1. Data Controller
FM Accounting Ltd ("we", "us", "our") is the data controller responsible for your personal data. We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact: info@fmaccounting.net
2. Data We Collect
Information you provide directly:
- Full name, email address, phone number, and message content via our contact form
- Business name, company registration number, and financial information when you become a client
- Identification documents for Anti-Money Laundering (AML) compliance
Information collected automatically:
- IP address, browser type, operating system, and device information
- Pages visited, time spent, and navigation patterns via cookies and analytics
- Language preference (English/Romanian)
3. Lawful Basis for Processing
We process your personal data under the following lawful bases:
- Consent: For marketing communications and optional analytics cookies
- Contract: To provide accounting services you have engaged us for
- Legitimate Interest: To improve our website, respond to enquiries, and maintain security
- Legal Obligation: To comply with HMRC requirements, Companies House filings, AML regulations, and other statutory obligations
4. How We Use Your Data
- To respond to your enquiries and provide requested services
- To prepare and file tax returns, accounts, VAT returns, payroll, and other statutory documents
- To correspond with HMRC, Companies House, and other regulatory bodies on your behalf
- To comply with Anti-Money Laundering regulations
- To improve our website and services
- To send marketing communications (only with your explicit consent)
5. Data Sharing
We may share your data with:
- HMRC: As required for tax filings and compliance
- Companies House: For company formation and annual filings
- Professional bodies: Where required by our regulatory obligations
- Cloud service providers: Who host our accounting software (Xero, QuickBooks) under appropriate data processing agreements
- National Crime Agency (NCA): If required under Money Laundering Regulations
We will never sell your personal data to third parties.
6. Data Retention
- Client records and financial data: 7 years from the end of the relationship (as required by HMRC and professional standards)
- AML identification records: 5 years from the end of the business relationship
- Contact form enquiries: 2 years from submission
- Cookie data: As specified in our Cookie Policy
7. Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data (subject to legal retention requirements)
- Portability: Request transfer of your data in a machine-readable format
- Restriction: Request limitation of processing
- Objection: Object to processing based on legitimate interest
- Withdraw Consent: Withdraw consent at any time for consent-based processing
To exercise any of these rights, please email us at info@fmaccounting.net. We will respond within 30 days.
8. Complaints
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
9. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.