Privacy Policy

1. Who We Are

Ledgertech Accountants Ltd ("Ledgertech", "we", "us", "our") is a firm of Chartered Accountants registered in England and Wales. Our registered address is Ground Floor Front, 25 Duckworth Lane, Bradford, West Yorkshire, BD9 5ES.

We are the data controller for the personal information we hold about you. This means we decide how and why your personal data is processed.

If you have any questions about this policy or how we handle your data, contact our Data Protection Lead at info@ledgertech.co.uk.

2. What Information We Collect

Information you provide to us

• Identity data: Your full name, date of birth, National Insurance number, passport or driving licence details (where required for anti-money laundering checks).
• Contact data: Email address, telephone number, home and business address.
• Financial data: Bank account details, income and expenditure records, tax reference numbers (UTR/VAT), payroll records, and any other financial information necessary to provide accounting services.
• Business data: Company registration numbers, company officer details, shareholding information, business trading records.
• Communications: Records of correspondence, meeting notes, and support queries.

Information we collect automatically

• Technical data: IP address, browser type and version, time zone, pages visited, and referring URLs when you use our website.
• Cookie data: See our Cookie Policy for full details.

Information from third parties

• HMRC, Companies House, and other regulatory bodies where required to perform our services.
• Credit reference agencies for anti-money laundering identity verification.
• Your previous accountant (with your consent) when transferring professional obligations.

3. How We Collect Your Information

We collect personal information when you:

• Complete the enquiry form on our website;
• Email, call, or write to us;
• Engage us to provide accounting, tax, or advisory services;
• Attend a meeting or consultation with us;
• Provide documents, records or other materials as part of our engagement.

4. Why We Use Your Information (Lawful Bases)

We only process your personal data where we have a valid lawful basis to do so. The bases we rely on are:

Contract performance (Article 6(1)(b) UK GDPR)

Processing your data to fulfil our engagement letter and provide the accounting, tax, and advisory services you have engaged us for — including preparing accounts, submitting tax returns, payroll processing, and company secretarial work.

Legal obligation (Article 6(1)(c) UK GDPR)

We are subject to legal and regulatory obligations as a firm of Chartered Accountants, including Anti-Money Laundering (AML) regulations, HMRC obligations, and professional body requirements. Some processing is mandatory under these regimes.

Legitimate interests (Article 6(1)(f) UK GDPR)

Where it does not override your rights, we process data to manage our business operations, keep our records accurate, communicate with you about your affairs, and improve our services.

Consent (Article 6(1)(a) UK GDPR)

Where we send you marketing communications or process any special category data, we will ask for your explicit consent. You may withdraw consent at any time by contacting us.

5. Who We Share Your Information With

We share your personal data only where necessary and only with:

• HMRC — as required to file tax returns, make employer submissions, and comply with Making Tax Digital obligations.
• Companies House — for company formation, confirmation statements, and statutory filings.
• Software providers — accounting software platforms (e.g. Xero, QuickBooks, IRIS) under strict data processing agreements.
• Professional bodies — such as ICAI and HMRC's ACSP register in connection with our regulatory obligations.
• Other advisers — such as solicitors or financial advisers, with your prior consent and where necessary to serve your interests.
• Outsourced processors — carefully selected suppliers who act on our instructions under data processing agreements and are bound by confidentiality obligations.

We do not disclose your information to any other third parties without your consent, unless required to do so by law or a court order.

6. International Transfers

Where we transfer personal data outside the United Kingdom, we ensure that appropriate safeguards are in place in accordance with UK GDPR requirements.

India. Some client work is supported by our qualified accountants and associates based in India. Where this involves the transfer of personal data to India, we rely on Standard Contractual Clauses (SCCs) approved by the ICO as the transfer mechanism. All individuals handling your data in India are bound by the same confidentiality and data protection obligations as our UK team.

We do not transfer personal data to any other country outside the UK in the ordinary course of our business. Where any additional international transfer becomes necessary, we will ensure the appropriate safeguard is in place before the transfer takes place.

If you require further information about the safeguards we use for international transfers, please contact us at info@ledgertech.co.uk.

7. How Long We Keep Your Information

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and regulatory purposes.

• Client files and tax records: Minimum of 7 years from the end of the relevant accounting period or tax year. This exceeds the statutory minimum (6 years for limited companies; 5 years for sole traders under Self Assessment) and reflects our practice of retaining records for a conservative period to protect both parties.
• Company secretarial records: For the life of the company plus 7 years.
• AML identity verification records: 5 years from the end of the client relationship, as required under the Money Laundering Regulations 2017.
• Enquiry and correspondence records: Up to 2 years if no engagement is entered into; for active clients, for the duration of the engagement plus 7 years.
• Website data: As described in our Cookie Policy.

We will securely delete or anonymise personal data when it is no longer required.

8. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

• Right of access: You can request a copy of the personal data we hold about you (a Subject Access Request).
• Right to rectification: You can ask us to correct inaccurate or incomplete data.
• Right to erasure: You can ask us to delete your data in certain circumstances (subject to our legal obligations to retain records).
• Right to restrict processing: You can ask us to pause processing of your data in certain circumstances.
• Right to data portability: You can ask for your data in a structured, machine-readable format where processing is based on consent or contract.
• Right to object: You can object to processing based on legitimate interests at any time.
• Rights relating to automated decision-making: You have the right not to be subject to decisions made solely by automated means that have a significant effect on you.

To exercise any of these rights, please write to us at info@ledgertech.co.uk or Ground Floor Front, 25 Duckworth Lane, Bradford, BD9 5ES. We will respond within one calendar month.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Cookies

Our website uses cookies to improve your experience. For full details of the cookies we use, what they do, and how to control them, please see our Cookie Policy.

10. How to Contact Us

For any privacy-related queries or to exercise your rights:

• Email: info@ledgertech.co.uk
• Telephone: 07356 242125
• Post: Ledgertech Accountants Ltd, Ground Floor Front, 25 Duckworth Lane, Bradford, West Yorkshire, BD9 5ES

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Where material changes are made, we will notify you by email (if you are a client) or by a prominent notice on our website. We encourage you to review this policy periodically.