Privacy Policy

At Accounting Inc. Ltd, we take your privacy seriously. This Privacy Notice explains how we collect, use, store, and protect your personal data when you visit our website (https://www.accountinginc.co.uk), become a client, or sign up for marketing communications. It also outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. About Us

Accounting Inc. Ltd is registered in England and Wales (Company No. 11526506).
Registered office: Hoults Yard, Walker Rd, Newcastle upon Tyne, NE6 2HL.

Data Protection Officer: Neil Graham
Email: hello@accountinginc.co.uk
Telephone: +44 (0) 191 691 3875

We are the Data Controller of the personal data we collect. In some cases (e.g. payroll), we act as a Data Processor on behalf of clients.

 

2. What Does This Notice Cover?

This Privacy Notice explains:

  • what personal data we collect,
  • how and why we use it,
  • how long we keep it,
  • your rights, and
  • who to contact if you have questions.

 

3. What Is Personal Data?

Personal data is information that identifies you directly (e.g. name) or indirectly (e.g. email address, ID number, online identifier, or business details).

 

4. Your Rights

Under UK GDPR you have the right to:

  • be informed about how we use your data,
  • access your data,
  • correct inaccurate or incomplete data,
  • request deletion (“right to be forgotten”),
  • restrict processing,
  • receive your data in a portable format,
  • object to certain uses (e.g. marketing), and
  • request human review of automated decisions.

If you are unhappy, you can contact us or complain to the ICO: www.ico.org.uk.

 

5. Personal Data We Collect

Depending on your relationship with us, we may collect:

  • name, address, email, telephone,
  • business details (name, role, size, sector),
  • financial, tax, and payroll data (clients),
  • preferences, interests, and engagement with our services.

We only collect what is necessary.

 

6. How We Use Your Data

We process data on the following bases:

  • Contract – to provide accounting and advisory services.
  • Legal obligation – to comply with tax, AML, and regulatory requirements.
  • Legitimate interests – to improve services, manage relationships, and send relevant business updates.
  • Consent – to send you marketing communications (you can withdraw at any time).

We may use automated systems to analyse engagement with marketing, but not to make client service decisions. You can request human review at any time.

 

7. Retention

  • Client data – retained for 7 years after the end of the engagement, unless longer retention is required by law.
  • Marketing data (non-clients) – retained until you opt out or after 12 months of inactivity.
  • Other records – retained in line with statutory and regulatory obligations.

 

8. Storage and International Transfers

Data is stored primarily in the UK. Where we use suppliers outside the UK/EEA (e.g. Xero in New Zealand), we ensure:

  • contracts include UK-approved safeguards (Standard Contractual Clauses with the UK Addendum), and
  • appropriate technical and organisational measures are in place (encryption, restricted access).

 

9. Sharing Data

We may share data with:

  • service providers (e.g. GoCardless, Adfin, Xero, Engager),
  • regulators, tax authorities, and law enforcement,
  • marketing platforms where you have given consent.

All third parties must comply with data protection law and only process data as instructed.

 

10. Accessing or Deleting Your Data

To request access, correction, or deletion, contact our Data Protection Officer (see Section 13).
We respond within 30 days (up to 3 months for complex cases).

 

11. Cookies

Our website uses cookies for functionality, analytics, and marketing. You can manage preferences via our cookie banner or browser settings. For details, see our Cookie Policy.

 

12. Data Breaches

If a personal data breach occurs, we will:

  • investigate promptly,
  • notify the ICO within 72 hours if required, and
  • inform affected individuals without undue delay if there is a high risk to their rights.

 

13. Contact Us

Neil Graham, Data Protection Officer
Email: hello@accountinginc.co.uk
Tel: +44 (0) 191 691 3875
Postal: Hoults Yard, Walker Rd, Newcastle upon Tyne, NE6 2HL

 

14. Updates to This Notice

We may update this notice from time to time. The latest version will always be available on our website, and significant changes will be notified by email where appropriate.