Privacy policy

[TODO: legal review by Ken Accounting before launch]

This policy explains how Ken Accounting Services Ltd collects, uses and protects personal data when you use this website or contact us. We are committed to handling your information fairly and in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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Who we are

Ken Accounting Services Ltd is the data controller for the personal data described in this policy. We are a company registered in England and Wales, company number 09362022.

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This policy covers our website and enquiries made through it. If you become a client, our engagement letter and client privacy notice explain how we handle the information we need to provide accountancy and tax services.

What information we collect

We may collect the following personal data:

  • Information you give us: your name, email address, phone number, business details and the content of your message when you fill in a contact or consultation form, sign up for reminders, email us or call us.
  • Call information: if you phone us from the website, our call tracking service may record the number you called from, the date, time and length of the call, and which page or campaign led you to call.
  • Website usage data: information about how you use our website, such as pages visited, time spent on the site, the device and browser you use, and an approximate location based on your IP address. We collect this through cookies, where you have agreed to them.

Please do not send us sensitive financial documents through the website contact form. We will agree a secure way to share them if you become a client.

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How we use your information

We use your personal data to:

  • respond to your enquiry and arrange a consultation
  • send you a quote and, if you go ahead, set you up as a client
  • send tax deadline reminders or updates you have asked for
  • understand how visitors use our website, so we can improve it
  • measure which pages and campaigns lead to enquiries
  • meet our legal and regulatory obligations, including those set by the Institute of Financial Accountants and anti-money laundering rules

We do not sell your personal data, and we do not use it for automated decision-making.

Our lawful basis

Under UK GDPR, we must have a lawful basis for using your data. We rely on:

  • Legitimate interests: to respond to enquiries, run our business and improve our website, where this does not override your rights
  • Contract: to take steps at your request before entering into an agreement with you, and to provide our services
  • Consent: for non-essential cookies and analytics, and for marketing emails such as deadline reminders. You can withdraw consent at any time
  • Legal obligation: where the law requires us to keep or share information

Cookies and analytics

Our website uses cookies. A cookie is a small text file stored on your device. Some cookies are strictly necessary for the site to work. Others, such as analytics cookies, are only set if you agree to them.

When you first visit, a cookie banner (provided by Complianz) asks for your choice. You can accept, reject or customise cookies, and change your mind at any time using the cookie settings link on the site.

We use Google Analytics to understand how visitors use our website. Google Analytics collects information such as the pages you visit and how you arrived at the site. It only runs if you consent to analytics cookies. Google may process this data outside the UK. You can find out more in Google’s privacy policy.

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Who we share your information with

We only share your data where we need to, with:

  • service providers who help us run our website, forms, email and phone systems, such as hosting, analytics and call tracking providers
  • professional advisers, such as our insurers or lawyers, where necessary
  • regulators, HMRC or law enforcement, where the law requires it

Our service providers may only use your data on our instructions. Where any of them transfer data outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses.

How long we keep your information

We keep personal data only for as long as we need it:

  • Enquiries that do not lead to work: [TODO: Gaurav to confirm retention period, e.g. 12 months]
  • Reminder sign-ups: until you unsubscribe
  • Client records: in line with our legal and professional obligations [TODO: Gaurav to confirm retention period for client records, e.g. 6 years after the end of the engagement]
  • Analytics data: [TODO: confirm Google Analytics data retention setting]

After that, we delete or anonymise it securely.

Keeping your information secure

We use appropriate technical and organisational measures to protect your data from loss, misuse and unauthorised access. Access is limited to people who need it to do their job. No website can be completely secure, but we take care to keep risks low.

Your rights

Under UK GDPR, you have the right to:

  • ask for a copy of the personal data we hold about you
  • ask us to correct data that is wrong or incomplete
  • ask us to delete your data, where we no longer need it
  • ask us to restrict or stop using your data in some circumstances
  • object to us using your data based on legitimate interests
  • withdraw consent at any time, where we rely on consent
  • ask for your data in a portable format, in some circumstances

To use any of these rights, email info@kenaccounting.co.uk or write to us at the address above. We will respond within one month.

Complaints

If you are unhappy with how we have handled your data, please contact us first and we will try to put it right.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection. Visit ico.org.uk or call 0303 123 1113.

Changes to this policy

We may update this policy from time to time, for example when we change how our website works. The latest version will always be on this page.