Privacy Policy

What is This Document and Who is it For?

This document is intended to provide you with important information about how we process your personal data. This includes details of what personal data we hold, how we store it, what we do with it, why we hold it and how long we hold it for.

The contents of this document apply to both clients and prospective clients of Number Crunchers (Sheffield) Ltd Please contact us for a copy of a relevant privacy notice if you are not a client or prospective client.

The below ‘summary information’ section provides some general summary information about what we do with your personal data. Full details can be found in the table at the end of this notice.

Summary Information

In order to provide you with the services detailed in our letter of engagement Number Crunchers (Sheffield) Ltd must hold and process personal data. We use this information to; conduct Customer Due Diligence (CDD) checks we are obliged to conduct under law; meet our obligations detailed under our letter of engagement; and, provide you with any additional services we may agree with you to provide.

We hold your personal data on cloud-based accountancy software provided by Sage and various accountancy software, our outlook emails systems, as spreadsheets stored locally and in the cloud on our computers and servers, and as physical printouts stored in locked offices..

Data Protection Policy

You should read this privacy notice in connection with Number Crunchers (Sheffield) Ltd data protection policy. A copy of our data protection policy can be requested at any time from us.

Data controller’s and data protection officer’s details

Data Controller: Number Crunchers (Sheffield) Ltd (Incorporated in England under company number: 4789920 )

Data Protection Officer: Isabella Callaghan   

How to Contact Us With Any Questions

If you would like to contact us, please use the below methods. Please note that our office closes on weekends and English bank holidays. We normally close the office over the Christmas period, including some normal working days, please contact us for more information. If your contact relates to exercising your rights under data protection legislation it will help us if you make your communication in writing (either post or email).


Telephone: 0114 248 3953

Post: Number Crunchers (Sheffield) Ltd, Khan Suite, Century Business Park, Station Road, Sheffield, S20 3GS

Your Rights

Under data protection legislation you have eight main rights relating to your personal data:

  1. Right to be informed
  2. Right of access
  3. Right to rectification
  4. Right to erasure
  5. Right to restrict processing
  6. Right to data portability
  7. Right to object
  8. Rights related to automated decision making including profiling

For more information on your rights and how we uphold your rights, please visit the Information Commissioner’s Office’s website ( and review our data protection policy, which can be accessed from the relevant sections of our website or can be provided on request.

If at any time you would like to exercise one of your rights under data protection legislation, please contact us. We recommend that you consult our data protection policy before contacting us.

If you would like to make a complaint about our handling of personal data and how we have met our obligations under data protection legislation you can contact the Information Commissioner’s Office ( Though we would always encourage you to contact us in the first instance so that we can attempt to resolve your complaint.

Personal Data We Process for Members

Personal Data:

First Name, Last Name, Mailing Address, Email Address, Business Phone, Mobile Phone, Home or personal phone, National Insurance Numbers, Dates of Birth, Unique Tax Reference Numbers, Bank Details.

Lawful Basis for Processing:

We’ll use it to provide any products and services our customer has requested and other purposes including:

  • To confirm your identity and address
  • To understand how our customers use our services
  • To carry out our customers instructions and deliver services
  • To improve our products and services
  • To offer other services which we believe may benefit our customers unless you ask us not to.

We’ll only use our customers information where we’re allowed to by law e.g. carrying out an agreement and providing services for our customers, fulfilling a legal obligation, because we have a legitimate business interest or where our customers agree to it.

How/Where is the Data Stored?

Data is stored in the following places:

  • Password protected software
  • Password protected cloud systems
  • On local and cloud based server systems
  • On local computers and files (password protected)

In locked physical office locations.

Who Has Access?

Our staff will have access to relevant data that they may reasonably need in order to carry out their duties.

How Long is the Data Stored?

Accounting data is required to be kept for a minimum of 6 years after the end of the current financial year. We will therefore keep records in line with this timescale.

Who Else is the Data Transferred to?

Data is transferred to our 3rd party software providers where reasonably required. We also transfer data to HMRC and Companies House through password protected software and via IXBRL.

Is the Data Transferred to a Third Country? (Name of Country):

Your information may be transferred and stored in countries outside the European Economic Area, including some that may not have laws that provide the same level of protection for personal information. When we do this, we seek confirmation from the supplier that they have the appropriate levels of protection.

Details of Safeguards in Place (if transferred to a third country):

We seek confirmation from the supplier that they have the appropriate levels of protection.