Initial Accounting Solutions customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• Sharing information outside the UK
• How to complain

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We have a legitimate interest in collecting and using personal information to manage client accounts effectively and provide accurate bookkeeping and accounting services. This processing is necessary to:

• Maintain and update client financial records accurately and efficiently.
• Communicate promptly and clearly with clients regarding their accounts, enquiries, and updates.
• Detect and prevent fraud or financial crime, safeguarding both our clients and our business.
• Comply with legal and regulatory requirements, including tax legislation and anti-money laundering rules.
• Enhance our services by better understanding client needs and business operations.

We have carefully balanced our interests against your privacy rights and concluded that the benefits — such as fulfilling our contractual and legal obligations, protecting your financial interests, and delivering a high standard of service — clearly outweigh any potential risks. We take the security and confidentiality of your personal data seriously and only process it for legitimate purposes directly related to the services we provide.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We have a legitimate interest in collecting and using personal information to prevent, detect, investigate, and support the prosecution of criminal activities, particularly fraud and financial crime. This processing is necessary to:

• Protect our clients' financial interests and personal data from unlawful activities.
• Safeguard the integrity and reputation of our business and the wider accounting profession.
• Comply with relevant legal and regulatory requirements, such as anti-money laundering laws and tax regulations.
• Assist law enforcement and regulatory authorities when required, ensuring lawful investigations and prosecutions.

We have carefully balanced these interests against individuals' rights and privacy, ensuring that the benefits of preventing and addressing criminal conduct — which protects both clients and the public — clearly outweigh any potential risks or impacts on privacy. We only process the information necessary for these purposes and handle all data with strict confidentiality and security.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We have a legitimate interest in collecting and using personal information to efficiently manage and resolve client queries, complaints, and claims. This processing is necessary to:

• Address and investigate concerns fairly and promptly.
• Maintain accurate records of communications and outcomes to ensure transparency and accountability.
• Improve the quality of our services based on feedback and issue resolution.
• Protect our business and clients by resolving disputes in a timely manner.

We have carefully weighed our interests against individuals' privacy rights and concluded that the benefits — including effective communication, improved client satisfaction, and maintaining trust — clearly outweigh any potential risks or impact on privacy. We handle all personal information with strict confidentiality and only use it for purposes directly related to resolving issues.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Regulatory authorities
• Legal bodies or professionals (such as courts or solicitors)
• Publicly available sources
• Suppliers and service providers
• Third parties: Accountants, bookkeepers, payroll providers, financial advisers, and other professionals authorised by our clients to share their information with us.

Who we share information with

Data processors

We use data processors such as cloud accounting and payroll software providers, email and communication platforms, IT hosting services, payment processors. This data processor does the following activities for us:

• Accounting software providers process and store our clients' financial data and bookkeeping records securely.
• Payroll service providers manage payroll processing and employee tax calculations on our behalf.
• Email and communication platforms handle our business email and marketing communications.
• IT and data hosting providers maintain and secure our IT infrastructure and data storage systems.
• Payment processors facilitate online payment transactions from our clients.

Others we share personal information with

• Other financial or fraud investigation authorities
• Regulatory authorities
• External auditors
• Organisations we're legally obliged to share personal information with
• Suppliers and service providers
• Third parties:

We may share your personal information with the following third parties to enable us to provide our services, comply with legal obligations, or protect your interests:

• Regulatory authorities such as HM Revenue & Customs (HMRC) and the Financial Conduct Authority (FCA) for compliance and reporting purposes.
• External auditors who review our financial records and compliance processes.
• Professional or legal advisors including solicitors and accountants who assist us in providing expert advice.
• Suppliers and service providers who support our business operations, such as IT support companies.
• Organisations we're legally obliged to share information with, including courts and law enforcement agencies.
• Banks or credit reference agencies where necessary for client creditworthiness checks or payment processing.

We ensure that all third parties we share data with are obliged to protect your personal information and only use it for specified purposes.

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.