Particulars of directors and of persons with significant control are entered in the registers kept at the registered office, and an entry relating to a person who has ceased to hold the office or the control is kept for the ten years that follow the cessation, that being the minimum the Companies Act fixes for it.
Entries in the register of members carry the member’s name and address, the shares held and the date of registration; the entry relating to a person who has ceased to be a member is kept for the ten years running from the cessation, the period the Act sets for a company’s members register.
Particulars in the register of directors’ usual residential addresses are held apart from the register of directors and are read only by the secretariat; the entry is kept while the officer serves and for the ten years that follow the officer leaving office.
Correspondence with subsidiary officers is filed against the entry or the return it evidences — a consent to act, a stock transfer form, a notice of a change of address — and is kept for as long as the register entry it supports is kept, since the instrument is the evidence the entry stands on.
Instruments creating a charge, and the memoranda of satisfaction answering them, carry the names of the parties and are kept with the register of charges; the copy is kept while the entry stands and for the six years running from the satisfaction or release recorded against it.
Intra-group recharge records name the two companies, the basis agreed and the period covered, and each is kept for the six years running from the end of the accounting period it falls in, that being the period a company keeps its records for corporation tax purposes.
Submissions received from subsidiary undertakings in the monthly reporting cycle carry ledger figures and the name of the officer who sent them, and are kept with the accounting records of the accounting period they belong to, for the same six years.
Minutes of the parent as a member of an undertaking, and the written resolutions signed on that holding, name the officers who signed them and are kept with the group file for the ten years running from the date of the resolution, the period the Act fixes for a company’s minutes.
Messages sent to the address published on these pages arrive in a mailbox read by the secretariat, and a message is kept while the matter it raises is open; where the message evidences an entry in a statutory register it is filed with that entry and follows the entry’s own period.
Requests to inspect a register are recorded with the name of the person requesting, the register asked for and the purpose stated, the Act requiring that purpose to be given, and the record of the request is kept with the register it concerns.
Type for these pages is requested from Google’s font servers as the page opens, and that request discloses the reader’s network address to Google, as the fetching of any file discloses it; the pages themselves are plain documents, and every particular entered in the registers reaches the secretariat as an instrument or a written notice.
A person whose particulars are entered may ask what is held, may ask that an inaccurate particular be corrected, and may complain to the Information Commissioner; where an entry is one the Companies Act requires to be kept, the entry stands and the correction is made by a further entry against it, in the manner the second folio describes.
The schedule in short
The paragraphs above are the schedule as it is kept. The same schedule, set out by class, reads as follows; where the two differ, the paragraph above governs, being the entry itself.
| Class of record | Held for | Period, counted from |
|---|---|---|
| Register entries: officers and control | Keeping the registers the Companies Act requires | Ten years from the cessation recorded |
| Register of members | Recording title to shares and the date it passed | Ten years from the cessation recorded |
| Usual residential addresses | Meeting the requirement to keep the closed register | Ten years from the officer leaving office |
| Instruments and correspondence | Evidencing the entry each one supports | As long as the entry it supports is kept |
| Charge instruments | Keeping the register of charges complete | Six years from the satisfaction recorded |
| Recharge records | Supporting the group accounts and the tax return | Six years from the end of the accounting period |
| Monthly submissions | Consolidating the group figures | Six years from the end of the accounting period |
| Minutes and written resolutions | Recording decisions taken on the holdings | Ten years from the date of the resolution |
| Mailbox messages | Answering the matter raised | While the matter is open, then as the entry requires |
| Inspection requests | Recording who read a register, and why | With the register the request concerned |
Obtaining a transcript of an entry
A request is made in writing to the secretariat, and is answered in writing from the books. It is answered faster when it names the class of record wanted, since the schedule above is how the file is arranged.
- Where a request is sent
- secretariat@naturalcollection.online, or the registered office by post.
- What is written out
- A transcript of any entry held, read from the book and sent to the address the request came from.
- Correcting a particular
- By a further entry against the first, on the document establishing the correct particular; the superseded line is left legible.
- Complaint
- To the Information Commissioner, whose office supervises the handling of personal records in the United Kingdom.
NATURALCOLLECTION LTD, registered in England & Wales under company number 14130851, keeps this record at its registered office, Tandem Industrial Estate, Wakefield Road, Tandem, Huddersfield, HD5 0AL, United Kingdom, and on a written request to secretariat@naturalcollection.online a transcript of any entry is written out to that address.
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