Privacy Policy

HJL Accountancy Limited (“we”, “our”, “us”) is committed to protecting the privacy and confidentiality of personal data. This Privacy Policy explains how we collect, use, store, and share personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable regulations governing accounting practices, including the requirements of the Chartered Institute of Management Accountants (CIMA).

We operate as a CIMA Member in Practice and are registered as an agent with HM Revenue & Customs (HMRC). This policy applies to all personal data provided to us by clients, prospective clients, website visitors, and other individuals we interact with in the course of our professional services.

1. Who We Are

HJL Accountancy Limited
Company Number: 13245614
Registered Office: 4 Arragon Gardens, West Wickham, Kent, BR4 9LJ
Data Controller Contact: harrison@hjlaccountancy.com 020 8058 4066
CIMA Member in Practice No: 1-OIBSZQ
Registered HMRC Agent

ICO License Number: ZB215364

2. What Personal Data We Collect

We may collect and process the following personal data:

• Contact details – name, address, phone number, email address

• Identification data – date of birth, National Insurance number, UTR

• Financial data – income, bank details, tax returns, payroll data

• Business data – company information, trading history, VAT data

• Correspondence – communications with us by email, phone or letter

• Website usage data – IP address, browser type, and cookies (if applicable)

We only collect data that is necessary for us to provide our services, fulfil legal obligations, and manage our business.

3. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Contractual necessity – to perform our services or take steps at your request before entering into a contract

• Legal obligation – to comply with tax laws, HMRC requirements, anti-money laundering (AML) regulations, and CIMA’s Code of Ethics

• Legitimate interests – for business management, record keeping, or marketing (only where appropriate)

• Consent – where you have explicitly agreed to processing for specific purposes

4. How We Use Personal Data

We may use your data to:

• Prepare and file tax returns, VAT returns, and accounts

• Communicate with HMRC on your behalf as a registered agent

• Provide payroll, bookkeeping, and company secretarial services

• Advise on tax planning and compliance

• Maintain accounting records and client files

• Prevent fraud and meet anti-money laundering duties

• Respond to client enquiries and maintain service records

• Improve our services and business operations

5. Sharing Your Data

We only share personal data where necessary and in line with our regulatory obligations. This may include:

• HMRC and other government authorities

• Software providers used for accounting, payroll, or communications (e.g. Xero, QuickBooks, Microsoft 365)

• Professional advisers, legal representatives, or subcontractors working under our instruction

• Regulatory bodies such as CIMA, where legally required

• Other third parties with your consent or where legally permitted

We never sell your data or share it for marketing purposes without your consent.

6. Data Storage and Security

We implement appropriate technical and organisational measures to safeguard your data. These include:

• Secure cloud-based systems with encrypted access

• Regular backups and access controls

• Confidentiality agreements with staff and contractors

• Compliance with CIMA’s professional conduct standards

7. Data Retention

We retain personal data for as long as necessary to:

• Fulfil our legal, regulatory, and contractual obligations

• Provide you with our services

• Comply with anti-money laundering and HMRC requirements (typically 6 years after the end of the client relationship)

8. Your Rights

Under data protection laws, you have rights including:

• Right to access – obtain a copy of your personal data

• Right to rectification – correct inaccurate or incomplete data

• Right to erasure – request deletion of data (in certain cases)

• Right to restrict processing – limit how we use your data

• Right to data portability – request your data in a usable format

• Right to object – to processing based on legitimate interests

• Right to complain – to the Information Commissioner’s Office (ICO)

If you wish to exercise any of these rights, please contact us using the details above.

9. Changes to This Policy

We may update this policy from time to time to reflect changes in the law or our business. The most recent version will always be available on request or via our website.

10. Contact Us

If you have any questions or concerns about how we handle your personal data, or if you’d like to make a complaint, please contact:

Harrison Louca
Email: harrison@hjlaccountancy.com
Phone: 020 8058 4066

You may also contact the Information Commissioner’s Office at: www.ico.org.uk