Albion Rebates Ltd – GDPR Compliance Pack

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🔹 1. Privacy Policy

Albion Rebates Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy.

This policy explains how we collect, use, and protect your personal data in accordance with UK GDPR and the Data Protection Act 2018.

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🔸 What Information We Collect

We may collect and process the following data:

• Full name
• Date of birth
• National Insurance number
• Address and contact details
• Employment and income details
• Tax-related information
• Identification documents

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🔸 How We Use Your Information

We use your data to:

• Process PAYE tax rebate claims
• Communicate with HMRC on your behalf
• Verify your identity
• Comply with legal and regulatory obligations
• Improve our services

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🔸 Legal Basis for Processing

We process your data under:

• Your consent
• Performance of a contract
• Legal obligations

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🔸 Data Sharing

We may share your data with:

• HM Revenue & Customs (HMRC)
• Regulatory authorities where required
• Secure third-party service providers

We do not sell your personal data.

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🔸 Data Retention

We retain your data for up to 5 years to comply with legal and tax obligations.

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🔸 Your Rights

You have the right to:

• Access your data
• Correct inaccurate data
• Request deletion (where applicable)
• Restrict or object to processing

To exercise your rights, contact us at: [Your Email]

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🔸 Data Security

We take appropriate measures to protect your data, including:

• Secure storage systems
• Restricted access
• Encryption where appropriate

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🔸 Contact

For any privacy concerns, contact:

Albion Rebates Ltd

[admin@albionrebates.com]

[+44 7729 476759]

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🔹 2. Data Handling & Protection Policy (Internal Use)

🔸 Responsibility

The company director is responsible for data protection compliance.

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🔸 Data Collection

• Only collect necessary data
• Ensure client consent is obtained
• Use secure forms or encrypted systems

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🔸 Data Storage

• Store data securely (password-protected systems)
• Limit access to authorised personnel only
• Avoid storing sensitive data on personal devices

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🔸 Data Sharing

• Only share data where necessary
• Ensure third parties are GDPR compliant
• Keep records of data sharing

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🔸 Data Retention

• Retain data for 5 years
• Securely delete data after this period

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🔸 Data Breach Procedure

In the event of a data breach:

1. Identify and contain the breach
2. Assess risk to individuals
3. Report to ICO within 72 hours (if required)
4. Inform affected individuals if necessary
5. Record the incident and corrective actions

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🔸 Staff Awareness

• Ensure anyone handling data understands GDPR basics
• Maintain confidentiality at all times

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🔹 3. Data Subject Access Request (DSAR) Procedure

If a client requests access to their data:

1. Request must be acknowledged within 48 hours
2. Verify identity of requester
3. Provide data within 30 days
4. Keep record of request and response

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🔹 4. Consent Statement (For Forms)

“I consent to Albion Rebates Ltd collecting and processing my personal data for the purpose of managing my PAYE tax rebate claim.”

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🔹 5. Data Retention & Deletion Policy

• Keep client records for 5 years
• After retention period:
  • Delete digital files securely
  • Shred physical documents
• Ensure backups are also cleared

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🔹 6. Security Measures Checklist

✔ Password-protected systems
✔ Secure email practices
✔ Limited staff access
✔ Regular software updates
✔ Use of encrypted storage where possible

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🔹 7. Compliance Statement

Albion Rebates Ltd is committed to complying with all applicable data protection laws and ensuring that personal data is handled responsibly, securely, and transparently.

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Albion Rebates Ltd
Data Protection Responsible Person: Company Director