Big Changes to Data Protection Regulation GDPR

Big changes to data protection regulations

All businesses have a responsibility to protect people’s data and privacy. You are at risk of significant fines if you do not comply with new regulations coming into effect 25th May 2018.

General Data Protection Regulation (GDPR)

The new data protection law, GDPR comes into effect across the European Union on the 25th May 2018 and will affects most businesses. Regardless of Brexit the Government have confirmed their intention to bring the GDPR into UK law. This would replace the existing Data Protection Act.

‘If you are currently subject to the DPA [Data Protection Act], it is likely that you will also be subject to the GDPR.”
the Information Commissioner’s Office (ICO)

Why the change?

Don’t risk serious non-compliance fines

Given the massive amounts of data collected in this digital age, regulators are keen to give individuals more control over who can hold their information and how it can be used.

The potential of penalties for non-compliance of €20 million, or 4% of your business’ annual turnover (whichever is higher) make clear just how seriously you need to take these responsibilities.

We strongly recommend you start planning now to make sure your business is compliant.

11 Actions to Take Now

1. Spread Awareness

You should make sure that everyone in your organisation is aware that the law is changing to the GDPR. They need to appreciate the impact this is likely to have.

2. Document the Information you hold

You should document what personal data you hold, where it came from and who you share it with. You may need to organise an information audit.

3. Communicate privacy information

You should review your current privacy notices and put a plan in place for making any necessary changes in time for GDPR implementation.

4. Review individuals’ rights

You should check your procedures to ensure they cover all the rights individuals have, including how you would delete personal data or provide data electronically and in a commonly used format. On the whole, the rights individuals will enjoy under the GDPR are the same as those under the DPA but with some significant enhancements.

5. Plan for access requests

You should update your procedures and plan how you will handle requests within the new timescales and provide any additional information.

6. Establish a lawful basis for processing personal data

You should identify the lawful basis for your processing activity in the GDPR, document it and update your privacy notice to explain it.

7. Seek Consent

You should review how you seek, record and manage consent and whether you need to make any changes. Refresh existing consents now if they don’t meet the GDPR standard.

8. Plan for Data breaches

You should make sure you have the right procedures in place to detect, report and investigate a personal data breach.

9. Data Protection by Design and Privacy Impact Assessments

You should familiarise yourself now with the ICO’s code of practice on Privacy Impact Assessments and work out how and when to implement them in your organisation.

10. Data Protection Officers

You should designate someone to take responsibility for data protection compliance and assess where this role will sit within your organisation’s structure and governance arrangements. You should consider whether you are required to formally designate a Data Protection Officer.

11. International

If your organisation operates in more than one EU member state (ie you carry out cross-border processing), you should determine your lead data protection supervisory authority.

Need Help?

The information given here is based upon guidance from the Information Commissioner’s Office (ICO). Davis Grant is not an expert in data protection.

Get full details from them at or call the ICO helpline on 0303 123 1113 and select option to connect to staff who can offer support.


#techcityonsea with Davis Grant

Join us for #techcityonsea Live Event in Southend

Due to the impact of the weather this event has been re-scheduled for Thursday 12th April

Come to this event in Southend and learn how to get the government to help fund your business.

What you will learn

Don’t overlook the alternative ways in which you can fund your business – the UK government has committed to helping you to grow and succeed. Get your share of the billions in R+D tax credits available to innovative companies every year, learn how to use investment schemes (EIS/SEIS) to attract investors and claim back VAT your business pays by voluntarily registering. All of these measures will help your cash flow and give you the best chance of growing your business.

Why we are speaking

Over the past 5 years Davis Grant have reclaimed in excess of £1.5 million in R&D tax credits for their clients in most cases providing significant cash refunds. They boast a wide range of tech sector clients from bootstrapped startups, to venture-backed companies who are scaling or helping founders to exit the business. Our chartered certified experts are pulling from decades of experience backed by an Essex based firm established for over 60 years.

Thank you to The Hive Enterprise Centre for hosting and to everyone at Tech City on Sea for the opportunity. See you there!

Tax Tips and News – March 2018

Welcome to March’s Tax Tips & News, our briefing designed to bring you tax tips and news to keep you one step ahead of the taxman.

We are committed to ensuring none of our clients pay a penny more in tax than is necessary and they receive useful tax and business advice and support throughout the year.

This Month’s tax topics…

  • IHT: know your limit
  • HMRC win IR35 appeal
  • Tax deductions for family members’ wages?
  • ISA limits update
  • March questions and answers
  • March key tax dates

Please contact us for advice in your own specific circumstances. We’re here to help!

Read More

Davis Grant invest in office refurbishment

If you visit Davis Grant over the next few weeks apologies that you will find a little cosmetic improvement work going on.

With roots in East London going back to 1949 the firm in it’s current form moved to Treviot House, Ilford in March 1990.

Ilford High Road has a long been a bustling business hub

Nearly 28 years later the Directors are investing in improvement works. The aim is to give you the best experience possible if you need to visit us and set the stage for the future of the firm.

Improvement works include:

  • New welcoming and warm reception area to relax in before your meetings.
  • Conference and Training rooms with large screens and technology to bring your numbers to life.
  • Sparkly new toilet facilities.
  • Fresh and bright decoration with an emphasis on natural light.
  • Comfortable and contemporary furniture.
  • Renewed air-conditioning throughout.
Empty Reception
Under Construction – Davis Grant’s new reception area

Plus there are further improvements that you may not see including a new team kitchen and removal of internal walls. By providing more open-plan workspace and option to hot-desk, we are working to develop our already strong collaborative ethos. Being open and collaborative is a big part of our identity!

Update to HMRC’s systems affecting Sage users

HMRC decommissioned the old version of their VAT portal on the 14th of February 2018. The Electronic Data Interchange (EDI) is no more, leaving older versions of Sage 50 unable to make online submissions directly.

Are you affected?

Only Sage versions 24 and above have been updated to use the new HMRC Government Gateway. If you have older versions of Sage software you will be unable to make submissions including VAT Returns, EC Sales lists, CIS Returns, RTI submissions, IR secure mailbox and CIS subcontractor validations. You will need to consider upgrading to the latest version.

We can help…

This frustrating move by HMRC and Sage has been made in the build-up to the launch of Digital Tax next year. This revolution in the way that tax information is submitted is potentially the most radical change the system has undergone EVER. We are getting ready and are recommending our clients move to a Cloud Accounting system sooner rather than later.

Get in touch with us to chat about the specifics of your situation and how we may be able to help.

Related Articles

Clear Benefits of Cloud Accounting

Digital Tax is Coming! (later than planned)

Protecting Yourself from Email Fraud

Fake messages attempting to scam you by impersonating professionals such as accountants, lawyers and banks are on the rise. Fraud attempts may appear genuine at first and contain accurate personal information that fraudsters have gathered by other means. You may also receive fake email, text messages and even phone calls from fraudsters pretending to be from Government institutions such as HMRC and the Home Office.

Fraud affects 1 in 4 small businesses every year.
Last year fraud losses to SMEs were estimated at £18.9 billion.

Action Fraud

Be Suspicious of Emails – even those that appear genuine

Many frauds start with a phishing email that tries to get you to click on a link or attachment that will give them access to your information. Banks and financial institutions will never send you an email asking you to click on a link and confirm your bank details. Do not trust such emails, even if they look genuine.

In these cases always contact the sender using a previously established way such as the phone number on a genuine piece of correspondence, access their website directly or use the phone book. At Davis Grant we encourage you to use our Document Portal to send and receive all sensitive documents and if you are ever in doubt about a message appearing to be from us please contact us immediately.

Take Care When Making Payments

We have reports of businesses in our area being targeted with complex scams where a genuine business transaction is diverted to fraudulent bank accounts. Make sure that you and your staff establish authorised methods of payment to suppliers or customers and that any changes are treated with suspicion.

This is especially true of large payments where is it always best to be aware of the potential for fraud. Make sure your computer has up-to-date anti-virus software and take note of browser security notifications.

HMRC will never use texts or emails to:

  • tell you about a tax rebate or penalty
  • ask for personal or payment information

Check HMRC’s guidance on recognising scams if you’re not sure.

If you have been a victim of fraud report it as soon as possible and also be aware of fraud recovery fraud. This is when fraudsters pretend to be a lawyer or a law enforcement officer and tell you they can help you recover the money you’ve already lost.

Report Fraud and Get More Help

Action Fraud
National Fraud & Cyber Crime Reporting Centre
0300 123 2040

Related Articles

Protecting your sensitive data

Pay less personal tax with our free guide

Get your Year End Tax Guide

Review the rates, reliefs and allowances to use by 5th April 2018. Review the key areas below including a checklist of questions that highlight ways you may plan to pay less.

  • Personal Allowances and Reliefs
  • ISAs
  • Pension Contributions
  • Inheritance Tax
  • Capital Gains Tax
  • Non-UK Domicile Taxation
  • Tax Credits
  • Corporation Tax
  • Business Deductions
  • Entrepreneurs’ Relief
  • VAT
  • Avoid Penalties
  • Upcoming Changes

Get in touch with us with any questions or to see how we can help.

New Business and Tax Helpsheets Available Now

Tax Tips and News – February 2018

Welcome to February’s Tax Tips & News, our article designed to bring you tax tips and news to keep you one step ahead of the taxman.

We are committed to ensuring none of our clients pay a penny more in tax than is necessary and they receive useful tax and business advice and support throughout the year.

This month’s topics

  • Tax-free childcare now open to under 9’s
  • Two million couples still missing out on MA
  • HMRC clarify VAT treatment of affiliation fees for sports clubs
  • Latest MTD progress
  • February questions and answers
  • February key tax dates

Please contact us for advice in your own specific circumstances. We’re here to help!

Read More

How to access our Portal for the first time

If you are struggling to access our Document Portal for the first time this is for you! There is a separate set of instructions if you have forgotten your password instead.

Portal Activate Your Account Email
You will receive an invitation email with the subject line “Activate Your Account”

Step by Step Instructions

  1. Find the invitation email sent to you from (see above).
    Check your “Junk Email” folder!
    If you cannot find this message please let us know by contacting us and confirming your correct email address.
  2. Click on the “Activate Now” button in the email.
  3. Enter your choice of password.
  4. You can now login and use the Document Portal.
Choose password screenshot
Choose a password so that you can login to the portal

Please note: for security reasons we cannot activate your account or set a password on your behalf.

If you have followed the instructions above and are still struggling get in touch!