Privacy Policy

1. Who We Are & Data Controller

MH Accountancy UK (“we”, “our”, or “us”) operates as an accounting, taxation, and business compliance practice based in Southend On Sea, Essex, United Kingdom.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, MH Accountancy UK is the Data Controller of the personal data you provide to us.

Registered Practice Address:
63A Southchurch Road, Southend On Sea, Essex, SS1 2NL, United Kingdom
Email: info@mhaccountancyuk.com
Telephone: 07814 759563

2. What Personal Data We Collect

Depending on the specific accounting services we provide to you or your business, we may collect and process the following categories of personal information:

• Identity & Contact Data: Full legal name, date of birth, residential address, telephone number, email address, and proof of identification (valid UK/international passport, driving licence, utility bills).
• Financial & Tax Data: Unique Taxpayer Reference (UTR), National Insurance Number (NINO), VAT Registration Number, Company Registration Number, bank account details, transaction records, invoices, receipts, and income documentation.
• Payroll & Employee Data: For payroll clients, names, addresses, salaries, PAYE tax codes, pension details, and statutory payment records for your directors and employees.
• Communication & Website Data: Messages submitted via our contact forms, WhatsApp communications, email correspondence, and basic server connection logs (IP address, browser type).

3. Lawful Bases for Processing

We only collect and process your personal data where we have a lawful legal basis under UK GDPR Article 6, including:

• Contractual Performance: To perform the accounting, tax advisory, payroll, and bookkeeping duties outlined in our signed Letter of Engagement.
• Legal & Regulatory Compliance: To satisfy statutory duties under UK tax law (HMRC filings), Companies Act 2006, and mandatory Client Due Diligence under the UK Money Laundering Regulations 2017 (MLR).
• Legitimate Interests: To manage client relationships, safeguard cybersecurity, prevent fraud, and continuously improve our services.
• Consent: Where you have explicitly opted in (e.g. subscribing to accounting tax updates or marketing communications). Consent can be withdrawn at any time.

4. How We Use Your Information

We process your data strictly to:

• Prepare statutory accounts for Companies House and Sole Trader Profit & Loss statements;
• Compute and file Corporation Tax returns (CT600), Self-Assessment returns (SA100), and digital VAT returns (MTD);
• Liaise directly with HM Revenue & Customs (HMRC) as your authorised tax agent;
• Administer payroll runs, RTI submissions, and workplace pensions;
• Provide business advice, cashflow planning, and company formation support.

5. Data Sharing & Third Parties

We do not sell, rent, or trade your personal data. We only disclose your information to trusted third parties where necessary for legal compliance or service delivery:

• Government Authorities: HM Revenue & Customs (HMRC), Companies House, and regulatory bodies where legally obligated;
• Cloud Accounting Software Providers: Secure software providers you authorise us to use (e.g. Xero, QuickBooks, FreeAgent, Dext);
• Legal & Professional Advisors: Our professional indemnity insurers, legal counsel, or statutory auditors under strict confidentiality obligations;
• Secure IT & Backup Infrastructure: UK-based encrypted hosting and email infrastructure providers.

6. Data Security & Storage

We employ robust technical and organisational security measures to protect your sensitive financial records from unauthorised access, accidental loss, disclosure, or alteration. All electronic records are protected with 256-bit SSL/TLS encryption, multi-factor authentication (MFA), and automated secure backups. Physical documents, where held, are locked in secure storage.

7. Data Retention Periods

Under UK tax legislation and HMRC guidelines, accounting records, invoices, receipts, and tax filings must be retained for a minimum of 6 years following the end of the relevant tax year or accounting period.

Anti-Money Laundering identity verification records are retained for a minimum of 5 years after the end of the client engagement, after which they are securely destroyed or permanently anonymised in accordance with our data destruction protocol.

8. Your Statutory Data Rights (UK GDPR)

Under UK data protection law, you possess several key rights regarding your personal information:

• Right of Access (Subject Access Request): You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You can request immediate correction of inaccurate or incomplete data.
• Right to Erasure (“Right to be Forgotten”): You may request deletion of your data where statutory retention obligations (e.g. HMRC mandatory records) do not apply.
• Right to Restrict or Object to Processing: You can object to processing based on legitimate interests or request temporary restriction.
• Right to Data Portability: You may request your data in a structured, commonly used machine-readable format.

9. Cookies & Tracking

Our website uses standard essential cookies to ensure secure site navigation, prevent fraud, and optimize loading performance. We do not deploy invasive third-party tracking or advertising cookies without your knowledge.

10. Contact Us & Complaints to the ICO

If you have any questions about this Privacy Policy, wish to exercise any of your data rights, or have concerns regarding how your financial information has been processed, please contact our Data Protection Lead:

MH Accountancy UK – Data Protection Officer
63A Southchurch Road, Southend On Sea, SS1 2NL
Email: info@mhaccountancyuk.com
Phone: 07814 759563

If you are not satisfied with our response, you have the right to lodge a complaint with the UK supervisory authority: the Information Commissioner’s Office (ICO) via ico.org.uk or helpline 0303 123 1113.