Effective Date: 3rd July 2026

Last Updated: 3rd July 2026

 

Introduction

Acacia Accounting Bureau Ltd 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) and the Data Protection Act 2018.

By using our services or using our website, you agree to the collection and use of information in line with this policy.

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Data Controller

Acacia Accounting Bureau Ltd is the data controller responsible for your personal information.

If you have any questions regarding this Privacy Policy or how your data is handled, you can contact us using the details below:

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Acacia Accounting Bureau Ltd
Email: info@acacia.ltd.uk
Phone: 01403 713369

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How We Collect Personal Information

We collect personal information when you contact us. Information may be provided:

• Over the phone

• By email

• Through website contact forms

• By post

• In person

In some cases, your employer, agency, or previous accountant may provide your details to us. It is their responsibility to ensure they have your permission to share your information.

When you use our website, certain information may also be collected automatically through cookies and integrated software tools. This may include company details such as phone numbers, addresses, website information, and limited employee contact details. This information is securely stored in cloud-based systems and used only to help us provide relevant services and information.

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What Information We May Collect

The information we collect may include:

• Name

• Contact details (email address, telephone number, postal address)

• Employer or company details

• National Insurance numbers

• UTRs

• VAT numbers

• payroll information

• bank account details

• tax records

• income details

• pension information

• dividend information

• Companies House information

• employee details

• directors' information

• HMRC correspondence

• Website usage data collected through cookies

We only collect information that is necessary for providing our services.

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Lawful Basis for Processing

We process personal information only where we have a lawful basis under UK data protection law. These lawful bases may include:

• Performance of a contract

• Compliance with legal obligations (Anti-money laundering regulations, proceeds of crime act, companies act, etc)

• Legitimate business interests

• Consent, where required

Your information is used for purposes including:​

• Delivering services

• Processing payments and invoices

• Communicating information

• Maintaining legal and financial records

• Improving our services and website functionality

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Anti Money Laundering (AML)

We are legally required to verify the identity of certain clients under the Money Laundering Regulations. This may include obtaining identification documents and carrying out electronic identity verification checks.

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Sharing Your Information

We may share your information with selected third parties where necessary, including:​

• HM Revenue and Customs (HMRC)

• Companies House

• Microsoft

• BrightTax

• MoneySoft

• VT Software

• Employers, agents or agencies communicating with us on your behalf

• Professional advisers such as accountants, solicitors, auditors, or insurers

We only share the information required for the relevant purpose and ensure it is handled securely.

We do not sell your personal information to third parties.

We may share data with carefully selected software providers used in delivering our accounting, payroll, bookkeeping, tax and cloud accounting services.

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International Data Transfers

Some of the software providers and cloud-based systems we use may process or store data outside of the United Kingdom. Where this happens, we ensure appropriate safeguards are in place to protect your information in accordance with UK GDPR requirements.

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Data Security

We take appropriate security measures to protect personal data from loss, misuse, unauthorised access, alteration, or disclosure.

In the event of a data breach that is likely to affect your rights or freedoms, we will notify affected individuals and any relevant authorities where legally required.

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Data Retention

We only retain personal information for as long as necessary for the purposes it was collected, including legal, regulatory and accounting requirements.

• Financial records may be retained for up to six years for taxation purposes.

After these periods, data will be securely deleted or anonymised where appropriate. We generally retain client records for six years after the end of the relevant accounting or tax period, unless a longer retention period is required by law or professional regulations.

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Marketing Communications

We will only send marketing communications where we have a lawful basis to do so. You may opt out of receiving marketing emails at any time by using the unsubscribe link included in our communications or by contacting us directly.

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Automated Decision-Making

We do not use automated decision-making or profiling processes that have a legal or similarly significant effect on individuals.

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Your Rights

Under UK data protection legislation, you have rights relating to your personal information, including the right to:

• Request access to your data

• Request correction of inaccurate information

• Request deletion of your information

• Restrict or object to processing

• Request transfer of your data

• Withdraw consent where applicable

You can find more information about your rights on the Information Commissioner’s Office (ICO) website. https://ico.org.uk/

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

If you are unhappy with how we handle your data, you also have the right to lodge a complaint with the Information Commissioner’s Office. However, we would appreciate the opportunity to resolve any concerns directly first.

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Providing Your Information

You are not legally required to provide your personal information; however, without certain information we may be unable to provide our services.

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Third-Party Websites

Our website may contain links to third-party websites, plugins, or applications. We are not responsible for the privacy practices or content of external websites and encourage you to review their privacy policies separately.

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Cookies

Our website uses cookies to improve functionality, monitor website performance, and enhance user experience.

You can choose to disable cookies through your browser settings; however, doing so may affect the functionality of certain areas of the website.

Where legally required, cookie consent will be requested when you first visit the website.

 

 

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and the latest version will always apply.

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Contact Information

Acacia Accounting Bureau Ltd
Email: info@acacia.ltd.uk
Phone: 01403 713369
Registered Office: Witsend, Dial Post, West Sussex, RH13 8NN

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