info@easysolution.pl
+44 7515121266

Privacy Policy

Last Updated On 14-Dec-2022
Effective Date 14-Dec-2022

1. Who We Are

Easy Solution Accounting Ltd (“we”, “us”, “our”) is a company registered in England and Wales (Company No. 08041049). Our registered office is at 22 York Drove, Southampton, SO18 5SA, United Kingdom.

We are the Data Controller for all personal data collected through this website and in the course of providing our services. Our contact details are:

  • Email: info@easysolution.pl
  • Phone: 07515 121 266
  • Post: Data Privacy Officer, Easy Solution Accounting Ltd, 22 York Drove, Southampton, SO18 5SA

This Privacy Notice explains how we collect, use, store and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

2. Scope of This Notice

This Privacy Notice applies to three categories of individuals:

  • Clients – those who receive services from us or are seeking to do so
  • Website Visitors – all visitors to essaccounting.co.uk
  • Prospects – those who receive marketing communications from us

Each section below addresses these categories in turn. Please read all sections that are relevant to you.

 

3. What is Personal Data?

Personal data is any information that can identify a living individual, such as name, address, telephone number, email address, or financial details. Certain categories of personal data require additional protection – these are known as “special category data” and include information about health, ethnicity, religion, or biometric data.

We ask that you do not provide us with special category data unless we have specifically requested it.

 

Section A: Privacy Notice – Clients

The following applies to all individuals who receive services from Easy Solution Accounting Ltd, or who are seeking to do so.

A1. Types of Personal Data We Process

The personal data we process will vary depending on the services you have engaged us to provide. It may include, but is not limited to:

  • Identity data: name, date of birth, National Insurance number, passport or driving licence details
  • Contact data: address, email address, telephone number
  • Financial data: income, tax information, bank account details, financial records
  • Employment data: employer details, payroll information
  • Business data: company information, shareholder details, VAT registration numbers
  • Special category data: only where required by the nature of the engagement (e.g. health-related tax reliefs)

A2. Legal Basis for Processing

We process your personal data on the following legal bases as defined under UK GDPR Article 6:

  • Contract performance (Article 6(1)(b)): To fulfil our contractual obligations to you as set out in our Letter of Engagement.
  • Legal obligation (Article 6(1)(c)): To comply with statutory and regulatory requirements, including anti-money laundering legislation, HMRC obligations, and professional regulatory duties.
  • Legitimate interests (Article 6(1)(f)): To develop and improve our services, conduct internal quality and risk management, and engage in business-to-business marketing (which you may opt out of at any time).
  • Consent (Article 6(1)(a)): Where no other legal basis applies and you have provided explicit consent.

Where we process special category data, we do so on the basis of Article 9(2)(b) (employment, social security) or Article 9(2)(a) (explicit consent), as applicable.

A3. How We Collect Your Data

We collect personal data directly from you, your representatives, or from third parties including:

  • HMRC and other government bodies
  • Companies House
  • Credit reference agencies (for identity verification)
  • Your bank or financial institutions, where instructed

A4. Use of Sub-Processors

We use carefully selected third-party providers (sub-processors) to assist with service delivery, including cloud storage and software platforms. All sub-processors are bound by contractual obligations to protect your data to at least the same standard as we do, and are prohibited from using your data for their own purposes unless we have expressly agreed otherwise.

Where required, we enter into UK GDPR-compliant data processing agreements with our sub-processors. A list of current sub-processors is available on request.

A5. Data Retention

We retain personal data for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Key retention periods are:

  • Accounting and tax records: 7 years from the end of the relevant financial year (as required by HMRC and Companies Act 2006)
  • Anti-money laundering records: 5 years from the end of the business relationship
  • General client correspondence: 7 years from end of engagement

After the applicable retention period, your personal data will be securely deleted or anonymised.

A6. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, alteration or destruction. These include:

  • Encrypted client portals for document transfer
  • Access controls limiting data to authorised staff only
  • Regular security monitoring and staff training
  • Data security obligations cascaded to all sub-processors and suppliers

Please note that no transmission of data over the internet can be guaranteed as fully secure. Once data reaches your own network, responsibility for its security passes to you.

A7. Your Rights as a Data Subject

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

  • Right of access: to request a copy of the personal data we hold about you
  • Right to rectification: to ask us to correct inaccurate data
  • Right to erasure: to request deletion of your data where there is no lawful basis for continued processing
  • Right to restriction: to ask us to limit how we use your data
  • Right to data portability: to request your data in a structured, machine-readable format
  • Right to object: to object to processing based on legitimate interests or for direct marketing purposes
  • Rights related to automated decision-making: to not be subject to solely automated decisions that significantly affect you

To exercise any of these rights, please submit your request in writing to our Data Privacy Officer at the address or email above. We will respond within one calendar month in accordance with UK GDPR.

A8. Complaints

If you are dissatisfied with how we handle your personal data and we are unable to resolve the matter, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). You can contact the ICO at www.ico.org.uk or by calling 0303 123 1113.

A9. Marketing

We may use your business contact details to send you information about our services and developments in accountancy and tax that may be relevant to your business. This is on the basis of our legitimate interests in promoting our practice.

You may opt out of marketing communications at any time by clicking the unsubscribe link in any email or by contacting our Data Privacy Officer. Opting out will not affect the provision of services to you.

A10. Due Diligence and Identity Verification

As a regulated accounting firm, we are legally required to verify the identity of clients as part of our anti-money laundering obligations. We may use a third-party identity verification provider for this purpose. Where a credit reference agency search is carried out, it will leave a soft footprint on your credit file, which will not affect your credit score.

 

Section B: Privacy Notice – Website Visitors

The following applies to all visitors to essaccounting.co.uk.

B1. Data We Collect from Website Visitors

The personal data we collect from you when you visit our website depends on how you interact with it:

  • Passive browsing: We collect technical information through cookies and server logs (see Section B3 on Cookies).
  • Contact forms: If you submit an enquiry, we collect your name, email address, phone number, and the content of your message.
  • Other interactions: Any additional data you voluntarily provide when contacting us.

B2. How We Use Website Data

We use the information collected through our website to:

  • Respond to your enquiry or request
  • Assess and improve the quality of our website
  • Comply with our legal obligations
  • Where you are a business contact, to promote our services on the basis of our legitimate interests

We do not sell, rent or share your personal data with third parties for their own marketing purposes.

B3. Cookies

Cookies are small data files stored on your device by your web browser. We use cookies for the following purposes:

  • Essential cookies: Necessary for the website to function. These cannot be disabled.
  • Analytics cookies: To understand how visitors use our site (e.g. pages visited, time on site). These require your consent.
  • Functional cookies: To remember preferences and improve your experience. These require your consent.

In accordance with the UK Privacy and Electronic Communications Regulations (PECR), we will request your consent before placing any non-essential cookies on your device. You can withdraw your consent or manage your cookie preferences at any time using our cookie preference tool, or by adjusting your browser settings.

Blocking all cookies may affect the functionality of our website.

B4. Data Retention – Website

Enquiry data submitted through our website is retained for as long as necessary to respond to your query and, if you become a client, in accordance with our client retention policy. Technical log data is retained for no more than 12 months.

B5. Children

Our website is not directed at children under the age of 13. We do not knowingly collect personal data from anyone under 13. If you are under 13, please do not submit any personal data to us. If you are aged 13–17, you must obtain consent from a parent or guardian before submitting personal data through this website.

If we become aware that we have inadvertently collected data from a child under 13, we will delete it promptly.

B6. Your Rights – Website

The same data subject rights set out in Section A7 apply to personal data collected through our website. Please contact our Data Privacy Officer to exercise any of your rights.

 

Section C: Privacy Notice – Prospects

The following applies to individuals who receive marketing or prospecting communications from Easy Solution Accounting Ltd.

C1. Data We Process for Prospecting

We process a limited set of publicly available personal data for business-to-business marketing purposes. This is limited to:

  • First name and last name
  • Job title
  • Business email address
  • Company name

We do not process sensitive or special category data for prospecting purposes.

C2. Legal Basis for Prospecting

We rely on our legitimate interests (UK GDPR Article 6(1)(f)) as the legal basis for processing your data for direct marketing. We conduct a balancing test to ensure our interests do not override your rights and freedoms. Specifically, we only contact individuals in senior financial or management roles at organisations whose profile matches our typical client base.

C3. Your Right to Object

You have an absolute right to object to your personal data being used for direct marketing at any time. If you exercise this right, we will immediately cease using your data for marketing and add you to our suppression list to ensure we do not contact you again.

Note: Requesting deletion of your data is different from requesting restriction. If you ask us to delete your data, we will do so, but your details may be re-acquired from public sources in future. If you wish to permanently prevent contact, please request restriction of processing rather than deletion.

C4. Data Retention – Prospects

  • Prospecting data is reviewed and updated regularly.
  • If we have a legitimate interest in contacting you, we will retain your data for no longer than 3 years before reviewing.
  • If you have given informed consent, we will retain your data for no longer than 5 years before seeking renewed consent.
  • Out-of-date records are deleted promptly upon discovery.

 

4. International Data Transfers

We do not routinely transfer personal data outside the United Kingdom. Where it is necessary to transfer data internationally (for example, where a sub-processor operates outside the UK), we ensure appropriate safeguards are in place, including UK International Data Transfer Agreements (IDTAs) or equivalent protections recognised by the UK Information Commissioner’s Office.

 

5. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in law, our practices, or our services. Where we make significant changes, we will notify existing clients by email and update the “Last Updated” date at the top of this notice. We recommend that you review this notice periodically.

Your continued use of our website or services following any update constitutes your acknowledgement of the revised notice.

 

Questions about this notice?

Contact our Data Privacy Officer:

info@easysolution.pl  |  07515 121 266

 

Policy updated: 16/05/2026