Privacy Policy

1. Data Controller & Legal Entity

This policy is issued by PERCEPTIVEACCOUNTING LIMITED (Company Number: 06796141).

Registered Office: Gloucester House, 399 Silbury Boulevard, Milton Keynes, England, MK9 2AH.

ICO Registration: We are registered with the Information Commissioner’s Office (ICO) as a data controller. Registration Number: [ICO_REG_NUMBER].

2. The Data We Collect

We collect and process various types of personal data to provide our services effectively and comply with legal obligations:

• Identity & KYC: Full names, titles, and dates of birth (essential for Anti-Money Laundering compliance).
• Financial & Tax: UTR numbers, National Insurance (NI) numbers, bank details, and payroll records.
• Business Data: Corporate structure, employee data (for payroll clients), and financial performance records.
• Technical & Usage: IP addresses, browser types, and interaction data via Google Tag Manager and Analytics.

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contractual: To perform the accounting and tax services for which you engage us.
• Legal Obligation: To comply with HMRC, Companies House, and Anti-Money Laundering (AML) regulations.
• Legitimate Interest: To improve our services, manage our relationship with you, and protect against fraud.

4. Third-Party Disclosures

We may share your data with trusted third parties to facilitate our services and meet regulatory requirements. These include:

• Regulatory Bodies: Explicitly sharing data with HMRC, Companies House, and professional regulatory bodies as required by law.
• Cloud Service Providers: Accounting software platforms such as Xero, QuickBooks, and Sage, as well as secure cloud storage providers (e.g., AWS, Google Cloud).

5. International Data Transfers (UK & South Africa)

Data may be transferred between the UK and South Africa to facilitate our operations. We confirm that such transfers are protected by standard contractual clauses or adequacy findings as required by UK GDPR and POPIA Section 72, ensuring your data receives an equivalent level of protection.

6. Professional Indemnity Insurance (PII)

In accordance with our professional body requirements, we maintain professional indemnity insurance. Details of the insurer and territorial coverage are available for inspection at our registered office.

7. Data Retention (The "6-Year Rule")

Under UK tax law, we must keep primary accounting records for at least 6 years from the end of the last financial year they relate to. We will not retain your data longer than necessary for the purposes set out in this policy.

8. Your Rights & Complaints

Under data protection laws, you have several rights regarding your personal data:

• Access: The right to request a copy of your personal data.
• Rectification: The right to request correction of inaccurate data.
• Erasure: The right to request deletion of your data (subject to legal retention requirements).
• Restriction: The right to request restriction of processing.
• Portability: The right to request transfer of your data.
• Objection: The right to object to processing based on legitimate interests.