This privacy statement sets out how ROBERT J HART & COMPANY LIMITED (SC158183) T/A RJ HART upholds the law and protects your data.
Our Privacy Policy
ROBERT J HART & COMPANY LIMITED (SC158183) trading as RJ HART takes the protection of your data seriously. This notice informs you how we collect and process your personal data.
We have implemented strong data privacy and security safeguards to ensure that your personal data is protected to the best extent we can.
Contact us at enquiries@rjhart.com if you have any concerns, wish to request access to the data we hold on you or uphold any of your other rights.
Our Commitment To You
- •We will only collect data about you that is relevant and necessary.
- •Your data will only be held on systems that meet compliance standards.
- •Your data will only be accessed by those who need it and we will minimise the amount of data that is processed, wherever possible.
- •We won’t share or sell your data to any third party outside of ROBERT J HART & COMPANY LIMITED (SC158183) T/A RJ HART and its Processors unless you have agreed through explicit consent, we are required to share it by law, or we need to fulfil our service commitments to you through a third party that meets our own privacy standards.
- •We will always remember that it is your personal data, not ours. As such we will ensure complete transparency and openness with you. We respect your rights as outlined in the next section and will respond to all requests promptly.
What Personal Data Do We Collect?
We collect information about you in two key ways:
- •Passive – you give us information on our website, email us, call us, or at meetings.
- •Proactive – this is data about you that we may hold from referrals, or previous accountants.
Our Lawful basis for collecting this data is performance of a contract of service with you.
We try and minimise the personal data held on you. Typically, this is restricted to:
- •Your personal contact details – Name, address, email address, phone numbers, Date of Birth, Nationality, National Insurance Number, Marital Status, ID Confirmation, Proof of Address, source of your data and legal reason for the holding of your information.
- •Your company details – Address, HMRC Reference Numbers, and other public held information including invoicing details.
- •Transmitted information – such as emails, phone call information, call recordings, voice mails, meeting notes and document tracking information.
We make it our policy not to connect any social media feeds or store any social media you may post to our systems, with the exception of private messages.
What about Cookies?
We have a separate cookie policy which can be found here.
Advertising, Analytics and Online Tracking
We advertise our services online through Google Ads, and we measure how our website is used through Google Analytics. These services are provided to us by Google Ireland Limited. If you accept advertising or analytics cookies, these services may measure which adverts and search terms brought you to our website, record that you completed an action such as submitting an enquiry form, calling us from the website, or booking an appointment, and show our adverts to you on other websites after you have visited ours, which is known as remarketing. Our lawful basis for this is your consent, which you give through the cookie banner when you first visit the site. You can change or withdraw that consent at any time by clicking Manage Cookie Preferences in the footer of any page. Until you accept, these cookies are not set and no advertising or analytics data is collected. What we send to Google is a record that an action took place, together with an anonymous identifier that Google assigns to the browser. We do not send Google your name, your email address, your telephone number, or anything you have written to us. Google processes some of this data outside the United Kingdom. Those transfers are covered by the data transfer safeguards Google has in place for its advertising and analytics services.
Booking an Appointment Online
You can book an appointment with us through our online booking page. The booking page is operated on our behalf by our IT provider and runs on Microsoft calendar services, under a separate address that forms part of our website. When you book, we collect your name, your email address, the appointment time you choose, and anything you choose to write in the notes. We use this only to arrange and confirm your appointment and to contact you about it. Our lawful basis is taking steps at your request before entering into a contract. The booking page applies the same default position as this website, so advertising cookies are not set and no advertising data is collected unless you have given consent. When a booking is completed we send Google confirmation that an appointment was booked. We do not send your name, your email address or your notes.
Why Do We Collect This Data?
We use your data for the following purposes:
- •To provide you our products and services.
- •To act on your instructions.
- •To personalise the website for you.
- •To contact you in response to a specific enquiry.
- •To contact you with phone calls, promotional emails and mailings about related products, services, offers and other things that we think may be relevant to you under our legitimate interest.
- •To improve or modify our services.
- •For audits, regulatory purposes, and compliance with industry standards.
- •To conduct aggregate analysis and develop business intelligence that enables us to operate, protect, make informed decisions, and report on the performance of, our business.
- •Calls may be recorded for information holding, quality and training purposes.
All our processes are mapped and are subject to various internal policies to ensure your data privacy and security.
We do not carry out automated decision making that produces legal or similarly significant effects about you. Where you accept advertising cookies, Google uses profiling for the limited purpose of measuring our advertising and showing our adverts to people who have visited our website. This is explained in the section Advertising, Analytics and Online Tracking above.
How Long Will We Keep Your Data?
We will retain your data for a period of 6 years following the end of any Service Agreement unless legally obligated to hold it longer. For any other data we will only retain your data for as long as necessary to fulfil the purpose we collect it for. Generally, outside of contracts we will retain your data for 1 year from point of last contact and annual data cleanse program. Recorded voice calls are retained for 30 days.
Who Do We Share The Data With?
We may share your data with HMRC or Law Enforcement Agencies.
Any third parties that we share or store your data with are obliged to keep your details securely and uphold the same levels of data protection we maintain. If you want to find out more, please contact us.
We will regularly review suppliers for data security compliance to ensure your data is safe and track where your data is held.
We never sell your personal data, and we do not share your contact details with third parties for their own marketing. Where you accept advertising or analytics cookies, limited measurement data is shared with Google as described above. This never includes your name, email address, telephone number or the content of your enquiry. If you ask us to act under your instruction (e.g. to set up a bank account) we cannot be held responsible for how they use your data.
Our website and other materials sent to you may contain links to other third-party websites. We’re not responsible for the content or your data privacy on these sites.
Your personal data is stored on our own servers in the United Kingdom. Some work on client engagements is carried out by colleagues working outside the United Kingdom, who access those UK servers remotely under contractual arrangements requiring them to handle your data to the same standards as our own staff. All client engagements are managed by Robert J Hart & Company staff.
Exercising Your Rights
We never forget that the personal data you give us belongs to you and that is why we operate in a fair and transparent manner. This means that you have the following rights over the data we hold about you:
- •Right to be informed about your data use.
- •Right to access all the data we hold about you.
- •Right to have inaccurate data corrected.
- •Right to erasure of personal data.
- •Right to object to processing of your data.
- •Right to opt-out of marketing.
- •Right to object to automated decision making.
- •Right to complain to the regulator if you are not satisfied with our reply (The ICO).
Every marketing email sent from ROBERT J HART & COMPANY LIMITED (SC158183) T/A RJ HART allows you to opt out of receiving emails from us.
If you request for your data to be deleted from our marketing list, your name and email address will be added to an exceptions list and all other data removed.
If you would like to exercise any of these rights, please contact us at enquiries@rjhart.com.
Unless we have a legal obligation that overrules your request we will endeavour to comply with your request within a month of request.
Compliance
GEORGE IAN HOPE is responsible for maintaining and implementing the Privacy Statement and Policy on behalf of ROBERT J HART & COMPANY LIMITED (SC158183) T/A RJ HART.
This privacy policy was last updated on 15 October 2026 and will be reviewed on a regular basis. We will post the most current version on our website. If a revision meaningfully reduces your rights, we will notify you.