status information;
- Information regarding working arrangements, substitution, control, equipment and financial risk;
- Details of subcontractors, labour providers, agencies or other parties within a labour supply chain;
- Invoices, CIS statements, payroll records and other accounting or tax information; and
- Any other information reasonably required to provide our services or meet legal and regulatory obligations.
We only request information that we reasonably consider necessary for the relevant service or compliance check.
3. Subcontractor Onboarding & Compliance Checks
Where RBC Accountants Ltd assists a contractor or other client with subcontractor onboarding and compliance, we may receive personal information directly from the subcontractor or from our client.
This information may be used to assist with:
- identity and business verification;
- CIS registration and verification checks;
- VAT status checks;
- right-to-work checks where applicable;
- review of CSCS or other competency documentation;
- review of insurance information where applicable;
- review of bank details and supporting evidence;
- employment-status and self-employment assessments, including information required for HMRC's Check Employment Status for Tax (CEST) service where appropriate;
- subcontractor agreements and related compliance documentation;
- labour supply-chain and due-diligence checks; and
- maintaining appropriate compliance and audit records.
Completion of an onboarding or compliance form does not automatically mean that a subcontractor has been approved to undertake work.
The contractor or relevant client remains responsible for its commercial decisions and for ensuring that the actual working arrangements reflect the information provided.
4. Why We Use Your Information
We may process personal information where necessary:
- to provide accounting, tax, payroll, CIS and compliance services;
- to perform a contract or take steps connected with a contract;
- to comply with legal or regulatory obligations;
- for our legitimate interests or those of our clients, including preventing fraud, maintaining accurate records and conducting appropriate compliance and due-diligence checks;
- to establish, exercise or defend legal claims; or
- where appropriate, where you have provided consent.
Where consent is not the appropriate lawful basis for processing, we will rely on another applicable lawful basis under UK data protection legislation.
5. Sharing Your Information
Where necessary and legally permitted, personal information may be shared with relevant parties including:
- the contractor or client for whom we are providing services;
- HM Revenue & Customs (HMRC);
- Companies House;
- government departments or regulatory authorities;
- professional advisers;
- accounting, payroll, compliance and information technology service providers; and
- other organisations where disclosure is required or permitted by law.
We do not sell your personal information.
We only share information where there is an appropriate reason to do so and, where required, appropriate safeguards are in place.
6. How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to individuals and service providers who require it for legitimate business, professional or compliance purposes.
7. How Long We Keep Your Information
Information submitted through our subcontractor onboarding forms is held temporarily within the form collection system. Once the relevant onboarding and compliance checks have been completed, required information and supporting documentation is transferred to our secure document management environment. Submissions and uploaded documents are normally deleted from the form collection system within 10 days of submission.
Records transferred to our secure document management environment may be retained for longer where necessary to provide our services, maintain appropriate compliance and audit records, meet legal, tax, regulatory or professional obligations, or establish, exercise or defend legal claims.
8. Your Data Protection Rights
Depending on the circumstances and the applicable lawful basis, you may have rights under UK data protection law, including the right to:
- request access to your personal information;
- request correction of inaccurate or incomplete information;
- request deletion of your information in certain circumstances;
- request restriction of processing;
- object to certain types of processing;
- request data portability where applicable; and
- withdraw consent where processing is based specifically on consent.
Some rights are subject to legal limitations and may not apply in every situation.
9. How to Contact Us
If you have questions about this Privacy Notice, wish to exercise your data protection rights or have concerns about how your information is being handled, please contact:
RBC Accountants Ltd Email: admin@rbc-accountants.co.uk
You may also contact us using the contact details available on our website.
10. Complaints
If you have concerns about how your personal information has been handled, please contact us first so that we have an opportunity to address your concerns.
You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
11. Changes to This Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in our services, legal requirements or how we process personal information.
The latest version will be published on our website with the date it was last updated.