Privacy Policy

Who We Are

Sorted Accounting Limited (“we”, “us”, “our”) is a company registered in England and Wales (Company No. 17009485) with its registered office at Hamilton House, Church Street, Altrincham, England, WA14 4DR.

We are registered with the UK Information Commissioner’s Office under registration number ZC097748.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as a Data Controller.

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

Email: contact@sortedaccounting.com
Address: Hamilton House, Church Street, Altrincham, England, WA14 4DR

Purpose of This Policy

We are committed to protecting your personal data and respecting your privacy rights.

This Privacy Policy explains:

• What personal data we collect
• Why we collect it
• How we use it
• How we store and protect it
• Who we share it with
• Your legal rights

We do not sell your personal data to third parties.

We only process personal data where we have a lawful basis to do so.

The Personal Data We Collect

We collect personal data necessary to provide our accounting and advisory services.

Information You Provide to Us

Depending on the services you engage us for, this may include:

• Full name
• Home and/or business address
• Email address
• Telephone number
• Date of birth
• National Insurance number
• Tax references (UTR, VAT number, PAYE references)
• Bank account details
• Payroll data
• Financial and accounting records
• Company details (including directors and shareholders)
• Proof of identity (e.g. passport or driving licence)
• Information relating to employees where payroll services are provided

If you provide us with personal data about another individual (such as a director, shareholder or employee), you must ensure you are authorised to do so and that they are aware of this Privacy Policy.

Information Collected Automatically

When you visit our website, we may collect:

• IP address
• Browser type and device information
• Pages visited
• Date and time of visits
• Cookie and analytics data

This information helps us improve our website and services.

How We Use Your Personal Data

We use your personal data for the following purposes:

Providing Accounting and Tax Services

• Preparing accounts, tax returns, VAT returns and payroll
• Submitting information to HMRC and Companies House
• Providing bookkeeping and advisory services
• Communicating with you about your financial affairs

Legal and Regulatory Compliance

• Carrying out anti-money laundering checks
• Verifying identity
• Complying with HMRC, Companies House and other statutory obligations
• Fraud prevention and crime detection

Business Administration

• Maintaining client records
• Managing billing and payments
• Improving our services

Marketing Communications

We may send you information about our services, updates, newsletters or relevant business content where:

• You have consented to receive marketing communications; or
• We are permitted to do so under the “soft opt-in” rules (where you are an existing client and the marketing relates to similar services).

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or by contacting us at contact@sortedaccounting.com.

Service-related communications (such as updates relating to your accounts or tax deadlines) will continue where necessary to provide our services.

Lawful Bases for Processing

We rely on the following lawful bases under UK GDPR:

• Contract – to provide the services you have engaged us to deliver
• Legal Obligation – to comply with tax, accounting and anti-money laundering regulations
• Legitimate Interests – to operate and improve our business
• Consent – where required, including certain marketing activities

Anti-Money Laundering Requirements

As an accountancy practice, we are legally required to conduct client due diligence under anti-money laundering legislation.

This may involve:

• Electronic identity verification checks
• Verification through credit reference agencies (soft searches only)

These checks do not affect your credit rating.

Under the Proceeds of Crime Act 2002, we may be required to report suspicions of money laundering to the relevant authorities. In certain circumstances, we may be legally prohibited from informing you that a report has been made.

Sharing Your Personal Data

We do not sell your personal data.

We may share your personal data with:

• HM Revenue & Customs (HMRC)
• Companies House
• Cloud accounting software providers such as Xero
• Payroll and pension providers
• IT support and secure hosting providers
• Professional advisers (including legal and compliance advisers)
• Regulatory or law enforcement authorities where required

All third-party providers are contractually required to protect your data and only process it in accordance with data protection law.

Data Storage and Security

We store personal data securely using encrypted systems and reputable cloud-based platforms.

Security measures include:

• SSL/TLS encryption
• Access controls and password protection
• Secure cloud accounting systems
• Firewall and anti-malware protection
• Confidentiality obligations for staff

While we take appropriate technical and organisational measures, no system is completely secure.

International Transfers

We operate within the United Kingdom.

Where we use cloud-based software providers that may store data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, such as approved International Data Transfer Agreements or adequacy regulations.

Data Retention

We retain personal data only for as long as necessary.

Typical retention periods include:

• Accounting and tax records: 6 years plus the current financial year
• Anti-money laundering records: 5 years after the end of the client relationship
• Marketing data: until consent is withdrawn or you opt out

Data is securely deleted or destroyed when no longer required.

Your Rights

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

• Be informed about how your data is used
• Access your personal data
• Request correction of inaccurate or incomplete data
• Request erasure (where applicable)
• Restrict processing
• Object to direct marketing
• Request data portability (where applicable)

To exercise any of your rights, please contact: contact@sortedaccounting.com

We will respond within one month of receiving your request.

You also have the right to lodge a complaint with the UK regulator:

Information Commissioner's Office
Website: https://ico.org.uk

Cookies

Our website may use cookies and similar technologies to:

• Ensure website functionality
• Analyse website traffic
• Improve user experience
• Support relevant marketing activity

You can control cookies through your browser settings.

A separate Cookie Policy is available upon request.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. The most current version will always be available on our website.