Privacy Policy

At The Spanish Accountant®, we take your privacy seriously. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us or use our accounting and tax services.

Who we are

The Spanish Accountant® provides accounting and tax services to individuals, sole traders and limited companies in the UK.

For data protection purposes, The Spanish Accountant® is the data controller responsible for the personal information we process.

If you have any questions about this Privacy Policy or how we use your personal information, you can contact us.

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What information we collect

The information we collect depends on how you interact with us and the services you require.

This may include:

• your name, address, email address and telephone number

• information submitted through our website or contact forms

• identification documents

• National Insurance number or Unique Taxpayer Reference

• financial and banking information

• income and expense information

• employment and payroll information

• tax records and correspondence

• company and business information

• accounting records and supporting documents

• information required for identity verification and anti-money laundering checks

• any other information necessary to provide the services you have requested

We only collect information that is relevant to providing our services or meeting our legal and professional obligations.

How we use your information

We may use your personal information to:

• respond to enquiries

• provide quotations and information about our services

• onboard new clients

• provide accounting, tax, bookkeeping, payroll and related services

• prepare accounts and tax returns

• submit information to HMRC, Companies House or other relevant authorities

• carry out identity verification and anti-money laundering checks

• process payments and issue invoices

• communicate with you about your tax, accounting or business affairs

• maintain appropriate business and professional records

• comply with legal, regulatory and professional obligations

• operate, protect and improve our website and services

Our lawful basis for using your information

We process personal information only where we have a lawful reason to do so.

Depending on the circumstances, this may be because:

• it is necessary to take steps before entering into a contract with you

• it is necessary to perform a contract with you

• we have a legal or regulatory obligation

• it is necessary for our legitimate interests in operating and protecting our business and providing professional services

• you have given us consent

Where we rely on your consent, you can withdraw it at any time.

Anti-money laundering requirements

As an accountancy service provider, we are required to comply with anti-money laundering legislation.

This means we may need to verify your identity, carry out customer due diligence and risk assessments, and obtain information about the nature and purpose of your business or financial activity.

We may retain identification and anti-money laundering records for the period required by law after our professional relationship with you ends.

Who we may share your information with

We do not sell your personal information.

Where necessary, we may share information with organisations involved in providing or supporting our services, including:

• HMRC

• Companies House

• other government or regulatory authorities

• professional and regulatory bodies

• accounting and tax software providers

• bookkeeping and document-processing software providers

• identity verification and anti-money laundering providers

• payroll and pension providers

• cloud storage, IT and technology providers

• payment providers

• professional advisers

We only share information where there is a legitimate reason to do so and only to the extent necessary.

International transfers

Some of the technology and software providers we use may process or store information outside the UK.

Where personal information is transferred internationally, we take appropriate steps to ensure that suitable safeguards are in place in accordance with UK data protection law.

How long we keep your information

We keep personal information only for as long as necessary for the purpose for which it was collected and to meet our legal, regulatory, tax, accounting and professional obligations.

Different types of information may therefore be retained for different periods.

When information is no longer required, we will securely delete or dispose of it.

How we protect your information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

We use secure digital systems and professional software to deliver our services and restrict access to personal information where appropriate.

Your data protection rights

Depending on the circumstances, you may have the right to:

• request access to the personal information we hold about you

• ask us to correct inaccurate or incomplete information

• request deletion of your personal information

• request that we restrict how we use your information

• object to certain uses of your information

• request the transfer of your information

• withdraw consent where we rely on consent

These rights are subject to certain legal exceptions. For example, we may need to retain information where we have a legal or regulatory obligation to do so.

To exercise any of these rights, please contact us using the details above.

Cookies and website information

Our website may use cookies and similar technologies to help the website operate correctly, understand how visitors use the site and improve the user experience.

Where consent is required for non-essential cookies, we will ask for your permission before using them.

You can manage your cookie preferences through the cookie settings available on our website.

Links to other websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites. We recommend reviewing their privacy information separately.

Complaints

If you have any concerns about how we use your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal and regulatory requirements.

The most recent version will always be available on this website.