Privacy notice

Who we are

My Accountants NW Ltd (company number 15323635) is the data controller for the personal data described here. We are registered with the Information Commissioner's Office, registration number ZB863052.

Francis Middleton is responsible for data protection at the practice. You can reach him through the contact form on this website or by writing to our office address below.

What we collect

• Contact details: name, email address, phone number and postal address.
• Identity details for anti-money laundering checks: date of birth, photo ID and proof of address.
• Business details: company name and number, turnover, employee numbers and the software you use.
• Financial and tax information: bank records, invoices, payroll data, UTR and National Insurance numbers.
• Anything you choose to tell us in an enquiry, quote request or onboarding form.
• Basic technical data needed to keep the website and client portal secure, such as sign-in sessions.

Why we use it and our lawful basis

• Contract: to provide the accountancy, bookkeeping and payroll services you have engaged us for.
• Legal obligation: to meet our duties under the Money Laundering Regulations 2017, to HMRC and to Companies House, and to keep proper records.
• Legitimate interests: to answer enquiries, send quotes, run our practice and keep our systems secure.
• Consent: to introduce you to a partner firm for tax or financial advice. You can withdraw consent at any time.

Who we share it with

We only share what is needed, and only with people bound to keep it safe:

• HMRC, Companies House and other government bodies, when filing on your behalf or where the law requires it.
• The software we use to deliver our services, such as Xero, Apron, BrightPay, and any accounting package you already use.
• Our website, email and secure hosting providers.
• Partner firms for tax or financial advice, only with your agreement.
• Our professional body, insurers or regulators where we are required to.

Transfers outside the UK

Some of our software providers store data outside the UK. Where they do, we make sure suitable protections are in place, such as UK adequacy regulations or the International Data Transfer Agreement.

How long we keep it

We keep client records for six years after our engagement ends, which is what HMRC and the anti-money laundering rules require. Enquiries that do not become clients are deleted after two years.

Your rights

We will reply within one month. There is no charge in most cases.

• Ask for a copy of the personal data we hold about you.
• Ask us to correct anything that is wrong.
• Ask us to delete your data, where we are not legally required to keep it.
• Object to, or ask us to restrict, how we use your data.
• Ask for your data in a format you can give to another accountant.
• Withdraw consent at any time, where we rely on it.

Keeping your data safe

We use encrypted, access-controlled systems, and our client portal requires a secure sign-in. Only people who need your information to do their job can see it.

Complaining to the ICO

If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.