Privacy Policy

Data Controller: Accountaholics Limited
Address: Hull, East Yorkshire
Email: [email protected]
Telephone: 07715 627242

Accountaholics Limited is the data controller responsible for your personal data. We are registered with the Information Commissioner's Office (ICO) as required under UK data protection law.

Depending on the services you use or enquire about, we may collect and process the following categories of personal data:

Identity and contact information:

• Full name, date of birth, and National Insurance number
• Home and business address
• Email address and telephone number
• Proof of identity documents (passport, driving licence) for anti-money laundering purposes

Financial and tax information:

• Income, expenses, and financial records
• Bank account details (where required for payroll or other services)
• Tax reference numbers (UTR, VAT number, PAYE reference)
• Company registration numbers and details
• CIS registration and deduction records

Business information:

• Business name, structure, and trading history
• Details of directors, shareholders, and beneficial owners
• Payroll records for employees

Website usage data:

• IP address and browser type
• Pages visited and time spent on the site
• Referral source (how you found our website)

We collect personal data in the following ways:

• Directly from you — when you contact us by phone, email, or via our website contact form; when you engage our services; or when you provide documents and information as part of our work
• From HMRC and Companies House — when we act as your agent and access information on your behalf
• From third parties — such as your previous accountant (with your consent), payroll providers, or other professional advisers
• Automatically via our website — through analytics tools when you browse our website

We use your personal data for the following purposes:

We will not use your personal data for marketing purposes without your explicit consent.

We do not sell your personal data. We may share your data with the following parties only where necessary:

• HMRC — to file tax returns, register for taxes, and fulfil our obligations as your agent
• Companies House — to file annual accounts and confirmation statements
• Cloud accounting software providers (e.g. Xero, QuickBooks, FreeAgent) — to maintain your financial records
• Our professional indemnity insurers — where a claim arises
• Legal advisers — where required to protect our legal rights
• Law enforcement or regulatory bodies — where required by law, including the National Crime Agency for suspicious activity reports

All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.

We do not routinely transfer your personal data outside the United Kingdom. Where any third-party software provider stores data outside the UK, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements (such as adequacy decisions or standard contractual clauses).

We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and to comply with our legal and professional obligations. As a guide:

• Tax records and financial documents — 6 years from the end of the relevant tax year (as required by HMRC)
• Company records — 6 years from the end of the financial year to which they relate
• Anti-money laundering records — 5 years from the end of the client relationship
• General correspondence and enquiries — 3 years
• Website analytics data — up to 26 months

After the applicable retention period, your data will be securely deleted or anonymised.

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your data in certain circumstances
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests
• Rights related to automated decision-making — we do not use automated decision-making or profiling

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request.

Note that some rights are subject to limitations — for example, we may be unable to delete data that we are legally required to retain.

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, or destruction. These measures include:

• Encrypted storage and transmission of sensitive data
• Password-protected and access-controlled systems
• Use of reputable, security-certified cloud accounting and practice management software
• Regular review of our data security practices

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and inform you without undue delay.

Our website uses analytics tools to help us understand how visitors use the site. This may involve the use of cookies — small text files stored on your device. The analytics data collected is anonymised and used solely to improve our website.

You can control cookie settings through your browser. Disabling cookies may affect the functionality of some parts of our website.

We do not use advertising cookies or track you across other websites.

If you are unhappy with how we have handled your personal data, please contact us in the first instance at [email protected].

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by email or by posting a notice on our website.

The current version of this policy is always available at accountaholics.co.uk/privacy-policy.