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Privacy Policy

How we collect, use and safeguard your personal data.

Last updated: 1 January 2026

This Privacy Policy explains how Accountants Swansea Ltd ("we", "us", "our") collects, uses and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It applies to visitors to this website and to clients who engage our accountancy services.

1. Who we are

Accountants Swansea Ltd is a company registered in England & Wales (registered number 00000000), with its registered office at Weighbridge House, Llansamlet, Swansea, SA6 8QF. We are the data controller for the personal data we hold about you.

We are registered with the Information Commissioner's Office (ICO) under registration number Z0000000, and regulated by the Institute of Chartered Accountants in England and Wales (ICAEW).

2. What personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data:

  • Contact information: name, email address, postal address, telephone number.
  • Identity information: date of birth, National Insurance number, Unique Taxpayer Reference (UTR), passport or driving licence for anti-money-laundering (AML) verification.
  • Financial information: bank details, tax returns, income and expenditure data, invoices, receipts, employment information and any other records necessary to provide our services.
  • Correspondence: records of communication between you and us (email, letter, telephone notes).
  • Website data: IP address, browser type, pages visited, and referring URL, collected via cookies (see our Cookie Policy).

3. How we collect your data

We collect personal data directly from you when you contact us, engage our services, or use this website. Occasionally we receive data about you from third parties, such as HMRC, Companies House, credit reference agencies, or (with your authority) your previous accountant.

4. Why we use your data (lawful basis)

We process your personal data on the following lawful bases:

  • Performance of a contract: to deliver the accountancy, tax, payroll or advisory services you have engaged us to provide.
  • Legal obligation: to comply with our obligations under the Money Laundering Regulations 2017, the Companies Act 2006, tax legislation and our professional standards.
  • Legitimate interests: to communicate with prospective clients, improve our services, defend legal claims and administer our business, provided that your rights and freedoms do not override those interests.
  • Consent: where required, for example for optional marketing communications. You may withdraw consent at any time.

5. Who we share your data with

We only share your personal data where necessary and always under appropriate safeguards. Recipients may include:

  • HM Revenue & Customs (HMRC) and Companies House, in the course of filing returns and statutory forms on your behalf;
  • Software providers who process data on our behalf, such as Xero, QuickBooks, FreeAgent, Dext and IRIS. These providers act as data processors under written agreements;
  • Banks and pension providers where required to operate payroll or auto-enrolment;
  • Our professional advisers (lawyers, insurers, auditors) where necessary;
  • Regulators, including the ICAEW and the National Crime Agency, where required by law.

We do not sell your personal data to any third party.

6. International transfers

Some of the software providers we use are based outside the UK. Where personal data is transferred outside the UK, we ensure it is protected by an adequacy decision, standard contractual clauses or another safeguard permitted by the UK GDPR.

7. How long we keep your data

We keep your personal data only for as long as necessary for the purposes set out above. In practice, this means we retain client records for a minimum of six years after our engagement ends, in line with HMRC record-keeping requirements and our professional obligations. AML identification records are retained for five years after the end of the business relationship.

8. Your rights

Under the UK GDPR you have the following rights in relation to your personal data:

  • the right to be informed about how we use your data;
  • the right of access to a copy of your data;
  • the right to rectification of inaccurate data;
  • the right to erasure ("right to be forgotten") in certain circumstances;
  • the right to restriction of processing;
  • the right to data portability;
  • the right to object to processing based on legitimate interests;
  • rights in relation to automated decision-making and profiling (we do not carry out any such processing).

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before responding.

9. How to complain

If you have a concern about our use of your personal data, please contact us first so we can try to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Security

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss or misuse. All client data is stored on encrypted UK-based servers and access is limited to authorised personnel.

11. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be available on this page, dated at the top.

12. Contact us

For any questions about this Privacy Policy or how we handle your personal data, please write to:

Data Protection Enquiries
Accountants Swansea Ltd
Weighbridge House, Llansamlet
Swansea, SA6 8QF
Email: privacy@accountantsswansea.com