Privacy Notice (UK) – A4 Accounting
Last updated: [20 January 2026]

1. Who we are

A4 Accounting is a UK accountancy and bookkeeping practice operated by Jennifer Biggs trading as A4 Accounting.
Address: 2 Bridge Street, Spalding, Lincolnshire, PE11 1XA
Email (privacy enquiries): myaccounts@a4accounting.co.uk
Website: www.a4accounting.co.uk

ICO registration (data protection fee): ICO:00012870323 (See section 11 for complaints.)

We are the data controller for the personal data we collect and use.

2. What this notice covers

This notice explains how we collect and use personal data when you:

  • enquire about our services,
  • become a client,
  • provide information for bookkeeping, VAT/MTD, and related services,
  • use our website (see also Cookies, section 10).

You should be given privacy information at the time data is collected, and it should include key details such as purposes, retention and sharing.

3. The information we collect

Depending on your circumstances, we may collect:

  • Identity and contact details: name, address, email, phone, date of birth.
  • Verification / due diligence: copies of ID and proof of address, business ownership details.
  • Financial and tax information: income, expenses, invoices/receipts, bank details and transactions, VAT records, payroll details (if applicable), UTR/NINO, HMRC correspondence.
  • Website/enquiry information: information you submit via forms or email; basic technical information (see Cookies).

4. Where we get information from

  • Directly from you (forms, emails, phone calls, meetings).
  • From authorised third parties where relevant (e.g., HMRC, bookkeeping software, banks, your prior accountant) where you have instructed us or where lawful.

5. How we use your information and our lawful bases

We use personal data for the purposes below. We identify the lawful basis before processing and include it in our notice.

A) To respond to enquiries and provide quotes

  • Lawful basis: Legitimate interests (running our practice and responding to requests) and/or steps prior to entering a contract.

B) To provide accounting, bookkeeping, VAT/MTD and tax services

  • Lawful basis: Contract (to perform our agreement with you).

C) To meet legal and regulatory obligations (including HMRC requirements and anti-money laundering obligations, where applicable)

  • Lawful basis: Legal obligation.

D) To manage our practice (billing, credit control, file management, quality control, professional advice/insurance, complaint handling)

  • Lawful basis: Legitimate interests and/or contract.

E) Service updates and marketing (if used)

  • Lawful basis: Legitimate interests for relevant updates to existing clients; consent where required. You can opt out at any time.

6. Who we share information with

We may share personal data where necessary with:

  • HMRC and other authorities where required for filings/compliance.
  • IT and software providers we use to run the practice (e.g., bookkeeping/tax software, email, document storage, e-signature, practice management).
  • Identity/AML checking providers (where used).
  • Professional advisers (e.g., insurers, legal advisers) where necessary.
  • Subcontractors (e.g., bookkeepers) where engaged, under confidentiality and appropriate data protection controls.

We do not sell your personal information. Privacy notices should explain who data is shared with.

7. International transfers

Some service providers may process data outside the UK. Where this happens, we ensure appropriate safeguards are in place (for example, suitable contractual protections).

8. How long we keep information (retention)

We keep personal data only as long as necessary for the purposes above, including legal/regulatory requirements. The ICO expects you to tell people the retention period (or the criteria).

Typical periods:

  • Client files/working papers: usually at least 6 years after the end of the accounting period/engagement (or longer where needed for legal/professional reasons).
  • AML/ID checks: typically 5 years after the business relationship ends (where applicable).
  • Non-client enquiries: typically up to 12 months.

9. Your rights

You have rights under UK GDPR, including the right to:

  • access your data,
  • correct inaccurate data,
  • request deletion in certain circumstances,
  • restrict or object to processing in certain circumstances,
  • data portability (where applicable),
  • withdraw consent (where we rely on consent).

To exercise your rights, email us at the contact address in section 1.

10. Cookies and Google Analytics

Our website uses cookies. Strictly necessary cookies help the site function. Analytics cookies (Google Analytics) help us understand how the site is used so we can improve it. Analytics cookies require consent and must be actively accepted.

For details of cookies used and how to manage preferences, see our Cookie Policy: [link].

11. Complaints

If you are unhappy with how we use your data, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office (ICO).

12. Updates to this notice

We may update this notice from time to time. The latest version will always be posted on our website.