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Privacy Policy

GDPR Privacy Policy for Your Cloud Accountant Limited

Effective Date: 31/08/2023
Last Updated: 31/07/2025

1. Introduction

At Your Cloud Accountant Limited we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and safeguard your personal information in compliance with the UK GDPR/EU GDPR and other applicable data protection laws.

We act as the Data Controller for your personal data unless otherwise specified.

2. Information We Collect

We may collect the following personal data when you engage with our services:

  • Contact information: Name, address, email, phone number.
  • Financial information: Tax details, accounting records, bank information, invoices.
  • Identification details: National Insurance numbers, company registration details, VAT numbers.
  • Digital information: IP addresses, correspondence via email or online portals.

We only collect data necessary to provide professional accountancy services.

3. How We Collect Your Data

  • Directly from you when you contact us, sign a contract, or use our services.
  • Through secure document sharing platforms or accounting software integrations.
  • When required by law (e.g., anti-money laundering regulations).

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

  • Performance of a contract: To deliver accountancy and tax services.
  • Legal obligation: To comply with tax, accounting, and anti-fraud laws.
  • Legitimate interests: To improve services, maintain security, and communicate updates.
  • Consent: Where applicable (e.g., for newsletters or marketing).

5. How We Use Your Data

  • To provide accountancy and tax services.
  • To communicate with you regarding services, updates, and billing.
  • To meet legal and regulatory obligations.
  • To improve our services and user experience.

6. Data Storage & Security

We store data securely using encrypted, GDPR-compliant systems. Access to your personal data is restricted to authorized personnel only.

Data is stored in:

  • Secure cloud storage (compliant with UK/EU GDPR).
  • Accounting software platforms with robust security measures.
  • Encrypted email and document-sharing tools.

We conduct regular security reviews and use multi-factor authentication where possible.

7. Data Sharing & Third Parties

We may share your data with:

  • HMRC and other regulatory bodies where required.
  • Professional advisers such as auditors or legal consultants.
  • Secure cloud and IT service providers under strict data protection agreements.

We never sell your data to third parties.

8. Data Retention

We retain personal data only for as long as necessary:

  • Accounting and tax records: At least 6 years in line with HMRC requirements.
  • Client records: As required by professional regulations or legal obligations.

After this period, data will be securely deleted or anonymized.

9. International Data Transfers

If data is transferred outside the UK/EU, we ensure appropriate safeguards such as:

  • Transfers to countries with adequacy decisions.
  • Standard Contractual Clauses approved by the EU/UK.

10. Your Data Protection Rights

You have the right to:

  • Access your data.
  • Request correction or deletion.
  • Restrict or object to processing.
  • Request data portability.
  • Withdraw consent where applicable.
  • Lodge a complaint with the ICO (Information Commissioner’s Office) in the UK

11. Cookie Policy

Our website uses cookies to improve your browsing experience, analyse traffic, and provide tailored content.

What are cookies?
Cookies are small text files stored on your device when you visit our website.

Types of cookies we use:

  • Essential cookies: Required for the website to function properly.
  • Analytics cookies: Help us understand how visitors interact with the site (e.g., Google Analytics).
  • Functional cookies: Remember your preferences for a personalized experience.
  • Marketing cookies: Used only with your consent to deliver relevant advertisements.

Managing cookies:
You can accept or decline cookies via our cookie banner or change preferences anytime in your browser settings. Disabling certain cookies may affect website functionality.

12. Contact Us

For questions or data requests, contact us at:
contact@yourecommerceaccountant.co.uk

13. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated date.

 

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