Privacy Policy

1. Introduction
The Accounting Office Ltd (“we”, “our”, “us”) is committed to protecting and respecting your personal data. This notice explains how we collect, use, and safeguard your information in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are
The Accounting Office Ltd is a limited company registered in Leicester, United Kingdom. We provide professional accounting and related services, including:

Bookkeeping

Amazon administration

Amazon VAT and tax affairs

UK tax affairs

UK VAT

Payroll

Services for both limited companies and self-employed individuals

We are the “data controller” of the personal information you provide to us.

3. Information We Collect
We may collect and process the following types of personal data:

Contact details (name, email address, phone number).

Business details (company name, trading information, VAT number, UTR, NI number, address).

Financial information (bank details, accounting records, payroll information).

Tax and VAT information relevant to our services.

Any documents or information you provide in the course of using our services.

4. How We Use Your Information
We use your personal data to:

Deliver and manage our accounting and advisory services.

Prepare and submit tax and VAT returns to HMRC.

Administer payroll services.

Manage Amazon-related tax compliance.

Communicate with you about your account, obligations, and our services.

Comply with legal and regulatory requirements.

5. Lawful Basis for Processing
We process your personal data on the following bases:

Contract – to provide the services you have requested from us.

Legal obligation – to meet our responsibilities under UK tax law, HMRC regulations, and other applicable laws.

Legitimate interest – to run and improve our business effectively.

Consent – where you have given explicit permission (e.g., for marketing communications).

6. Data Sharing
We may share your data with trusted third parties, including:

HMRC and other regulatory authorities.

Professional advisers such as auditors or legal representatives.

Software providers (e.g., accounting, payroll, or cloud storage systems).

IT and website service providers who help us operate securely.

We will never sell or share your personal data for marketing purposes.

7. Data Retention
We retain your personal data only as long as necessary:

For at least 6 years to comply with HMRC requirements.

Longer where required for regulatory, legal, or contractual purposes.

8. Your Rights
You have the following rights under UK GDPR:

To access the personal data we hold about you.

To request correction or deletion of your data.

To restrict or object to how we process your data.

To request a copy of your data in a portable format.

To withdraw consent (where processing is based on consent).

To exercise your rights, please contact us at [insert your business email].

9. Data Security
We use appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, or disclosure.

10. Contact Us
If you have any questions about this policy or how we handle your data, please contact us:

The Accounting Office Ltd
16-18 Lancaster Street
Leicester
Leicestershire
LE5 4GA

11. Complaints
If you are unhappy with how we use your personal data, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk
.