VCM2035 - Venture Capital Schemes Manual: introduction to the Venture Capital Schemes: contacting HMRC the Venture Capital Reliefs Team by email

There are security risks in corresponding by email and if you decide to use email you need to be aware about the risks and your obligations.

HMRC takes the security of personal information very seriously.

If a company or their authorised agent wants to engage with HMRC Venture Capital Reliefs (VCR) Team by email then the company must complete either the template below or confirm in writing by post, or email to HMRC VCR Team that the company and authorised agent do want to use email. The new compliance statements and mandatory form for obtaining an advance assurance also contain the means for providing this authority.

The following highlights the risks of using email and how HMRC manage them:

About the risks

The main risks associated with using email that concern HMRC are:

  • confidentiality/privacy - there is a risk that emails sent over the internet may be intercepted
  • confirming your identity - it is crucial that we communicate only with established contacts at their correct email addresses
  • there is no guarantee that an email received over an insecure network, like the internet, has not been altered during transit
  • attachments could contain a virus or malicious code.

How HMRC can reduce the risks

We will desensitise information, for example by only quoting part of any unique reference number provided to you.

We are happy to discuss how you may do the same but still provide the information we need.

If a company or authorised agent does not want to use email

A company or agent who makes an email request may prefer the VCR Team to respond by an alternative method, for example because other people have access to their email account. If so, you should say what your preferred method of response is, telephone or in writing by post and provide the relevant contact details.

If a company and authorised agent do want to use email

If a company would like the VCR Team to contact authorised representatives of the company’s agents, the company must complete and return the email authority template to the VCR Team. The template outlines all the risks including that:

  • the company and/ or authorised agent understand and accept the risks of using email
  • the company and/ or authorised agent are content for financial information to be sent by email, so that attachments can be used

The completed template can be emailed to the VCR Team at enterprise.centre@hmrc.gov.uk or posted to:

Venture Capital Reliefs Team

HM Revenue and Customs

WMBC

BX9 1QL

VCR Team contacting a company direct

If a company would like the VCR Team to contact it direct, the company must confirm:

  • the names and email addresses of staff within the organisation with whom HMRC may correspond by email
  • it has ensured its spam filters are not set to reject and/or automatically delete HMRC email

VCR Team contacting a company’s agent

If a company would like the VCR Team to contact authorised representatives of the company’s agents, we will need the company to confirm their names and email addresses

How VCR Team use an agreement to correspond by email

The company’s confirmation will be held on file and will apply to future email correspondence. The VCR Team will review the agreement at regular intervals to ensure there are no changes.

If the VCR Team receives an email from someone they don’t recognise from the information provided by the company, the VCR Team will verify the position with the company before responding.

If a company or authorised agent does not want to use email

A company or agent who makes an email request may prefer the VCR Team to respond by an alternative method, for example because other people have access to their email account. If so, you should say what your preferred method of response is, telephone or in writing by post and provide the relevant contact details to the VCR Team.

Opting out

A company may opt out of using email at any time by letting the VCR Team know.

More information

For more information on HMRC’s Privacy Notice, visit https://www.gov.uk/help/privacy-notice