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Privacy Policy

Purpose

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018 and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK (‘Data Protection Legislation’).

 

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

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About Us

Elleray Accounting, is the trading name of our accountancy and bookkeeping firm. This firm is registered in England and Wales as a sole trader and our registered office is 67 Regents House, Hertfordshire, HP3 9GP..

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For the purpose of the Data Protection Legislation and this notice, we are the ‘data controller’. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

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We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at paragraph 12 (Contact Us), below.

 

UK GDPR
For clients in the European Union, we adhere to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known as the UK General Data Protection Regulation (The “UK GDPR”). For users in the United Kingdom, we adhere to the UK GDPR as enshrined in the Data Protection Act 2018.

 

How We May Collect your Personal Data

We obtain personal data about you, for example, when:

  • you request a proposal from us in respect of the services we provide;

  • you or your employer engages us to provide our services and also during the provision of those services;

  • you contact us by email, telephone, post or social media (for example when you have a query about our services); or

  • from third parties and/or publicly available resources (for example, from your employer or from Companies House).

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Consent
By using eservices, clients/ potential clients agree that they consent to:

  1. The conditions set out in this Privacy Policy.

 

When the legal basis for us processing your data is that you have provided your consent to that processing, you may withdraw your consent at any time. If you withdraw your consent, it will make the processing which we completed before you withdrew your consent unlawful.
You can withdraw your consent by Contacting Kate Elleray.

 

Legal Basis for Processing
Elleray Accounting collect and process personal data about clients in the UK only when we have a legal basis for doing so and under the UK GDPR.

 

We rely on the following legal basis to collect and process the personal data of clients in the UK.

  1. Clients have provided their consent to the processing of their data for one or more specific purposes.

  2. Clients are aware that the information will be processed so that Elleray Accounting can deliver an effective and compliant service.

  3. Clients are aware that we have a legitimate reason to contact them/ business/ company enquiring about our services.

  4. Clients are aware that the information provided will not be used unlawfully.

  5. Clients are aware that Elleray Accounting will review their legitimate interest if we have made NO progress.


Personal Data We Collect
We only collect data that helps us achieve the purpose set out in this Privacy Policy. We will not collect any additional data beyond the data listed below without notifying you first.
Should you the Client choose to proceed with our services we would then request additional information.


The additional information requested will be.

  • Photo ID

  • Proof of Address

 

This information will allow us to meet the requirements of our Regulatory Authorities, without the information we will not be able to proceed.

 

Data Collected Automatically:
When you visit or use our website, we may automatically collect and store the following information.

  1. IP address; and

  2. Location

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This information will monitor the performance of the website and identify whether we need to improve the functionality of the website.


Data Collected in a Non-Automatic Way:
We may also collect the following data when you perform certain functions on the Elleray Accounting website:

  1. First and last name.

  2. Email address; and

  3. Phone Number

 

This data may be collected by using the Elleray Accounting's website, following methods:

  1. Submitting contact form

  2. Joining a mailing list


How We Use Personal Data
Data collected on our website will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our website. We will not use your data beyond what we disclose in this Privacy Policy.


The data we collect when the client performs certain tasks may be used for the following purposes:
1. Communication
2. Marketing

 

Who We Share Personal Data With
External Parties

  • HMRC

  • Inland Revenue

  • VAT Auditors / Inspectors

  • AML (Anti Money Laundering Agents)

  • Practice Management Company

  • Accounting Software Provides (Xero, Apron, FreeAgent, QuickBooks)

  • Visa – Go Cardless

 

Other Disclosures
We will not sell or share your data with other third parties, except in the following cases:

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  1. If the law requires it.

  2. If it is required for any legal proceeding.

  3. To prove or protect our legal rights; and

  4. To buyers or potential buyers of this company if we seek to sell the company (you will be notified within 30 days).


If you follow hyperlinks from our website to another website, please note we are not responsible for and have no control over their privacy policies and practices.


How Long We Store Personal Data
Client data will be stored for ten years. You will be notified if your data is kept longer than this period.


Elleray Accounting have a secure system in place to store client information in the cloud. However, we make it our duty to operate without the use of paper files so electronic notes are encouraged.


The data retention will vary due to the nature of the work performed as an accountancy practice, for example, if the information is required for court proceedings. This would require Elleray Accounting to store the information longer.


Enquiries that we have, whereby we have a name, telephone number and email address only, we will delete the information within 12 months as they no longer wish to use our services.


How We Protect Your Data
All data is only accessible to our management team and/or employees. Our employees and external parties are bound by strict confidentiality agreements.
While we take all reasonable precautions to ensure that client data is secure and that clients are protected, we will always minimise the risk of harm.

 

Your Rights as a Client


Under GDPR, you have the following rights.


Your data protection rights.


Under data protection law, you have rights including:

 

  • Your right of access - You have the right to ask us for copies of your personal information.

  • Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

  • Your right to object to processing - You have the right to object to the processing of your data in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or you, in certain circumstances.

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You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.


How to Access, Modify, Delete, or Challenge the Data Collected:
If you would like to know if we have collected your data, how we have used your data, if we disclosed your data and to whom we disclosed your data, if you would like your data to be deleted or modified in any way, or if you would like to exercise any of your other rights under UK GDPR, please contact our data protection officer here:


Kate Elleray
Email: kate@ellerayaccounting.co.uk

Last Reviewed: 13/06/2025


Modifications:
This Privacy Policy may be amended from time to time to maintain compliance with UK law and to reflect any changes to our data collection process. When we amend this Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify clients by email of changes to this Privacy Policy.


Complaints:
If you have any complaints about how we process your data, please contact us through the contact methods listed in the Contact Information section so that we can, where possible, resolve the issue. If you feel we have not addressed your concern satisfactorily you may contact a supervisory authority. You also have the right to directly make a complaint to a supervisory authority. You can complain to a supervisory authority by contacting the Information Commissioner’s Office in the UK.

 

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113

Contact Information:
If you have any questions, concerns, or complaints, you can contact our data protection officer, Kate Elleray.

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