Privacy Policy

Who we are

Online Accounting Services provides fixed fee accounting and tax services to landlords, sole traders and limited companies across the UK. For any questions about this policy or how we handle your data, you can reach us at enquiries@onlineaccountingservices.co.uk.

Information we collect

We may collect and process the following information about you:

• •  Contact details such as your name, email address, phone number and business name, provided when you fill in an enquiry form, book a call, or contact us by phone or email.
• •  Financial and business information you share with us as part of onboarding or ongoing accounting, tax and payroll services, for example income figures, bank statements, invoices and records held in Xero, QuickBooks, FreeAgent, Sage, Nomi or spreadsheets.
• •  Correspondence and call notes relating to the advice and services we provide.
• •  Technical information such as browser type and pages visited, collected automatically when you use our website.

How we use your information

We use your personal data to:

• •  Respond to enquiries and provide quotes for our services.
• •  Prepare accounts, tax returns, payroll and other accounting services you have engaged us for.
• •  Meet our legal and regulatory obligations, including those owed to HMRC and our professional body.
• •  Send you information about our services where you have agreed to receive it, which you can opt out of at any time.
• •  Maintain and improve our website and client service.

Our legal basis for processing

We rely on one or more of the following legal bases: performance of a contract with you (delivering the services you have engaged us for), compliance with a legal obligation (such as anti money laundering and tax law requirements), your consent (for example, marketing communications), and our legitimate interests in running and improving our business, balanced against your rights.

Sharing your information

We do not sell your personal data. We may share it with: cloud accounting and payroll software providers used to deliver our services (such as Xero, QuickBooks, FreeAgent, Sage and Nomi); HMRC and other regulatory or government bodies where required by law; IT, hosting and email providers who support our systems, under appropriate confidentiality terms; and our professional body, where relevant to regulatory or quality assurance requirements.

How long we keep your information

We retain client financial and accounting records for as long as required by HMRC and other regulatory obligations, which is generally at least six years after the end of the relevant tax or accounting period. Enquiry details from people who do not go on to become clients are kept only for as long as reasonably needed to respond to your enquiry, unless you ask us to delete them sooner.

Cookies

Our website may use cookies or similar technologies to help it function properly and to understand how visitors use the site. You can control or disable cookies through your browser settings at any time.

Your rights

Under UK data protection law, you have the right to:

• •  Ask for a copy of the personal data we hold about you.
• •  Ask us to correct inaccurate or incomplete data.
• •  Ask us to delete your data, where we are not required to keep it for legal or regulatory reasons.
• •  Object to, or ask us to restrict, certain types of processing.
• •  Ask for your data to be provided to you or another provider in a portable format.
• •  Withdraw consent at any time where we rely on consent, for example for marketing emails.

To exercise any of these rights, contact us at enquiries@onlineaccountingservices.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk if you are unhappy with how we have handled your data.

Keeping your data secure

We use appropriate technical and organisational measures, including secure cloud software and restricted access to client records, to protect your personal data against unauthorised access, loss or misuse.

Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.

Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please email enquiries@onlineaccountingservices.co.uk.