🔒 Privacy & GDPR Policy

Effective Date: 23 October 2025
Last Updated: 02 March 2026

At AccountingIN, we value your privacy and are committed to protecting your personal data. This Privacy & GDPR Policy explains how we collect, use, store, and protect your personal information in compliance with the UK GDPR, Data Protection Act 2018, and other applicable privacy laws.

We act as the Data Controller for your personal information unless stated otherwise.

1️⃣ Information We Collect

We may collect and process the following categories of personal data:

Contact details: Name, address, email, and phone number.
Business details: Company name, registration number, VAT number.
Financial data: Bank details, invoices, receipts, accounting records.
Identification data: National Insurance number, UTR, or proof of ID.
Website & technical data: IP address, browser type, cookies, analytics.
Recruitment data: CVs, application forms, and professional references.

We only collect the data necessary to provide our services effectively and lawfully.

2️⃣ How We Collect Data

We collect data through:

Direct interactions (enquiries, emails, phone calls, meetings).
Website forms, online booking, and contact submissions.
Secure file uploads for accounting or payroll processing.
Job applications or recruitment processes.
Automated technologies such as cookies (see Cookie Policy).

3️⃣ How We Use Your Information

We use your personal data to:

Deliver accounting, tax, and payroll services.
Communicate with you about your account or project.
Send invoices, proposals, or legal correspondence.
Maintain regulatory compliance with HMRC, ACCA, or other authorities.
Process recruitment applications and candidate screening.
Improve our website and marketing through analytics.

We never sell or share your personal data for marketing without your explicit consent.

4️⃣ Lawful Basis for Processing

We process your data under the following lawful bases:

Contract: To deliver the services you have requested.
Legal obligation: To comply with tax, AML, or accounting laws.
Legitimate interest: For improving services and communications.
Consent: For marketing or optional communications.

5️⃣ Data Retention

We retain data only for as long as necessary:

Client accounting and tax records – 6 years (in line with HMRC).
Payroll and employment records – 6 years.
Recruitment data – up to 12 months (unless retained with consent).
After this period, your data will be securely deleted or anonymised.

6️⃣ Data Sharing

We may share your data with:

HMRC and relevant regulatory bodies.
Professional advisers such as solicitors, auditors, or IT providers.
Cloud storage providers (Wix, Google Drive, Xero, QuickBooks, etc.).

All third parties are bound by confidentiality and GDPR-compliant agreements.

7️⃣ International Data Transfers

If your data is transferred outside the UK or EEA, we ensure that appropriate safeguards are in place (e.g., Standard Contractual Clauses or adequacy decisions).

8️⃣ Your GDPR Rights

You have the right to:

✅ Request access to your data
✅ Request correction or deletion
✅ Restrict or object to processing
✅ Request data portability
✅ Withdraw consent (where applicable)
✅ Lodge a complaint with the Information Commissioner’s Office (ICO)

👉 ICO contact: www.ico.org.uk

9️⃣ Data Security

We use advanced security measures including encryption, firewalls, and secure passwords to protect your personal information from unauthorised access or misuse.

🔄 Updates to This Policy

We review this Privacy Policy annually and update it when necessary. The latest version will always be available on this page.

📩 Contact Us

If you have questions about this Privacy & GDPR Policy or wish to exercise your data rights, contact us at:

AccountingIN

📍 Office 4, Midway Business Centre, 703 Stockport Rd, Levenshulme, Manchester M12 4QN
📧 Email: info@accountingin.co.uk
🌐 Website: www.accountingin.co.uk