Documentation

AccountedLTD Privacy Notice

Privacy Notice Summary

Who we are: Accounted Ltd, a professional accounting and advisory firm
Contact: 85 Great Portland Street, First Floor, London, W1W 7LT | 020 3576 4072 | info@accountedltd.com

Why we have your information:
We collect and use your personal information to provide accounting, advisory, and training services, manage your account, meet our legal obligations, and improve our services.

What information we collect:
We collect contact details, financial information, and other data needed to deliver our services. Sometimes we collect sensitive information (like ethnicity or health data) when necessary for specific purposes.

Your rights:
You have the right to access, correct, delete, or restrict how we use your information. You can also object to certain uses and withdraw consent where we've asked for it.

How long we keep it:
Most records are kept for six years after the end of the financial year or engagement, in line with professional and legal requirements.

Read the full notice below for detailed information about how we handle your personal data.

Accounted Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Registered Address

85 Great Portland Street, First Floor, London, England, W1W 7LT

Telephone

02035764072

Email

info@accountedltd.com

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Gender
• Pronoun preferences
• Occupation
• Date of birth
• Marital status
• Third party information (such as family members or other relevant parties)
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Employment details (including salary, sick pay and length of service)
• Credit history and credit reference information
• Criminal records data (including driving or other convictions)
• Telematics data and connected car information
• Information relating to compliments or complaints
• Video recordings
• Audio recordings (eg calls)
• Records of meetings and decisions
• Account access information
• Website user information

We also collect or use the following special category information to provide and improve products and services for clients. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Sexual orientation information

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Information used for security purposes
• Marketing preferences
• Technical data, including information about browser and operating systems

We also collect or use the following special category information for the operation of client or customer accounts. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Sexual orientation information

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

• Names and contact information
• Client accounts and records
• Call recordings
• Financial information eg for fraud prevention or detection

We also collect or use the following special category information for the prevention, detection, investigation or prosecution of crimes. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Sexual orientation information

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Profile information
• Marketing preferences
• Purchase or account history
• Website and app user journey information
• IP addresses

We also collect or use the following special category information for information updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Political opinions
• Religious or philosophical beliefs
• Sexual orientation information

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Addresses
• Purchase or client account history
• Website and app user journey information
• IP addresses

We also collect or use the following special category information for research or archiving purposes. This information is subject to additional protection due to its sensitive nature:

We collect or use the following personal information to comply with legal requirements:

• Name
• Contact information
• Identification documents
• Client account information
• Health and safety information
• Any other personal information required to comply with legal obligations
• Safeguarding information
• Criminal offence data 

We also collect or use the following special category information to comply with legal requirements. This information is subject to additional protection due to its sensitive nature:

We collect or use the following personal information to protect client welfare:

• Names and contact information
• Client account information
• Health and wellbeing information
• Emergency contact details

We also collect or use the following special category information to protect client welfare. This information is subject to additional protection due to its sensitive nature:

We collect or use the following personal information for recruitment purposes:

• Contact details (eg name, address, telephone number or personal email address)
• Date of birth
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information
• Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
• Security clearance details (eg basic checks and higher security clearance)

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

• Racial or ethnic origin
• Religious or philosophical beliefs
• Genetic information
• Health information
• Sexual orientation information 

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Payment details
• Account information
• Purchase or service history
• Call recordings
• Photographs
• Relevant information from previous investigations
• Customer or client accounts and records
• Financial transaction information
• Information relating to health and safety (including incident investigation details and reports and accident book records)
• Correspondence
• Telematics data and connected car information

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

Lawful bases and data protection rights

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Accounted Ltd and Accounted Academy CIC process limited personal information under the lawful basis of legitimate interests in order to deliver, maintain, and continually improve the accounting, advisory, and training services we provide to our clients, students, and partners. This processing is necessary to ensure the effective operation of our business and the quality of the services we deliver. It enables us to maintain accurate client records, manage communication, deliver financial and educational services, tailor our support, and enhance the overall experience of the individuals and organisations we serve. The information we collect—such as contact details, financial data, and service history—is used to provide professional accounting, advisory, and educational support; ensure compliance with industry standards and legal requirements; and develop service improvements that benefit our clients and programme participants. This includes using feedback, engagement data, and performance insights to refine our systems, training content, and service delivery. We believe this use of personal data is proportionate, expected, and beneficial to both parties. It supports clients and learners by ensuring accuracy, efficiency, and a consistently high standard of service, while allowing us to operate responsibly and sustainably as a firm. We only process information relevant to these legitimate purposes and apply strict safeguards—including secure systems, limited access, and transparent communication—to minimise any potential risks or adverse impacts on individuals. Our legitimate interest does not override the rights or freedoms of those whose data we process. Individuals have full control over how we communicate with them and can exercise their data protection rights at any time, including the right to object to processing based on legitimate interest.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for research or archiving purposes:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information to protect client welfare are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
• Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

• Directly from you
• Publicly available sources
• Market research organisations
• Credit reference agencies
• Providers of marketing lists and other personal information
• Suppliers and service providers

How long we keep information

We keep personal and financial information only for as long as necessary to meet legal, regulatory, and professional obligations. In line with AAT and HMRC guidance, most records are retained for six years after the end of the financial year or engagement, after which they are securely deleted or anonymised.

ho we share information with

Others we share personal information with

• Debt collection agencies
• Other financial or fraud investigation authorities
• Professional or legal advisors
• Insolvency practitioners
• Regulatory authorities
• Previous employers
• Suppliers and service providers
• Professional consultants

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Last updated 28/10/2025