Privacy Policy

At e-accountants (“we”, “our”, “us”), we are committed to protecting and respecting your privacy. We understand the importance of safeguarding your personal information and ensuring that it is handled lawfully, fairly, and transparently.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal data when you visit our website, engage our accounting services, communicate with us, or otherwise interact with our business.

As an accounting firm operating in England and Wales, we fully comply with all applicable data protection and privacy legislation, including:

• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• The Privacy and Electronic Communications Regulations (PECR)
• Applicable laws and regulations issued by the Information Commissioner’s Office (ICO)

We are committed to maintaining the highest standards of confidentiality, security, and professional integrity when processing personal data.

e-accountants is a professional accounting and tax advisory firm providing services to individuals, sole traders, partnerships, limited companies, and other business entities throughout the United Kingdom.

If you have any questions regarding this Privacy Policy or your personal data, please contact us using the details above.

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

Identity information

• Full name
• Date of birth
• National Insurance number
• Passport or identification documents
• Company registration details

Contact information

• Email address
• Telephone number
• Postal address
• Business address

Financial information

• Bank account details
• Income records
• Payroll information
• Tax records
• VAT information
• Accounting records
• Pension information

Business information

• Business financial data
• Shareholder details
• Director information
• Employment information

Technical information

• IP address
• Browser type and version
• Device information
• Website usage information
• Cookie data

Communication records

• Emails
• Telephone conversations
• Client correspondence
• Service enquiries

We collect personal information through:

• Direct communication with clients
• Information submitted via our website
• Engagement letters and service agreements
• Telephone calls and email correspondence
• Government agencies and regulatory bodies where legally permitted
• Accounting software integrations and secure document portals
• Cookies and website analytics technologies

Under UK GDPR, we process personal data on one or more of the following lawful bases:

Contractual necessity

To provide accounting, taxation, payroll, bookkeeping, compliance, and advisory services.

Legal obligation

To comply with statutory requirements including HM Revenue & Customs (HMRC) regulations, Anti-Money Laundering (AML) legislation, Companies House requirements, professional accounting standards, and tax and financial reporting obligations.

Legitimate interests

To operate and improve our business, maintain client relationships, manage risks, prevent fraud, and enhance our services.

Consent

Where consent is required by law, such as for certain marketing communications, we will obtain your explicit consent before processing your data.

We use personal data to:

• Provide accounting and taxation services
• Prepare and submit tax returns
• Process payroll services
• Complete bookkeeping and financial reporting
• Meet legal and regulatory obligations
• Verify client identity
• Conduct anti-money laundering checks
• Communicate regarding services
• Respond to enquiries
• Improve our website and services
• Prevent fraud and financial crime
• Maintain professional records

We treat all client information with strict confidentiality. We may share personal data only where necessary with:

• HM Revenue & Customs (HMRC)
• Companies House
• Professional advisers
• Regulatory authorities
• Anti-money laundering verification providers
• Cloud software providers used in delivering our services
• IT and cybersecurity service providers
• Legal representatives where required

All third-party service providers are required to maintain appropriate security measures and process data in accordance with applicable data protection laws.

We do not sell, rent, or trade personal information to third parties.

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements. These safeguards may include:

• Adequacy Regulations
• International Data Transfer Agreements (IDTAs)
• Standard Contractual Clauses
• Other legally approved transfer mechanisms

We take data protection seriously and implement robust technical and organisational security measures to protect personal information against unauthorised access, accidental loss, destruction, alteration, disclosure, and cybersecurity threats.

Security measures include

• Secure encrypted systems
• Access controls
• Password protection
• Firewalls and antivirus protection
• Secure cloud storage solutions
• Staff confidentiality obligations
• Regular security reviews and monitoring

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory obligations.

Accounting and taxation records are generally retained for a minimum period required under applicable UK tax, accounting, and anti-money laundering regulations.

When data is no longer required, it is securely deleted or anonymised.

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

Right of access

Request access to the personal data we hold about you.

Right to rectification

Request correction of inaccurate or incomplete data.

Right to erasure

Request deletion of your personal data where legally applicable.

Right to restrict processing

Request restriction of certain processing activities.

Right to data portability

Request transfer of your personal data to another provider.

Right to object

Object to processing based on legitimate interests.

Rights related to automated decision-making

Request human review of decisions made solely through automated processing.

To exercise any of these rights, please contact us using the contact details provided above.

Our website may use cookies and similar technologies to:

• Improve website performance
• Analyse visitor behaviour
• Enhance user experience
• Maintain website security

Users can control cookies through their browser settings. Disabling cookies may affect website functionality.

Where permitted by law, we may send information regarding our services. You may opt out of marketing communications at any time by:

• Clicking the unsubscribe link in emails
• Contacting us directly

We will never send unsolicited marketing communications where consent is legally required.

If you are concerned about how we handle your personal data, please contact us first so that we can attempt to resolve the issue.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes.

Any updates will be published on our website, and the revised version will become effective immediately upon publication.

At e-accountants, protecting client confidentiality and personal data is fundamental to our business. We are fully committed to complying with UK GDPR, the Data Protection Act 2018, and all applicable data protection legislation in England and Wales.

We continually review and enhance our policies, procedures, and security measures to ensure personal information remains protected and handled responsibly at all times.