Privacy policy

Last Updated: 01/11/25

Our commitment to your privacy

At Codec Accounting, we take your privacy seriously. This policy explains in plain English how we collect, use, and protect your personal information. We're committed to being transparent about our data practices and complying with all applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

Who we are

Company: Codec Accounting Limited
Registration: 16700435
Registered Office: 38 Lammas Park Road, Ealing, W5 5JB
ICO Registration: ZB989717
Contact: info@codecaccounting.co.uk

For data protection purposes, we are the "data controller" of your personal information.

What information we collect

Information you provide to us

We collect information that you voluntarily provide when you:

  • Contact us through our website, email, or phone

  • Request a consultation or quote

  • Become a client

  • Subscribe to our newsletter or updates

  • Apply for a position with us

This may include:

  • Contact details: Name, email address, phone number, postal address

  • Business information: Company name, position, business address

  • Financial information: Required for providing accounting services (bank details, VAT numbers, company registration numbers)

  • Communication records: Emails, letters, notes from calls or meetings

  • Identity verification: Documents required for anti-money laundering compliance

Information we collect automatically

When you visit our website, we automatically collect:

  • Technical data: IP address, browser type and version, device information

  • Usage data: Pages visited, time spent on pages, links clicked

  • Cookie data: See our Cookie section below

How we use your information

For prospective clients

We use your information to:

  • Respond to your enquiries

  • Provide quotes and consultation

  • Send relevant information about our services

  • Assess whether we can meet your needs

Legal basis: Legitimate interests (to develop our business and inform our marketing strategy) or consent where required

For clients

We use your information to:

  • Provide accounting and financial services

  • Prepare and file statutory documents

  • Communicate with HMRC and Companies House on your behalf

  • Comply with legal and regulatory obligations

  • Send service updates and important notices

  • Process payments and maintain records

Legal basis: Performance of contract, legal obligations, and legitimate interests

For website visitors

We use your information to:

  • Maintain and improve our website

  • Analyse usage patterns to enhance user experience

  • Ensure network and information security

Legal basis: Legitimate interests (to run our business effectively and improve our services)

Who we share your information with

We may share your personal information with:

  • Professional advisers: Solicitors, banks, auditors, and insurers

  • Regulatory bodies: HMRC, Companies House, CIMA, FCA (where applicable)

  • Service providers: Cloud storage providers, email services, IT support (all bound by confidentiality agreements)

  • Software providers: Xero, QuickBooks, or other accounting software platforms

  • Legal authorities: When required by law or court order

We never sell your personal information to third parties.

International transfers

Some of our service providers may process data outside the UK (e.g., cloud storage providers). Where this happens, we ensure appropriate safeguards are in place, such as:

  • Standard contractual clauses approved by the UK authorities

  • Adequacy decisions covering the receiving country

  • Your explicit consent

How long we keep your information

We retain your personal information for:

  • Client records: 7 years after the end of our professional relationship (as required by law)

  • Financial records: 6 years from the end of the financial year

  • Enquiries (non-clients): 2 years from last contact

  • Job applications: 6 months after position filled

  • Marketing lists: Until you unsubscribe or request removal

Your rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of your personal information

  • Rectification: Correct inaccurate or incomplete information

  • Erasure: Request deletion of your information (in certain circumstances)

  • Restriction: Limit how we use your information

  • Portability: Receive your data in a portable format

  • Object: Object to certain processing activities

  • Withdraw consent: Where we rely on consent, you can withdraw it at any time

To exercise any of these rights, contact us at info@codecaccounting.co.uk

Data security

We implement appropriate technical and organisational measures to protect your personal information, including:

  • Encryption of data in transit and at rest

  • Password-protected systems and two-factor authentication

  • Regular security assessments and updates

  • Limited access on a need-to-know basis

  • Staff training on data protection

  • Secure disposal of physical and electronic records

Cookies

Our website uses cookies to:

  • Remember your preferences

  • Analyse website traffic (via Google Analytics)

  • Improve user experience

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

Types of cookies we use

  • Essential: Required for website operation

  • Analytics: Help us understand how visitors use our site

  • Functional: Remember your choices and preferences

Marketing communications

With your consent, we may send you:

  • Newsletters with accounting updates and tips

  • Information about our services

  • Invitations to events or webinars

You can unsubscribe at any time by:

Children's privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.

Changes to this policy

We may update this privacy policy from time to time. We'll notify you of significant changes by:

  • Updating the "Last Updated" date

  • Posting a notice on our website

  • Emailing you (where appropriate)

Professional obligations

As CIMA members and regulated professionals, we're also bound by:

  • Professional confidentiality requirements

  • Anti-money laundering regulations

  • Professional codes of conduct

These obligations may require us to process or retain information beyond what's stated in this policy.

Making a complaint

If you're unhappy with how we handle your personal information, you can:

  1. Contact us first: We'll try to resolve your concerns directly

  2. Contact the ICO: You have the right to lodge a complaint with the Information Commissioner's Office

    • Website: ico.org.uk

    • Phone: 0303 123 1113

    • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Contact us

For any questions about this privacy policy or our data practices:

Data Protection Officer
Codec Accounting Limited
Email: info@codecaccounting.co.uk
Phone: 0203 143 2772
Address: 38 Lammas Park Road, Ealing, W5 5JB

This privacy policy forms part of our commitment to protecting your privacy and complying with data protection laws. Thank you for trusting us with your information.

Emailing your results from our online tools

Some of the free tools on our website (such as our filing deadline calculators, the charity accounts type checker, the MTD for Income Tax readiness checker and the sole trader or limited company tool) let you email your results to yourself. This section explains what happens to your email address when you do that.

1. What we collect

Your email address, the name of the tool and the results shown on screen. If you tick the newsletter box, we also receive your email address, the tool name and the date and time you signed up. We do not receive your results in that case; they go only to you.

2. Why we use it

  • Your results email. We use your email address and results to send you the email you asked for. We do this because you request it. We do not add you to any mailing list because you used a tool.

  • Our newsletter (optional). Only if you tick the separate newsletter box. That box is never ticked for you. We rely on your consent, and you can withdraw it at any time by using the unsubscribe link in any newsletter or by emailing info@codecaccounting.co.uk.

3. Who sends the email for us

We use EmailJS (EmailJS Pte. Ltd., Singapore) to send these emails. EmailJS acts as our processor. It handles your details only to send the email for us, under its terms with us.

4. Transfers outside the UK

EmailJS runs its service on Amazon Web Services (AWS) servers in the United States. This means your email address and results pass through the US. Where this happens, the transfer is covered by safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. You can ask us for details.

5. How long we keep it

  • EmailJS: on our plan EmailJS keeps a short history of sent emails, by default for about 7 days. We have turned on its setting not to save private data, so the content of your email is not kept in that history. Any short send record EmailJS keeps is then deleted under its own retention.

  • Codec: we do not keep a copy of your results. If you ask for the newsletter, we keep your email address until you unsubscribe. A copy of an outgoing email may sit in our mailbox's Sent folder; we delete these within 30 days.

6. Spam protection

To stop people misusing the form to send emails to others, we limit how often it can be used.

7. Your rights

Your usual rights under UK data protection law apply, as set out elsewhere in this notice. To use them, or if you have a question, email info@codecaccounting.co.uk.