top of page

PRIVACY POLICY

1. Introduction

pro acc® Ltd (“we”, “us”, “our”) is a firm of Chartered Certified Accountants committed to maintaining the highest standards of confidentiality, integrity, and data protection. We recognise that the responsible handling of personal data is fundamental to the trust placed in us by our clients and contacts. Accordingly, we process personal data in strict compliance with applicable data protection legislation and professional obligations.
 

This Privacy Policy explains how we collect, use, store, and protect personal data when you:

  • access or use our website; 

  • engage our professional services; or 

  • otherwise interact with us. 

It also explains your rights and the legal protections available to you.

 

2. Legal and Regulatory Framework

We process personal data in accordance with:

  • the Data Protection Act 2018; and 

  • the UK General Data Protection Regulation (‘UK GDPR’). 
     

For the purposes of these laws, pro acc® Ltd acts as a data controller.

We ensure that personal data is:

  • processed lawfully, fairly, and transparently; 

  • collected for specified and legitimate purposes only; 

  • limited to what is necessary; 

  • accurate and kept up to date; 

  • retained only for as long as required; and 

  • secured through appropriate technical and organisational safeguards. 

 

3. Scope of This Policy

This Privacy Policy sets out:

  • the categories of personal data we collect; 

  • how and why such data is used; 

  • the lawful bases for processing; 

  • how data may be disclosed; and 

  • your rights under UK data protection law. 

This policy supplements any additional privacy notices we may provide.

 

4. Data Controller Details

pro acc® Ltd
Company Number: 14188201

Compliance Officer: Ioana Visan
Email: info@pro-acc.co.uk

Postal Address:
807 Christchurch Road
Bournemouth
Dorset
United Kingdom
BH7 6AP

All data protection enquiries should be directed to the above contact.

 

5. Third-Party Websites

Our website may include links to external websites or services. We do not control such third-party platforms and accept no responsibility for their privacy practices. You should review their privacy policies before submitting personal data.

 

6. Categories of Personal Data

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

6.1 Identity Data

  • First name, maiden name, last name 

  • Marital status, title, date of birth, gender 

  • Passport or other identification details 

  • Photographic identification 

  • Job title and employer details 

6.2 Contact Data

  • Billing address 

  • Residential or business address 

  • Email address 

  • Telephone numbers 

6.3 Third Party Data

  • Details of dependents, beneficiaries, and next of kin 

6.4 Financial and Tax Data

  • Salary and income information 

  • Payroll records 

  • Investment and pension details 

  • National Insurance number or equivalent 

  • Bank account and credit card details 

  • Bank statements and financial records 

  • Company tax references and business performance data 

  • Customer and supplier information 

6.5 Transaction Data

  • Payment records 

  • Credit reference checks 

  • Details of services purchased 

6.6 Technical Data

  • IP address 

  • Login data 

  • Browser type and version 

  • Time zone and location 

  • Operating system and platform 

6.7 Usage Data

  • Website interaction data (including clickstream and navigation paths) 

  • Email engagement data (opens, clicks, interactions) 

6.8 Aggregated Data

We may process anonymised statistical data. Where such data can identify you, it will be treated as personal data.

 

7. Special Category Data

We do not ordinarily collect special categories of personal data (including data relating to health, ethnicity, political opinions, or criminal convictions).

Such data will only be processed where:

  • required by law; and 

  • supported by your explicit consent. 

 

8. How We Collect Personal Data

8.1 Direct Interactions

You may provide data by:

  • completing forms; 

  • corresponding with us by post, telephone, or email; 

  • subscribing to services or communications; 

  • providing feedback or completing surveys. 

8.2 Third Parties and Public Sources

We may obtain data from:

  • analytics providers (e.g. Google); 

  • advertising and search platforms; 

  • IT, payment, and delivery service providers; 

  • accounting software providers (including Xero, QuickBooks Online, FreeAgent, Sage); 

  • HMRC via authorised agent access; 

  • Companies House and other public registers; 

  • credit reference agencies (including Smart Search, Xama, Veriphy); 

  • business partners and professional advisers. 

 

9. Lawful Bases for Processing

We process personal data only where a lawful basis applies, including:

  • performance of a contract; 

  • compliance with legal obligations; 

  • legitimate interests pursued by us or a third party. 

 

10. Purposes of Processing

We use personal data for the following purposes:

  • onboarding and managing client relationships; 

  • delivering professional services, including liaison with HMRC and financial institutions; 

  • administering payments, fees, and debt recovery; 

  • maintaining accurate records and communicating updates; 

  • conducting surveys and obtaining feedback; 

  • administering, securing, and improving our systems and website; 

  • delivering relevant content and insights; 

  • analysing usage to enhance services and client experience; 

  • making recommendations regarding services; 

  • conducting supplier due diligence and managing supplier relationships. 

Processing may be based on more than one lawful ground depending on the context.

 

11. Marketing Communications

We may send marketing communications where you have provided consent.

You may withdraw consent at any time by:

  • using the unsubscribe function; or 

  • contacting us directly. 

 

12. Disclosure of Personal Data

We may disclose personal data to:

  • financial institutions, pension providers, insurers, and intermediaries; 

  • professional advisers (including legal, audit, and insurance providers); 

  • HMRC and regulatory authorities; 

  • IT service providers and system operators; 

  • business partners and service providers. 

We may also disclose data in connection with a business sale, merger, or restructuring.

All third parties are required to:

  • comply with UK data protection laws; 

  • process data only in accordance with our instructions; 

  • maintain appropriate confidentiality and security measures. 

We do not outsource accountancy services overseas or share data with subcontractors.

 

13. International Transfers

Where personal data is transferred outside the UK (for example, through cloud-based systems), we ensure appropriate safeguards are in place, including:

  • adequacy regulations; or 

  • standard contractual clauses. 

 

14. Data Security

We implement appropriate technical and organisational measures to protect personal data against:

  • unauthorised access; 

  • loss or destruction; 

  • alteration or disclosure. 

Access is restricted to authorised personnel subject to confidentiality obligations.

We maintain procedures for identifying and responding to data breaches and will notify affected individuals and regulators where legally required.

 

15. Data Retention

We retain personal data for seven years in accordance with regulatory and professional requirements.

Data may be retained for longer where necessary for:

  • legal or regulatory compliance; 

  • dispute resolution or anticipated litigation. 

 

16. Your Legal Rights

Under UK data protection law, you have the right to:

  • request access to your personal data; 

  • request correction of inaccurate or incomplete data; 

  • request erasure where appropriate; 

  • object to processing (including for direct marketing); 

  • request restriction of processing; 

  • request transfer of your data; 

  • withdraw consent where processing is based on consent. 

 

17. Exercising Your Rights

Requests should be submitted to:

Email: info@pro-acc.co.uk

We may:

  • request information to verify your identity; 

  • request further details to process your request efficiently. 

Fees. No fee is generally payable. A reasonable fee may apply where requests are manifestly unfounded, excessive, or require retrieval of archived data.

Response Time. We aim to respond within one month, although this may be extended where requests are complex.

 

18. Contact

For all privacy-related enquiries:

Email: info@pro-acc.co.uk
Telephone: 01202 02 85 85

bottom of page