Privacy Policy
Last updated: 27 October 2026
Your privacy matters to us
At The Accountancy Space, we take the privacy and security of your personal information seriously.
Whether you’re browsing our website, getting in touch with a question or trusting us to look after your business finances, we want you to know what information we collect, why we need it and how we look after it.
This Privacy Policy explains how we handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
Who we are
The Accountancy Space Ltd is a UK accountancy practice licensed and regulated by the Association of Accounting Technicians (AAT).
We act as a data controller for personal information collected through our website and for much of the information we process when providing professional services.
In some circumstances, such as processing payroll on behalf of clients, we act as a data processor. Where this applies, our responsibilities are also set out in the relevant client agreement.
Our contact details
The Accountancy Space Ltd
Orchard House
15 Market Street
Telford
TF2 6EL
United Kingdom
Email: hello@theaccountancyspace.co.uk
Website: https://theaccountancyspace.co.uk
What information do we collect?
The information we collect depends on how you interact with us.
When you contact us
If you contact us through our website, by email or through another communication channel, we may collect:
- Your name and contact details.
- Your business name and relevant business information.
- Details of your enquiry.
- Any additional information you choose to provide.
When you become a client
To provide our accounting and advisory services, we may need additional information, including:
- Names, addresses and contact details.
- Company and business information.
- Financial records, accounting information and tax details.
- Identification documents required for anti-money laundering checks.
- Information about directors, employees or other individuals relevant to the services we provide.
- Correspondence and other records relating to our professional relationship.
We may obtain information directly from you, from your authorised representatives, from publicly available records such as Companies House, or from third parties where appropriate.
When you visit our website
Our website and its service providers may process technical information, including your IP address, browser type, device information and pages requested.
This information may be used for website operation, security, troubleshooting and performance monitoring.
How do we use your information?
We use personal information to:
- Respond to enquiries and communicate with you.
- Provide accounting, bookkeeping, tax, payroll and advisory services.
- Manage client relationships, contracts and billing.
- Meet legal and regulatory obligations, including anti-money laundering requirements.
- Maintain appropriate business and financial records.
- Protect our business, clients and website against security threats.
- Investigate complaints, resolve disputes and respond to legal proceedings.
- Contact you about other services where permitted by law.
We do not sell your personal information to third parties.
Our legal basis for processing your information
Under UK GDPR, we must have a lawful basis for processing personal information.
Depending on the circumstances, we rely on:
Contractual necessity: Where information is needed to provide services under our agreement with you or to take steps at your request before entering into a contract.
Legal obligations: Where we must process or retain information to comply with tax, accounting, anti-money laundering or other applicable legal requirements.
Legitimate interests: Where processing is necessary to operate and protect our business, respond to enquiries, manage professional relationships, maintain website security or establish and defend legal claims, provided those interests are not overridden by your rights and interests.
Consent: Where we specifically ask for permission, such as certain marketing communications or non-essential website tracking.
Where processing is based on consent, you can withdraw that consent at any time.
Certain information is required under our client agreements or by law. If you cannot provide information necessary for us to meet those obligations, we may be unable to provide the relevant services.
Contacting us through our website
Our website uses Elementor to provide its contact form and FluentSMTP to send enquiry notifications through our Microsoft 365 email system.
When you submit an enquiry, we use the information you provide to respond and, where appropriate, discuss the services you may need.
We do not automatically add people who contact us to a marketing mailing list.
If your enquiry results in a client relationship, relevant information may become part of your client records.
If it does not result in a client relationship, we generally retain the enquiry for up to six months after our last meaningful communication with you, unless there is a legitimate business or legal reason to retain it for longer.
Who do we share your information with?
We may share personal information where necessary to provide our services, operate our business or comply with legal and professional obligations.
Depending on the circumstances, this may include:
- HM Revenue & Customs (HMRC), Companies House and other relevant authorities.
- The Association of Accounting Technicians (AAT) and other relevant regulatory or supervisory authorities.
- Professional indemnity insurers and professional advisers.
- Technology and cloud service providers supporting our accounting, communication and document storage systems.
- Third parties you have authorised us to communicate with.
- An appointed alternate who may need access to relevant client information if we become unable to continue providing services due to incapacity or death.
- Courts, law enforcement agencies and other organisations where disclosure is legally required or permitted.
Our technology providers include Microsoft 365, Xero and Sync.com, where relevant to the services provided.
These providers process information in accordance with their applicable contractual and data protection arrangements.
We do not share personal information with third parties for their own unrelated marketing purposes.
International data transfers
We use cloud-based technology providers to support our accounting services, communications and secure document storage.
Some of these providers may process or access personal information outside the United Kingdom.
Where personal information is transferred internationally and UK data protection law requires additional protection, we take steps to ensure that an appropriate legal mechanism applies.
Depending on the transfer, this may include UK adequacy regulations, approved contractual safeguards or another legally permitted arrangement.
You can contact us at hello@theaccountancyspace.co.uk for further information about international transfers and the safeguards applicable to your information.
How do we keep your information secure?
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.
These include suitable access controls, secure systems and the use of established technology providers.
We use services such as Microsoft 365, Xero and secure document-sharing platforms to manage information and communicate with clients.
Where sensitive documents need to be exchanged, we may recommend using secure document-sharing arrangements rather than ordinary email.
Although no electronic system can guarantee absolute security, we take our responsibility to protect confidential information seriously.
How long do we keep your information?
We retain personal information for as long as necessary to provide our services and comply with applicable legal, regulatory and professional obligations.
Our general retention periods are:
Client tax records: Normally six years from the end of the tax year to which the records relate.
Advisory work: Normally six years after the relevant business relationship ends.
Ongoing client records: Retained throughout the client relationship, with relevant records generally retained for six years afterwards.
Unsuccessful enquiries: Normally up to six months after our last meaningful communication with you.
Website email logs: Our website email system is currently configured to delete technical email logs automatically after 14 days. This is separate from correspondence retained in our business mailbox.
Some information may need to be kept for longer where required by law, to support ongoing tax matters or to establish, exercise or defend legal claims.
Where we act as a data processor on behalf of a client, the return or deletion of information is also governed by the relevant service agreement.
Cookies and website analytics
Our website uses cookies and similar technologies to support its operation, maintain security and protect against unwanted activity.
Cookies are small pieces of information that websites can store in your browser.
Essential website functions
Some cookies or similar technologies are used to support essential website functions, security and contact form protection.
We use Google reCAPTCHA to help distinguish genuine contact form submissions from spam and automated activity. This service may use cookies and process technical information about visitors.
Website analytics and performance
We use Diib to monitor our website’s technical performance, search engine visibility and opportunities for improvement.
We also intend to use Google Analytics 4 to understand how visitors find and use our website, including which pages are visited, how visitors navigate the site and which content is most useful.
Where Google Analytics or another service uses non-essential cookies or tracking technologies that require consent, we will obtain the necessary consent before activating them.
Your cookie choices
Where we use optional cookies or tracking technologies requiring consent, visitors will be offered a choice to accept or reject them.
Once our cookie preference controls are available, visitors will also be able to review or change their choices.
We do not use information collected through our website to sell visitors’ personal data to advertisers.
We will update this section as additional analytics services or cookie controls are introduced.
Your data protection rights
Under UK data protection law, you have rights relating to your personal information, subject to the circumstances and applicable legal exemptions.
These include:
The right of access: You can request a copy of the personal information we hold about you.
The right to rectification: You can ask us to correct inaccurate or incomplete information.
The right to erasure: You can request deletion of your information in certain circumstances.
The right to restrict processing: You can ask us to limit how your information is used in certain circumstances.
The right to object: You can object to certain types of processing, including processing based on legitimate interests.
The right to data portability: In certain circumstances, you can request personal information in a format that enables it to be transferred to another provider.
The right to withdraw consent: Where we rely on consent, you can withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
You also have rights concerning certain forms of automated decision-making.
We do not use solely automated decision-making to make decisions about individuals that have legal or similarly significant effects.
Your right to object to direct marketing
You have the right to object to the use of your personal information for direct marketing at any time.
If you ask us to stop using your information for direct marketing, we will respect your request.
How to exercise your rights
If you would like to exercise any of your data protection rights, please contact:
hello@theaccountancyspace.co.uk
We may need to verify your identity before responding to certain requests.
We normally respond within one month, although additional time may be permitted for complex requests.
Some rights are subject to legal exceptions. For example, we may be required to retain certain tax or anti-money laundering records even where deletion has been requested.
Marketing communications
We may occasionally contact existing clients about additional services that could be relevant to their business, where permitted by applicable data protection and electronic marketing laws.
Where consent is required, we will ask for it.
You can ask us to stop sending marketing communications at any time by emailing hello@theaccountancyspace.co.uk.
Submitting an enquiry through our website does not automatically subscribe you to marketing communications.
Complaints and concerns
If you have any questions or concerns about how we handle personal information, please contact us.
Email: hello@theaccountancyspace.co.uk
We welcome the opportunity to investigate and address any concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Further information is available at www.ico.org.uk.
Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our services, website, technology or legal obligations.
The latest version will be published on this page, together with the date it was last updated.