Privacy Notice

This Privacy Notice explains how we collect, use, store, and protect your personal data when you engage our services. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We act as a Data Controller in relation to the personal data you provide to us.

Who we are

We are BDD Accountants Limited a limited company registered in England under company number 17079271.

Telephone number: 01375 488015
Registered address: Thames Enterprise Centre, Princess Margaret Road, East Tilbury, Essex RM18 8RH
Email address: [email protected]
Contact for Data Protection Enquiries: Francine Allen, Director.
ICO Registration Number: ZC126410

If you have any questions about this notice or how we handle your data, please contact our Data Protection Lead
at the details above.

The Personal Data We Collect

We may collect and process the following categories of personal data:

Identity information (name, date of birth, NI number, UTR, company details)
Contact information (address, email, telephone number)
Financial information (income, expenses, bank details, payroll data, tax records)
Employment information (salary, benefits, PAYE data, pension details)
Business information (accounts, financial statements, tax positions, forecasts)
Correspondence (emails, letters, documents you provide)
Information required for statutory filings (Companies House, HMRC submissions)

How We Obtain Personal Data

We collect personal data from:

Directly from You

When you:

Engage our services
Provide documents or information
Communicate with us
Use our website or digital services

Third Parties

Where necessary to provide our services, we may receive personal data from:

HM Revenue & Customs (HMRC)
Where you have authorised us to act as your agent, HMRC may provide information relating to your taxaffairs, employment, income, benefits, VAT records, PAYE data, CIS information, or other relevant details.
Your employer or pension provider (for payroll or tax compliance work)
Financial institutions (for tax return preparation or accounts work)
Other professional advisers (solicitors, financial advisers, lenders)
Publicly available sources (Companies House, public registers)

Purposes for Processing Your Personal Data

We process your personal data for the following purposes:

Preparing annual accounts and financial statements
Personal and business tax compliance and tax return preparation
Payroll administration and statutory reporting
Business, tax, and financial advisory services
Preparing cashflow forecasts and financial projections
Communicating with you and responding to enquiries
Meeting legal, regulatory, and professional obligations
Managing our relationship with you and maintaining records

Lawful Bases for Processing

We rely on one or more of the following lawful bases under UK GDPR:

Contractual necessity – processing required to perform our contract with you
Legal obligation – processing required to comply with UK law (e.g., tax legislation)
Legitimate interests – for running our business and providing services
Consent – where you explicitly agree to specific processing (e.g., marketing)

Sharing Your Personal Data

We may share your personal data with:

HMRC
Companies House
Pension providers
Payroll software providers
Professional advisers (e.g., solicitors, auditors)
Banks or lenders (where authorised by you)
IT service providers and secure cloud platforms
Regulatory bodies and authorities where legally required

We do not sell your data to third parties.

International Transfers

We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data.

For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.

Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

At least 6 years for tax and accounting records (legal requirement)
Longer where required for professional obligations or legal claims

Your Rights

Under UK GDPR, you have the following rights:

Right to access your personal data
Right to rectification
Right to erasure (in certain circumstances)
Right to restrict processing
Right to data portability
Right to object to processing
Right to withdraw consent (where applicable)
Right to lodge a complaint with the ICO

Information Commissioner’s Office: www.ico.org.uk

Security of Your Data

We use technical and organisational measures to protect your personal data, including:

Secure encrypted systems
Access controls and authentication
Regular security monitoring
Staff training in data protection

Automated Decision-Making

We do not use automated decision-making or profiling in relation to your personal data.

Cookies

BDD Accountants Limited does use cookies to track and test customer engagement and actions throughout the customer journey or customer communications.

BDD Accountants Limited understands that under the Privacy and Electronic Communications Regulation PECR) opt-in consent is required when these types of cookies are used.

To make our website work properly, we sometimes place small data files called cookies on your computer or device.

Most websites do this too.

For further information, [visit www.allaboutcookies.org].

What are cookies?

A cookie is a small text file that our website saves on your computer or mobile device when you visit one of our sites.

It enables our website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

How do we use cookies?

We use cookies and other technologies to ensure everyone who uses our website has the best possible experience.

Cookies also help us keep your account safe.

What types of cookie are there, and which ones do we use?

There are two types of cookie:

Persistent cookies remain on a user’s device for a set period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.
Session cookies are temporary. They allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Once you close the browser, all session cookies are deleted.

Cookies also have, broadly speaking, four different functions and can be categorised as follow: ‘Necessary’ cookies, ‘Preference’ cookies, ‘Statistics’ cookies and ‘Marketing’ or ‘advertising’ cookies.

There are also ‘Unclassified’ cookies, where the use has not been defined by the creator.

Necessary cookies (also known as Strictly Necessary or Essential cookies) are essential to navigate around a website and use its features.

Without them, you wouldn’t be able to use basic services like viewing other pages etc…

These cookies do not gather information about you that could be used for marketing or remembering where you’ve been on the internet.

These cookies are always turned on as we do not have to gain your consent to set them.

Examples of how we use ‘necessary’ cookies include:

Setting unique identifiers for each unique visitor, so site numbers can be analysed.
Navigation of the website pages.

Statistics cookies collect data for statistical purposes on how visitors use a website; they don’t contain personal information such as names and email addresses and are used to improve your user experience of a website.

For us to set these cookies we need your consent, so the default setting is they are turned off, until we gain your informed consent to allow them.

Here are some examples of how we use Statistical cookies:

Gathering data about visits to the website, including numbers of visitors and visits, length of time spent on the site, pages clicked on or where visitors have come from.
For comparison with other websites using data collected by industry-accepted measurement and research companies.

Information supplied by Statistic cookies helps us to understand how you use the website; for example, whether or not you have visited before, what you looked at or clicked on and how you found us.

We can then use this data to help improve our services.

We generally use independent analytics companies to perform these services for us and when this is the case, these cookies may be set by a third-party company (third party cookies).

Preference cookies (also known as Functional cookies) allow users to customise how a website looks for them: they can remember usernames, language preferences and regions, and can be used to provide more personal services like local weather reports and traffic news.

For us to set these cookies we need your consent, so the default setting is they are turned off, until we gain your informed consent to allow them.

Here is an example of how we use functionality cookies:

Remembering if you’ve been to the site before so that messages intended for first-time users are not displayed to you.

Marketing cookies (also known as Targeting cookies) are used to deliver advertisements more relevant to you but can also limit the number of times you see an advertisement and be used to chart the effectiveness of an ad campaign by tracking users’ clicks.

They can also provide security in transactions.

They are usually placed by third-party advertising networks with a website operator’s permission but can be placed by the operator themselves.

They can remember that you have visited a website, and this information can be shared with other organisations, including other advertisers.

They cannot determine who you are though, as the data collected is never linked to your profile.

For us to set these cookies we need your consent, so the default setting is they are turned off, until we gain your informed consent to allow them.

How to control cookies

You can control cookies as you wish by using the small grey box located at the bottom left corner of our website.

This will open your cookie preference centre and allows you to turn cookies on and off.

If you want to know the latest news on cookies or how this pop-up protects your choice of cookie usage please visit www.cookiescan.com and check out the news / more info pages.

Necessary (1)
Name	Provider	Purpose	Expiry	Type
cookiescan_consent	CookieScan	This cookie remembers that a user has accepted/declined cookies on our website, so that the notice can be hidden.	365	HTTP

Statistics (2)
Name	Provider	Purpose	Expiry	Type	Name	Provider	Purpose	Expiry	Type
_ga	Google	This helps us count how many people visit the website by tracking if you’ve visited it before. Collect info and report website usage statistics without personally identifying individual visitors to google.	2 Years	HTTP
_ga_6SW9C7REP6	Google	This helps us count how many people visit the website by tracking if you’ve visited it before. Collect info and report website usage statistics without personally identifying individual visitors to google.	2 Years	HTTP

Marketing (3)
Name	Provider	Purpose	Expiry	Type
_gcl_au	Google	Used by Google AdSense for experimen- ting with advertisement efficiency across websites using their services.	3 Months	HTTP

Privacy policies of other websites

BDD Accountants Limited website contains links to other websites.

If you click on a link to another website, our privacy policy no longer applies, and we recommend you review that sites privacy policy to establish how they will process your data.

Updates to This Privacy Notice

We may update this notice from time to time.

The latest version will always be available on our website or provided upon request.