Testimonials
[testimonial author]
Rated 5.0 on Quickbooks ProAdvistor
800+ Likes on Facebook
KC Accountancy Services
Last updated: September 2026
WHO WE ARE
KC Accountancy Services is the data controller for the personal information described in this notice. We are a small independent accountancy practice based in Llanfyllin, Mid Wales, and we act for clients across the United Kingdom.
Kim Cleminson-Jones is responsible for data protection at the practice. If you have a question about your information, or you want to exercise any of the rights set out below, please contact us:
Email: info@kcaccountancyservices.co.uk
Telephone: 01691 674792
Post: KC Accountancy Services, Youth and Community Centre, High Street, Llanfyllin, Powys, SY22 5DB
We are registered with the Information Commissioner’s Office under registration number ZA190542.
THE SHORT VERSION
We collect the information you give us, together with information we receive from HMRC, Companies House, your previous adviser and other sources described below.
We use it to set up and manage our relationship with you, to carry out the checks the law requires of us, to meet our professional obligations and to provide the services you have asked for.
We share it only where we need to, for example with HMRC, our subcontractors, our insurers and, where the law requires, the authorities.
We keep client records for seven years after our relationship ends. Enquiries that do not become engagements are deleted within twelve months.
You have rights over your information, including the right to see it, correct it, and in some cases have it deleted. You can exercise them by contacting us at the address above.
We do not sell your information, and we do not make decisions about you by automated means.
This notice is in two parts. Part A applies if you visit our website or send us an enquiry. Part B applies if you are a client, or are becoming one. The sections after that apply to everyone.
PART A: VISITORS TO OUR WEBSITE AND PEOPLE WHO ENQUIRE
What we collect
If you send us an enquiry, whether through the enquiry form on our website, by email, by telephone or through social media, we collect the details you choose to give us. On our enquiry form that means your name, email address, telephone number, business or trading name if you have one, the type of business you run, the services you are interested in, and anything else you decide to tell us.
If you visit our website, our hosting and analytics tools collect technical information automatically, including your IP address, the type of device and browser you are using, the pages you look at and an approximate location based on your IP address.
Why we use it, and our lawful basis
We use enquiry details to respond to you, to work out whether we are able to help, and to prepare a quote if you would like one. Our lawful basis is that the processing is necessary to take steps at your request before entering into a contract.
If you tick the box on our enquiry form asking to receive occasional updates and tax reminders, we will use your email address for that as well. Our lawful basis is your consent, and you can withdraw it at any time by telling us or by using the unsubscribe link in any message we send.
We use website analytics to understand how our website is used and to improve it. Our lawful basis is your consent, given through the cookie banner.
Cookies and analytics
Our website uses cookies. Some are necessary for the site to work, and others are used for statistics and marketing and are only set if you agree. We use Google Analytics, and our contact forms use Google reCAPTCHA to guard against automated abuse. Our cookie policy, at kcaccountancyservices.co.uk/cookie-policy, explains the individual cookies in detail and lets you change your choices at any time.
Our website does not currently respond to Do Not Track browser signals, because no common standard for them has been agreed.
How long we keep enquiry information
If your enquiry does not lead to us acting for you, we delete your details within twelve months. If it does, the enquiry becomes part of your client file and the retention periods in Part B apply.
PART B: CLIENTS AND PROSPECTIVE CLIENTS
Where your information comes from
We collect the information you give us directly. Depending on the work we do for you, we may also receive information about you from HMRC, Companies House, your previous accountant or adviser, your bank or accounting software, your customers and suppliers, your employer or colleagues, credit reference agencies, local authorities, the Electoral Register, and publicly available sources including LinkedIn, Facebook and Instagram.
Where we act for a business, we may also process personal information about your employees, directors, shareholders, partners, beneficial owners, customers and suppliers. If you give us information about other people, please make sure they know we have it and point them to this notice.
What we use it for
We process personal information in order to:
– provide the professional services you have engaged us for
– meet our obligations under the law, including the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017
– meet the professional obligations that apply to us as a practice licensed and supervised by the Association of Accounting Technicians
– carry out identity and anti money laundering checks, and keep records of them
– invoice you and deal with any query about our fees
– deal with complaints, disciplinary matters and legal proceedings, and defend ourselves if we need to
– tell you about other services we offer that may be of interest, where you have agreed to that
Our lawful bases
Depending on the purpose, we rely on one or more of the following:
– the processing is necessary to take steps at your request before we enter into a contract
– the processing is necessary to perform our contract with you
– the processing is necessary for us to comply with a legal obligation, for example under the money laundering regulations
– the processing is necessary for our legitimate interests, or those of others, including running and protecting our practice
– you have given your consent
Where we ask for information in order to carry out our work or meet a legal obligation, we need you to provide it. If you do not, we may be unable to act for you, and in some cases we would have to stop acting.
Special category information and criminal offence data
Some work requires us to handle more sensitive information, for example health details supporting a claim, or information about an offence. Where that happens we process it only where the law allows, usually because it is necessary for the establishment, exercise or defence of legal claims, or because it is necessary for reasons of substantial public interest in preventing or detecting unlawful acts.
When we act as a data processor
For some services, most commonly payroll, we act as a data processor on your behalf rather than as a controller in our own right. Where that is the case we set out the required terms in a schedule to our engagement letter, and that schedule should be read alongside this notice. At the end of that contract we delete or return the personal information as agreed with you.
WHO WE SHARE INFORMATION WITH
We may share your personal information with:
– HM Revenue and Customs, Companies House and other government bodies where required
– any third party you have asked or allowed us to correspond with, such as your solicitor, bank or financial adviser
– subcontractors who carry out work for us, all of whom are bound by confidentiality
– an alternate appointed by us to take over in the event of our incapacity or death
– our professional indemnity insurers, their lawyers and other advisers
– tax insurance providers
– the Association of Accounting Technicians, and the Office for Professional Body Anti Money Laundering Supervision, in connection with practice assurance and the money laundering regulations
– providers of the software systems we use to deliver our services
Where the law allows or requires it, we may also share your information with the police, law enforcement and other government agencies, courts and tribunals, and the Information Commissioner’s Office. In some cases the law prevents us from telling you that we have done so.
If you ask us not to share your information with the parties above, we may have to stop acting for you.
We do not sell your personal information, and we do not share it with third parties for their own marketing.
THE SYSTEMS WE USE
We use cloud based systems to hold and process personal information. These currently include Engager, TaxCalc, IRIS Elements, Microsoft 365 and Outlook, Xero, QuickBooks, FreeAgent, Sage, Apron, Dext, Hubdoc, Xama, Armalytix, Crezco and GoCardless. This list is not exhaustive and changes from time to time. If you would like to know more about a particular system, please ask.
TRANSFERS OUTSIDE THE UNITED KINGDOM
We use servers in the United Kingdom and the European Economic Area wherever we can. On occasion we, or a supplier we use, may need to use a service that stores information elsewhere. Where that happens we use reputable suppliers who have been through information security checks, whose contracts include the required data protection clauses, and who meet legally approved safeguards so that your information is protected to a standard equivalent to that in the United Kingdom.
HOW LONG WE KEEP YOUR INFORMATION
Enquiries that do not lead to an engagement are deleted within twelve months.
Where we have prepared tax returns, we keep the information for seven years from the end of the tax year it relates to.
Where we have done one off advisory work, we keep the information for seven years from the date our relationship ended.
Where we act for you on an ongoing basis, information that is needed for more than one year, such as capital gains base costs and claims and elections submitted to HMRC, is kept throughout our relationship and deleted seven years after it ends, unless you ask us to keep it for longer.
Our terms of business provide for records to be destroyed after seven years, so by agreeing to those terms you are agreeing to that retention period and to destruction afterwards.
You are responsible for keeping the information we send you, including details of capital gains base costs and claims and elections we have submitted. The law requires you to keep your own tax records as follows. Individuals, sole traders, trustees and partnerships with trading or rental income must keep them for five years and ten months after the end of the tax year, and otherwise for twenty two months after the end of the tax year. Companies must keep records for six years from the end of the accounting period.
KEEPING YOUR INFORMATION SAFE
We use technical and organisational measures appropriate to the risk, including access controls, encryption in transit, multi factor authentication on our key systems, secure disposal of paper records, and a secure client portal for exchanging documents rather than plain email where we can. No system can be completely secure, so we cannot guarantee that information sent to us over the internet is safe in transit, but we take the protection of your information seriously and we keep our measures under review.
If a breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within seventy two hours, and tell you if the risk to you is high.
YOUR RIGHTS
You have the following rights over your personal information.
The right to be told how we use it. That is what this notice is for.
The right of access. You can ask for a copy of the personal information we hold about you. This is known as a subject access request. Please make it in writing, marked for the attention of Kim Cleminson-Jones, and include enough detail for us to find the information and satisfy ourselves who you are. It helps if you tell us your date of birth, any previous names, your addresses over the past five years, any reference number we have given you such as your National Insurance number, tax reference or VAT registration number, and what information you are looking for. We will respond within one month. In limited circumstances the law allows us to refuse, or to charge, for example where a request is excessive or repetitive, and we will explain if that applies.
You can ask someone else, such as a relative or solicitor, to make a request on your behalf, but we will need your written authority before we respond to them.
The right to rectification. If anything we hold about you is wrong or incomplete, tell us and we will correct it.
The right to erasure. In certain circumstances you can ask us to delete your information. We will consider any request, but we will often be unable to comply because we are required by law to keep records for a set period. If we cannot, we will explain why.
The right to restrict processing, and the right to object. In certain circumstances you can ask us to pause our use of your information, or object to it. Tell us and we will consider what is appropriate.
The right to data portability. Where we process information you have given us by automated means, on the basis of your consent or to perform our contract with you, you can ask for it in a machine readable format so that it can be passed to another adviser. We will respond within one month, or tell you within that month if we need up to two months more because the request is complex.
The right to withdraw consent. Where we rely on your consent, you can withdraw it at any time. Withdrawing it does not affect anything we did beforehand, we may not be able to continue providing services to you, and we may still be permitted or required to process your information on another basis.
There is no charge for exercising these rights unless a request is manifestly unfounded or excessive.
AUTOMATED DECISION MAKING
We do not make decisions about you by automated means, and we do not use automated profiling.
CHILDREN
Our services are not directed at children, and we do not knowingly collect information from anyone under eighteen through our website. If you believe we have, please tell us and we will delete it.
CHANGES TO THIS NOTICE
We review this notice regularly and may update it. The date at the top shows when it was last changed. If we make a material change we will tell our clients directly as well as publishing the new version here.
HOW TO COMPLAIN
If you are unhappy with how we have handled your information, please contact us first at info@kcaccountancyservices.co.uk and we will do our best to put it right.
You also have the right to complain to the Information Commissioner’s Office at any time. You can reach them at ico.org.uk, on 0303 123 1113, or at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
