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: [Companies House Number - to be added]
Registered Office: [Your registered address]
ICO Registration: [ICO registration number - to be added]
Contact: info@codecaccounting.com

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

  • Analyze 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 advisors: 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 hello@codecaccounting.com

Data Security

We implement appropriate technical and organizational 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

  • Analyze 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:

  • Clicking the unsubscribe link in any email

  • Emailing us at hello@codecaccounting.com

  • Calling us directly

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

    • Email: info@codecaccounting.com

    • Post: [Your address]

  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.com
Phone: [Your phone number]
Address: [Your address]

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.