Privacy Policy

Policy last revised: 8th January 2026

1. Introduction and Compliance
This Privacy Policy (the “Policy”) has been prepared to meet the requirements of the UK’s Data Protection Act 2018, the UK GDPR, and the Data (Use and Access) Act 2025. It relates to the collection, protection, and use of personal data belonging to individuals who visit Sopher + Co (our “Site”). By providing your personal information to us, you give your explicit consent for us to use it in the ways described in this Policy. We will use your personal information only for the purposes set out below.

2. Information We May Collect From You
It is your choice to provide us with personal information, which may be collected via:

• Direct Interactions: Registering on our Site, contact us with an enquiry, completing a survey which contains your personal information, downloading marketing content such as white papers/ reports or reporting a problem.
• Social Media: Information you provide when interacting with our profiles on social media platforms or completing client sign up forms on those sites.
• Recruitment & Careers: Information provided by job applicants via our website, direct email, or at career fairs.
• Events: Data collected when you register for or attend our hosted events
• Technical Means: Information about your use of our website collected via cookies, webpage counters, and analytics tools to ensure our site operates effectively. For further details see our Cookie Notice.
• Client Onboarding: Provide identity documentation required for Anti-Money Laundering (AML) checks in accordance with the Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017.

3. Uses Made of the Information by Us
We use your personal information to provide the specific services you request. We use your data under the following legal bases:

• Legitimate Interest: To administer our website, ensure security, perform internal KPI analytics, and for targeted marketing/advertising to provide relevant content to you.
• Contractual Necessity: To carry out our obligations arising from any contracts entered into between you and us (e.g., audit, tax, or accountancy services), to process job applications and to respond to your queries and requests.
• Legal Obligation: To comply with statutory requirements including Audit Regulations, AML regulations and mandatory reporting to HM Revenue & Customs (HMRC).

4. Uses Made of the Information by Third Parties
We may only permit selected third parties to use your data for marketing purposes if you have provided explicit consent. We do not under any circumstances, sell your personal information. We may share data with:

• Service Providers: Trusted partners providing accounting software and IT support.
• Professional Referrals: At your specific request, we may refer you to third-party advisors (such as Wealth Advisors or Mortgage Advisors). We will only share your information with these parties after obtaining your prior written consent.

5. Disclosure of Your Information
We may disclose your personal information to third parties who assist us in our administrative or business functions. We may also disclose your information:

• If Sopher + Co or its assets are acquired by a third party.
• If we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• To comply with a legal obligation, or to protect the rights and safety of Sopher + Co, our customers, or others. This includes exchanging information for fraud protection and credit risk reduction.
• Professional Supervision: As we are supervised by the Institute of Chartered Accountants of England and Wales (ICAEW), we may disclose information to them and HMRC for regulatory purposes.

6. Storage, Security, and Retention
Information provided to us is stored securely on our own servers and with our trusted third-party service providers. We have implemented generally accepted standards of technology and operational security to protect your information from loss, misuse, alteration or destruction.

• Retention: We generally retain data for 7 years following the end of a client relationship to meet statutory tax and audit record-keeping requirements.
• Location: Personal data is stored within the UK. We do not permit data to be transferred to or stored at a destination outside the UK.
• Internet Security: As with all transfers of data via the internet, security is never guaranteed. While we do our best to protect your data and use strict procedures and security features to protect your information, any transmission is made at your own risk.

7. Interactive Areas of Our Site
Information posted via social networking is generally accessible to others. For your safety, you should not provide personal information in these areas. We do not accept responsibility for any breach of privacy resulting from such disclosures.

8. Your Rights and Complaints
You have the right to ask us not to process your personal data for marketing purposes. You can exercise your right at any time by emailing us at enquiries@sopherco.com. The Regulation gives you the right to access information we hold about you, as well as rights to rectification and erasure.

Complaints (Data Use and Access Act 2025):
If you have any concerns or wish to make a complaint about how we handle your personal data, you have a statutory right to lodge a formal complaint directly with us. You can raise this by contacting us through our website’s ‘Get in Touch’ form, or by emailing us directly.

Under the Data (Use and Access) Act 2025, we will:

• Acknowledge receipt of your complaint within 30 days.
• Investigate your concerns and keep you informed of our progress without undue delay.
• Notify you of the final outcome of our investigation without undue delay.

Please note that under the 2025 Act, you are required to raise your data protection complaint directly with us first and allow us the opportunity to resolve it. If you remain dissatisfied after receiving our final outcome, or if we fail to respond within the statutory timeframes, you then have the right to escalate your complaint to the Information Commissioner’s Office (ICO).

9. Contact
Questions, comments and requests regarding this Policy are welcomed should be addressed to enquiries@sopherco.com or 5 Elstree Gate, Elstree Way, Borehamwood, Herts WD6 1JD.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates may be required, for example, to reflect changes in the law or changes to our business practices that affect how we process personal data.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal data. Any changes will be posted on our Site as soon as they take effect. Your continued use of our Site from first use, or receipt of services by any other means after such changes are made, will constitute your acceptance of the updated Privacy Policy.