Privacy Policy

  1. Introduction

FMY Accountants LTD (trading as FMY Chartered Accountants) (“we”, “us”, “our”, “the Firm”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection legislation.

Data Controller Details:

  • Company Name: FMY Accountants LTD
  • Trading Name: FMY Chartered Accountants
  • Companies House Registration: 16813147
  • ICAEW Registration: C011008484
  • Registered Address: 86 – 90 Paul Street, London, EC2A 4NE, United Kingdom
  • Telephone: +44 330 043 5088
  • Email: mail@fmyaccountants.co.uk
  • Website: www.fmyaccountants.co.uk

For any questions about this Privacy Policy or our data protection practices, please contact us using the details above.

  1. Information We Collect

2.1 Personal Information from Clients

When you engage our services, we collect and process various types of personal information, which may include:

Identity Information:

  • Full name
  • Date of birth
  • National Insurance number
  • Passport or driving licence details (for identification purposes)
  • Business registration details

Contact Information:

  • Postal address
  • Email address
  • Telephone numbers

Financial Information:

  • Bank account details
  • Payment card information
  • Financial statements and records
  • Tax information
  • Income and expenditure details
  • Investment and asset information
  • Payroll information
  • VAT information

Business Information:

  • Company details
  • Directorship information
  • Shareholding information
  • Employment details
  • Business correspondence

Special Category Data: In limited circumstances, we may need to process special category data, such as:

  • Health information (e.g., for insurance purposes or HMRC disability claims)
  • Information about criminal convictions (if required for professional compliance)

We will only process special category data where we have a legal basis to do so and with your explicit consent where required.

2.2 Website Data

When you visit our website, we automatically collect certain information, including:

Technical Information:

  • IP address
  • Browser type and version
  • Operating system
  • Time zone setting
  • Device information

Usage Information:

  • Pages visited
  • Time spent on pages
  • Links clicked
  • Referring website
  • Date and time of access

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies on our website to improve user experience and analyze website performance. Please see Section 9 for detailed information about our cookie usage.

2.4 Information from Third Parties

We may receive personal information about you from third parties, including:

  • HMRC and other government agencies
  • Banks and financial institutions
  • Companies House
  • Credit reference agencies
  • Other professional advisers (with your consent)
  • Publicly available sources
  1. How We Use Your Personal Information

3.1 Legal Basis for Processing

We process your personal information on the following legal bases:

Contract Performance: Processing necessary to provide our professional services to you under our engagement agreement.

Legal Obligation: Processing necessary to comply with legal and regulatory obligations, including:

  • Tax legislation requirements
  • Money laundering regulations
  • Professional body regulations (ICAEW)
  • Companies House filing obligations
  • HMRC reporting requirements

Legitimate Interests: Processing necessary for our legitimate business interests, such as:

  • Managing our business operations
  • Maintaining client relationships
  • Improving our services
  • Preventing fraud and ensuring security
  • Marketing our services (where appropriate)

Consent: Where we have obtained your explicit consent for specific processing activities.

3.2 Purposes of Processing

We use your personal information for the following purposes:

Service Delivery:

  • Providing accountancy, tax, and advisory services
  • Preparing accounts, tax returns, and other statutory documents
  • Communicating with you about our services
  • Managing our relationship with you
  • Responding to your queries and requests

Legal and Regulatory Compliance:

  • Complying with legal and regulatory obligations
  • Fulfilling anti-money laundering requirements
  • Reporting to HMRC and other authorities
  • Meeting professional and ethical standards
  • Responding to legal processes and investigations

Business Operations:

  • Maintaining accurate client records
  • Managing invoicing and payment collection
  • Quality control and file reviews
  • Professional indemnity insurance purposes
  • Training and supervision of staff

Marketing and Communications:

  • Sending you updates about our services (where you have consented)
  • Providing industry insights and tax updates
  • Conducting client satisfaction surveys
  1. Data Sharing and Disclosure

4.1 Third-Party Service Providers

We may share your personal information with trusted third-party service providers who assist us in delivering our services, including:

Technology Providers:

  • Cloud accounting software providers (e.g., Xero, QuickBooks, Sage)
  • Cloud storage and backup services
  • IT support and security providers
  • Email service providers
  • Customer relationship management (CRM) systems

Professional Services:

  • Payment processors
  • Email marketing platforms
  • Practice management software providers
  • Document management systems

All third-party service providers are required to maintain appropriate security measures and process your data only in accordance with our instructions and applicable data protection laws.

4.2 Legal and Regulatory Authorities

We may disclose your personal information to:

  • HM Revenue & Customs (HMRC)
  • Companies House
  • Financial Conduct Authority (FCA)
  • National Crime Agency (NCA)
  • Institute of Chartered Accountants in England and Wales (ICAEW)
  • Other regulatory or law enforcement bodies as required by law

4.3 Other Professional Advisers

With your consent or where necessary for providing our services, we may share information with:

  • Other accountants or tax advisers
  • Solicitors
  • Financial advisers
  • Bankers
  • Other consultants

4.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such change and ensure appropriate protections are in place.

4.5 International Transfers

We do not routinely transfer personal data outside the United Kingdom. All our systems are cloud-based with data stored within the UK. If any international transfer becomes necessary, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

  1. Data Security

5.1 Security Measures

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction, including:

  • Encryption of data in transit and at rest
  • Secure cloud-based storage systems
  • Access controls and authentication measures
  • Regular security assessments and updates
  • Staff training on data protection and security
  • Confidentiality agreements with staff and contractors
  • Secure disposal of physical and electronic records

5.2 Cloud-Based Systems

Our operations are fully cloud-based, utilizing reputable and secure platforms that comply with UK data protection standards. We carefully select cloud service providers that maintain robust security measures and data protection commitments.

5.3 Limitation of Security

While we take extensive measures to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but will notify you promptly of any data breach that is likely to result in a risk to your rights and freedoms.

  1. Data Retention

6.1 Retention Periods

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected and to comply with legal, regulatory, and professional obligations.

Typical Retention Periods:

  • Client files and working papers: Minimum of 6 years from the end of the accounting period to which they relate (in accordance with ICAEW regulations)
  • Tax records: As required by HMRC (typically 6 years for most tax matters)
  • Corporate records: As required by Companies Act provisions
  • Financial records: In accordance with UK statutory requirements

Some records may be retained for longer periods where:

  • Required by specific legislation
  • Necessary for legal proceedings or potential claims
  • Required for regulatory investigations
  • You have consented to extended retention

6.2 Deletion and Anonymization

Once the retention period expires and there is no legal requirement to retain the data, we will securely delete or anonymize your personal information.

  1. Your Rights

Under UK data protection legislation, you have the following rights regarding your personal information:

7.1 Right of Access

You have the right to request a copy of the personal information we hold about you (Subject Access Request).

7.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal information.

7.3 Right to Erasure

In certain circumstances, you have the right to request deletion of your personal information (the “right to be forgotten”).

7.4 Right to Restriction of Processing

You have the right to request that we restrict processing of your personal information in certain circumstances.

7.5 Right to Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another controller.

7.6 Right to Object

You have the right to object to processing based on legitimate interests or for direct marketing purposes.

7.7 Rights Related to Automated Decision-Making

We do not engage in automated decision-making or profiling that produces legal or similarly significant effects.

7.8 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal.

7.9 Exercising Your Rights

To exercise any of these rights, please contact us using the details in Section 1. We will respond to your request within one month of receipt, though this may be extended by two months for complex requests.

7.10 Limitations on Rights

Please note that certain rights may be limited where:

  • We have a legal or regulatory obligation to retain or process data
  • Processing is necessary for legal claims
  • Other legal exemptions apply
  1. Complaints

8.1 Internal Complaints

If you have concerns about how we handle your personal information, please contact us using the details in Section 1. We will investigate and respond to your complaint promptly.

8.2 Information Commissioner’s Office (ICO)

You have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO) Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113 Website: www.ico.org.uk

  1. Cookies and Website Tracking

9.1 What Are Cookies?

Cookies are small text files placed on your device when you visit our website. They help us provide you with a better user experience and allow us to analyze how our website is used.

9.2 Types of Cookies We Use

Essential Cookies: These cookies are necessary for the website to function properly and cannot be disabled.

Analytics Cookies: We use analytics tools (such as Google Analytics) to understand how visitors use our website, which pages are most popular, and how we can improve user experience. These cookies collect anonymized information.

Functional Cookies: These cookies enable enhanced functionality, such as remembering your preferences.

Marketing Cookies: If you have consented, we may use cookies to deliver relevant advertising and track the effectiveness of our marketing campaigns.

9.3 Third-Party Cookies

Our website may contain links to third-party websites or embedded content. These third parties may set their own cookies, over which we have no control. We recommend reviewing the privacy policies of any third-party websites you visit.

9.4 Managing Cookies

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

For more information about cookies and how to manage them, visit: www.allaboutcookies.org

9.5 Google Analytics

We use Google Analytics to analyze website traffic. Google Analytics uses cookies to collect information about your use of our website. This information is used to compile reports and help us improve our website. The information collected by Google Analytics is anonymized.

You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on: tools.google.com/dlpage/gaoptout

  1. Marketing Communications

10.1 Opt-In

We will only send you marketing communications if you have provided consent or where we have a legitimate interest to do so (e.g., sending service updates to existing clients).

10.2 Content

Marketing communications may include:

  • Newsletters and industry updates
  • Tax planning tips and legislative changes
  • Information about our services
  • Invitations to events or webinars
  • Client surveys

10.3 Unsubscribe

You can opt out of receiving marketing communications at any time by:

  • Clicking the “unsubscribe” link in any marketing email
  • Contacting us directly using the details in Section 1
  • Updating your preferences (if we provide a preference center)

Please note that even if you opt out of marketing communications, we will still send you service-related communications necessary for our engagement with you.

  1. Children’s Privacy

Our services are not directed at children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will take steps to delete such information.

  1. Links to Other Websites

Our website may contain links to third-party websites. This Privacy Policy applies only to our website. When you navigate to third-party websites, we encourage you to review their privacy policies, as we are not responsible for their data practices.

  1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will post any changes on our website and update the “Last Updated” date at the top of this policy.

If we make material changes, we will notify you by:

  • Posting a prominent notice on our website
  • Sending you an email notification (where appropriate)
  • Obtaining your consent (where required by law)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

  1. Professional Obligations

As chartered accountants regulated by the ICAEW, we are subject to professional standards regarding confidentiality and data protection. Our obligations under professional regulations are complementary to, and in some cases exceed, legal data protection requirements.

  1. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us:

FMY Accountants LTD Trading as FMY Chartered Accountants

Address: 86 – 90 Paul Street London, EC2A 4NE United Kingdom

Telephone: +44 330 043 5088 Email: mail@fmyaccountants.co.uk Website: www.fmyaccountants.co.uk

We aim to respond to all inquiries within 5 working days.

  1. Consent

By using our services and/or website, you acknowledge that you have read and understood this Privacy Policy and consent to the processing of your personal information as described herein, where such consent is required by law.

FMY Accountants LTD Trading as FMY Chartered Accountants Chartered Accountants Regulated by ICAEW