The data controller for the processing described in this policy is Accountant Online Limited (company number 07225349), registered office: 172 Pitsford Street, Birmingham, England, B18 6PS. Contact: support@accountantonline-uk.com.
1. About this policy
This Privacy Policy describes how we collect, use, store and disclose personal information in connection with our website and our accounting, tax and company compliance services. It should be read alongside any service-specific information we give you when you contact us or place an order.
Where we receive information through another channel, such as email or documents supplied for a client engagement, this policy applies where relevant. If you follow a link to a third-party website or service, that provider’s own privacy notice applies to its processing.
2. Information we may collect
Depending on how you interact with us, we may collect:
- identity and contact details, such as your name, business name, email address, telephone number and postal address;
- company and service information, including company registration details, the service requested, correspondence and order history;
- accounting, tax and supporting records supplied for a service, which may contain information about directors, employees, shareholders or other individuals;
- billing, payment and transaction information needed to administer an order and maintain business records; and
- technical and usage information, such as basic server logs, device/browser information and cookie or analytics information where the relevant technologies are used.
Please provide only information relevant to the service. If you provide personal information about another person, ensure you are authorised to do so and that the person receives any privacy information required by law.
3. Why we use information and our lawful bases
Data protection law requires us to have a lawful basis for each purpose. Depending on the circumstances, we may rely on:
| Purpose | Typical lawful basis |
|---|---|
| Responding to enquiries, assessing requests and providing services | Taking steps at your request before a contract, or performing a contract |
| Invoices, accounts, tax records and legal or regulatory obligations | Legal obligation and, where relevant, contract |
| Managing our business, maintaining security, preventing fraud and keeping appropriate records | Legitimate interests where these are not overridden by your rights, or legal obligation where applicable |
| Sending direct marketing by email or text where consent is required | Consent, or another lawful route only where permitted by applicable marketing rules |
| Non-essential analytics or similar cookies | Consent where required by law |
We do not treat simply submitting personal information as blanket consent for every use. Where we rely on consent, you can withdraw it at any time; this does not affect processing that took place before withdrawal or processing carried out on another lawful basis.
4. Orders, client services and identity checks
We use relevant information to respond to service requests, assess the work required, communicate with you, prepare or submit agreed filings, administer billing and maintain appropriate records. Depending on the service, we may ask for company documents, identity evidence or other supporting information where necessary to verify instructions, meet applicable legal or regulatory requirements, prevent fraud or deliver the service.
Please send sensitive documents only through the channels we specify and contact us if you are unsure what is required. We do not suggest that an identity-check requirement applies to every service where it may not.
5. Marketing choices
We may send service-related messages needed to respond to your enquiry or manage an engagement. Marketing messages are separate from essential service communications and will be sent only where permitted by applicable law. Where consent is required, we will ask for it separately. You can opt out of marketing at any time using an unsubscribe option where available or by emailing support@accountantonline-uk.com.
We do not assume that silence or failure to opt out is valid consent where the law requires affirmative consent.
6. When we share information
We may share relevant information on a need-to-know basis with authorised staff and service providers who help us operate our business, provide website or IT support, communicate with clients, process payments, maintain records or deliver an agreed service. We may also disclose information to professional advisers, insurers, regulators, law-enforcement bodies or other parties where required or permitted by law, or where necessary to establish, exercise or defend legal claims.
Where a service provider processes personal information on our behalf, we will put appropriate contractual and security arrangements in place as required. We do not sell personal information. We will not share your details with third parties for their own direct marketing unless we have a lawful basis and have provided any required choice or consent.
7. International transfers
Some service providers or systems may store or access information from outside the United Kingdom. Where personal information is transferred internationally, we will use an applicable lawful transfer mechanism and safeguards where required by data protection law. The specific locations and safeguards depend on the providers and systems actually used and should be confirmed in our operational records and reflected here if they change.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purposes described in this policy, including delivering services, maintaining accounting and tax records, meeting legal or regulatory obligations, resolving disputes and enforcing agreements. Retention periods vary according to the type of record and relevant legal requirements. When information is no longer required, we will securely delete it or anonymise it where appropriate.
9. Security
We use appropriate technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No method of transmission or storage is completely secure, so please contact us promptly if you believe information sent to us has been misdirected or compromised.
10. Cookies and similar technologies
Cookies and similar technologies may be used to make the website function, remember preferences, maintain security or understand website use. Strictly necessary technologies may be used where permitted without consent. Non-essential analytics, advertising or similar technologies will be used only after obtaining consent where required by law. Continuing to browse the website does not, by itself, constitute consent to non-essential cookies.
Cookie availability and settings may vary according to the technologies used on this website. Where required by law, non-essential cookies will be used only after consent. You can manage cookies through the controls provided on the website and through your browser settings.
11. Your data protection rights
Depending on the circumstances and subject to legal exceptions, you may have the right to request access to your personal information, correction of inaccurate information, erasure, restriction of processing, data portability, or to object to processing based on legitimate interests. Where we rely on consent, you may withdraw it. You also have an absolute right to object to direct marketing.
To exercise a right or ask a privacy question, email support@accountantonline-uk.com. We may need to verify your identity before responding. We aim to respond within the time limits required by law.
You may also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint. Where appropriate, we would appreciate the opportunity to address your concerns first.
12. Children
Our services are intended for businesses and people acting in connection with business or company matters, not for children. Please do not submit children’s personal information unless it is necessary for a lawful service purpose and you are authorised to provide it.
13. Links to other websites
Our website may link to third-party websites or services. We do not control their privacy practices. Please read their privacy notices before submitting information to them.
14. Changes to this policy
We may update this policy to reflect changes in our services, legal requirements or data practices. The latest version will be published on this page with the updated date. If a change requires additional information or consent, we will take the steps required by law.
15. Contact us
For privacy requests or questions, contact:
Accountant Online Limited
172 Pitsford Street
Birmingham, England, B18 6PS
Email: support@accountantonline-uk.com
Company number: 07225349
Policy date: 17 October 2026.