1. Who We Are
Azaan Accountancy Services ("we", "us", "our") provides accountancy, tax, bookkeeping, payroll, and related services to individuals and businesses across the UK.
Data Controller contact details: - Email: info@azaanaccntax.co.uk - WhatsApp: 07377 940710 - Address: [Insert registered business address, or state "available on request" if operating as a sole trader without a public address]
This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. What Information We Collect
Depending on how you interact with us, we may collect:
- Contact details: name, email address, phone number/WhatsApp number, postal address
- Identity information: date of birth, National Insurance number, Unique Taxpayer Reference (UTR), passport/ID details where required for HMRC or Anti-Money Laundering (AML) verification
- Financial information: income, expenses, bank statements, invoices, payroll details, VAT records, and company accounts information necessary to provide the service you've engaged us for
- Communications: messages sent via WhatsApp, email, phone, or through enquiry/lead forms (e.g. website contact form, Facebook/Instagram lead ads)
- Technical information: if you visit our website, we may collect standard technical data such as IP address, browser type, and pages visited, via cookies (see our separate Cookie Policy)
We only collect what is necessary and proportionate to provide the specific service you've engaged us for, in line with the UK GDPR's data minimisation principle.
3. How We Collect Information
- Directly from you, via WhatsApp, email, phone, or our website contact form
- Through online enquiry or lead forms (e.g. Facebook/Instagram lead ads)
- From documents and records you send us (e.g. bank statements, receipts, payroll data)
- From HMRC or Companies House, where necessary to carry out filings you've authorised us to make on your behalf
- Automatically via cookies when you visit our website (see Cookie Policy)
4. How We Use Your Information
We use your information to:
- Provide the accountancy services you've requested (Self Assessment, bookkeeping, payroll, VAT, company accounts, etc.)
- Communicate with you about your enquiry or ongoing work
- Meet our legal and regulatory obligations, including HMRC filing requirements and Anti-Money Laundering (AML) client due diligence
- Send you relevant service reminders (e.g. tax deadlines), if you are an existing client
- Improve our services and website
We do not sell your personal information to third parties, and we do not use your financial information for marketing purposes without your explicit consent.
5. Our Legal Basis for Processing
Under the UK GDPR, we rely on the following legal bases:
| Legal Basis | Example |
|---|---|
| Contract | Performing the accountancy services you've engaged us to provide |
| Legal obligation | Complying with HMRC, Companies House, and Money Laundering Regulations 2017 |
| Consent | Sending marketing communications (you can withdraw this at any time) |
| Legitimate interests | Responding to enquiries, maintaining client records, and improving our services |
6. Who We Share Information With
We may share your information with:
- HMRC and Companies House, where required to file returns, accounts, or other submissions on your behalf
- Accounting software providers (such as QuickBooks, Xero, or Sage), where used to deliver bookkeeping or payroll services
- Meta (Facebook/Instagram), if you contact us via a Facebook/Instagram lead form, Messenger, or WhatsApp — subject to Meta's own Data Policy
- Our hosting and IT service providers, strictly to the extent needed to run our systems securely
- Professional bodies or regulators, where required for compliance purposes (e.g. our AML supervisory body)
- Law enforcement or regulatory authorities, where we are legally required to do so
We do not share your information with any other third party for their own independent marketing purposes. We do not transfer your data outside the UK/European Economic Area without appropriate safeguards in place.
7. How Long We Keep Your Information
We retain records in line with HMRC and other legal requirements:
| Record Type | Retention Period |
|---|---|
| Self Assessment records | 5 years after the 31 January filing deadline |
| Limited company accounting records | 6 years from the end of the financial year |
| VAT records | 6 years |
| Payroll records | 3–6 years |
| Client due diligence (AML) records | 5 years after the end of the business relationship |
| General enquiry/contact records | Up to 2 years, unless you become a client |
After these periods, your information is securely deleted or destroyed.
8. Your Rights Under UK GDPR
You have the right to:
- Access the personal information we hold about you
- Rectification — request correction of inaccurate or incomplete information
- Erasure — request deletion of your information (subject to our legal retention obligations, e.g. we cannot delete HMRC-required records early)
- Restriction — request that we limit how we use your data in certain circumstances
- Object to processing based on legitimate interests
- Data portability — request a copy of your data in a portable format, where applicable
- Withdraw consent for marketing communications at any time
- Complain to the Information Commissioner's Office (ICO) if you believe your data has been mishandled — ico.org.uk or 0303 123 1113
To exercise any of these rights, contact us at info@azaanaccntax.co.uk. We will respond within one month, as required by law.
9. Automated Decision-Making
We do not use automated decision-making or profiling that produces legal or similarly significant effects on you.
10. Keeping Your Information Secure
We take appropriate technical and organisational measures to protect your personal and financial information, including secure storage, access controls limiting who can view your data, and secure methods of file transfer where possible.
11. Children's Privacy
Our services are intended for adults and businesses. We do not knowingly collect personal data from children under 18.
12. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website, with the "last updated" date shown above.
13. Contact Us
If you have any questions about this policy or how we handle your information, contact us:
- Email: info@azaanaccntax.co.uk
- WhatsApp: 07377 940710
You can also contact the ICO directly if you have concerns: ico.org.uk
Note: This policy should be reviewed by a solicitor or your ICAEW compliance advisor before final publication, particularly the sections on AML supervision and data retention, to ensure they accurately reflect your specific business registration and supervisory arrangements.