Privacy Policy & Statutory Data Protection Notice
Effective Date: 1st January 2025 | Last Reviewed: October 2025 | Professional membership: CPAA (Certified Public Accountants Association)
1. Data Controller Details
UK Accounting Solution Limited (“we”, “us”, or “our”) is registered in England & Wales under Company Registration Number 09118959. We are registered with the Information Commissioner's Office (ICO) under registration number ZB303598.
Registered Practice Address: Unit 52, Helliwell Business Park, Bolton, Lancashire, BL1 8DL, United Kingdom.
As a CPAA member accounting practice subject to HM Revenue & Customs (HMRC) anti-money laundering supervision, we take our statutory obligations under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 with the utmost gravity.
2. Information We Collect
In providing statutory accounting, taxation, payroll, and consulting services, we collect:
- Client Identity Data: Full legal names, dates of birth, marital status, passport / UK driving license copies, proof of address, National Insurance numbers, Unique Taxpayer References (UTR), and PSC registers.
- Business & Financial Data: Bank account statements, credit card ledgers, sales and purchase invoices, payroll registers, PAYE reference numbers, VAT registration details, and loan agreements.
- Employee & Payroll Data: Employee names, National Insurance numbers, pension contributions, student loan deductions, P45/P60 records, and taxable remuneration figures.
- Technical & Digital Footprint: IP addresses, browser user-agents, and analytical engagement tokens (subject to consent).
3. Lawful Bases for Processing Under UK GDPR
We process your personal and commercial data strictly in accordance with Article 6 of the UK GDPR:
4. Statutory Data Retention Schedules
As a UK accounting practice, we do not retain data longer than strictly necessary. However, UK tax and company law impose statutory retention periods:
| Category of Record | Retention Period | Statutory Authority |
|---|---|---|
| Company Accounts & Tax Filings (CT600) | 6 years from end of accounting period | Companies Act 2006 / TMA 1970 |
| PAYE & Payroll Records | 3 to 6 years following tax year end | HMRC PAYE Regulations |
| Anti-Money Laundering (AML) Identification | 5 years following client cessation | MLR 2017 Regulation 40 |
| VAT Invoices & Digital Audit Records | 6 years from date of transaction | Value Added Tax Act 1994 |
5. Disclosures to HMRC & Authorized Third Parties
We do NOT sell, rent, or trade your personal or financial data. Disclosures are limited to:
- HM Revenue & Customs (HMRC): Statutory submission of Corporation Tax, VAT, Self Assessment, and RTI payroll feeds.
- Companies House: Submission of statutory annual balance sheets, directors' confirmation statements, and PSC registers.
- Cloud Accounting Providers: Xero, Intuit QuickBooks, Dext Prepare, FreeAgent (under strict UK GDPR Data Processing Agreements).
- Professional Bodies: The Certified Public Accountants Association (CPAA) for professional membership matters.
6. Technical & Organizational Security
All digital communications and cloud client portals utilize 256-bit TLS/SSL encryption in transit and AES-256 encryption at rest. Multi-Factor Authentication (MFA) is strictly enforced for all accounting staff accessing client ledgers. Physical files stored at our Bolton facility are housed in fireproof, access-controlled statutory archives.
7. Your Rights Under UK GDPR
Under the UK GDPR, you have enforceable individual rights:
- Right of Access: Request a copy of all personal data held about you (Subject Access Request).
- Right to Rectification: Request correction of inaccurate statutory information.
- Right to Erasure (“Right to be Forgotten”): Applicable except where data must be retained to satisfy statutory HMRC or Companies House obligations.
- Right to Restrict Processing: Request suspension of data processing under specific criteria.
- Right to Data Portability: Receive your financial data in a structured, commonly used CSV or electronic format.
To exercise any of these rights, email our Data Protection Officer directly at info@ukaccountingsolution.co.uk . We respond within 30 calendar days at zero fee.
9. Complaints & Supervisory Authority
If you believe your data has been handled incorrectly, you have the right to lodge a formal complaint with the Information Commissioner's Office (ICO):