Privacy policy

Who we are

Provense Accountants (“we”, “us”, “our”) provides accounting, bookkeeping and payroll services and is the data controller for the personal data described in this policy. Our head office is in Aylesbury, Buckinghamshire, England, United Kingdom. You can contact us at [email protected] or 01296 252341.

We are registered with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.

The personal data we collect

Depending on how you interact with us, we may collect:

• Contact details — your name, email address, phone number and business name when you enquire or become a client.
• Financial and tax information — the records needed to provide accountancy and tax services to you.
• Identity documents — information required for anti-money-laundering (AML) checks.
• Website data — information collected through cookies and analytics (see our Cookie policy).

How and why we use your data

We use your personal data to:

• provide our accountancy and tax services and communicate with you about them;
• meet our legal and regulatory obligations, including AML checks and filings with HMRC and Companies House;
• respond to your enquiries and provide quotes;
• improve our website and services.

Our lawful bases for processing are typically the performance of our contract with you, compliance with a legal obligation, and our legitimate interests in running and promoting our practice.

Sharing your data

We may share your data with HMRC, Companies House, and the service providers we rely on to run our practice and website, where necessary to provide our services. These include cloud accounting and secure document storage, our website host and form provider (Cloudflare and Web3Forms, which process website enquiry submissions), and our email provider (Google). We do not sell your personal data.

How long we keep it

We keep your data for as long as you are a client and for the periods required by law and our professional body afterwards (generally at least six years for tax and accounting records).

Your rights

Under UK data protection law you have rights to access, correct, erase, restrict and object to the processing of your personal data, and to data portability. To exercise any of these, contact us at [email protected].

If you are unhappy with how we have handled your data, you can complain to the ICO at ico.org.uk.

Security

We take appropriate technical and organisational measures to keep your data secure, including secure cloud storage and access controls.

Contact us

For any privacy question, email [email protected] or write to us at Aylesbury, Buckinghamshire, England, United Kingdom.