Privacy Policy

ABOUT US

Accounting Solutions is a trading name of Blue Cloud Accounting Solutions Limited. Blue Cloud Accounting Solutions Limited is a limited company registered in England and Wales under company number 04211077 with our registered office being; 128 Saltergate, Chesterfield, Derbyshire, S40 1NG.

PURPOSE OF THIS NOTICE

This notice describes how we collect and use personal data about you, in accordance with the UK General Data Protection Regulation (GDPR), the Data Protection Act (1998 OR 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.

This notice was last updated on 27/10/2025.

SHORT FORM

Accounting Solutions are the data controllers. The firm’s Data Protection Officer is Richard Boulter and can be contacted via email at richard.boulter@accounting-solutions.biz

We collect the data primarily from information you give us, and we may source addition information from:

Your customers, suppliers, other advisers and or your employer / colleagues
Electoral Register
Credit Reference Agencies
Local Authorities
HMRC
LinkedIn, Facebook and other suitable electronic platforms

We use your personal data to set up and manage our relationship, to carry out required checks, to meet professional obligations and to comply with the law. This may include informing HMRC, your employer, your spouse/partner, the police and others.

Your data is stored on the systems we use including cloud-based systems. On some occasions, we may have to use services outside of the United Kingdom or EU. When this occurs, we will put in place all measures required by law.

We share data with our insurers, external parties we use to provide us with services and various local and national authorities.

We keep your data for the period we have a relationship with you plus 7 years unless there are reasons to retain it for longer.

You have the right of access to data, to rectify it, challenge or block its use, to its erasure, move it to another provider and to withdraw consent. You can access these rights by contacting us above.

We do not use automated profiling.

LONG FORM

Introduction

The Data Protection Act 2018 (“DPA 2018”) and the General Data Protection Regulation (“GDPR”) impose certain legal obligations in connection with the processing of personal data.

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.

We have appointed a Data Protection Officer and a Data Protection Point of Contact. The Data Protection Officer has overall responsibility for Data Protection, and the Data Protection Point of Contact 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 by emailing richard.boulter@accounting-solutions.biz

HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We will process your information under any of the following lawful conditions:

Legal obligation

This is where the collection and processing of your data is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention:

To fulfil our obligations under relevant laws in force from time to time (e.g. the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (“MLR 2017”)).
To comply with professional obligations laid down by our regulatory body.
To use in the investigation and/or defence of potential complaints, disciplinary proceedings and legal proceedings.
To enable us to invoice you for our services and investigate/address any attendant fee disputes that may have arisen.
To contact you about other services we provide which may be of interest to you if you have consented to us doing so.
(As part of our Anti Money Laundering Policy, (AML), we will carry out an electronic identity check to verify your identity and or that of your organisation. The checks are performed by reputable credit referencing agencies, such as Experian. In performing our checks, a soft footprint may be placed on your credit file confirming that we ran an electronic ID check to verify your identity. Soft footprints do not impact your credit rating)

Performance of a contract

We may process your personal data for purposes necessary for the performance of our contract with you, your employer, or our clients.

We may process your personal data for the purposes necessary for the performance of our contract with our clients. This may include processing your personal data where you are an employee, subcontractor, supplier or customer of our client.

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for marketing, business development, statistical and management purposes.

We may process your personal data for certain additional purposes with your consent, and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which we will use your personal data

We may use your personal data in order to:

Carry out our obligations arising from any agreements entered into between you, or your employer, or our clients and us (which will most usually be for the provision of our services);
Carry out our obligations arising from any agreements entered into between our clients and us (which will most usually be for the provision of our services) where you may be a subcontractor, supplier or customer of our client;
Provide you with information related to our services and our events and activities that you request from us or which we feel may interest you, provided you have consented to be contacted for such purposes or there is a legitimate interest;
Seek your thoughts and opinions on the services we provide; and
Notify you about any changes to our services.

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you. Alternatively, we may be unable to comply with our legal or regulatory obligations.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

HOW WE MAY COLLECT YOUR PERSONAL DATA

We may 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 or our clients 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
Nade available from third parties and/or publicly available resources (for example, from your employer or from Companies House)

THE KIND OF INFORMATION WE HOLD ABOUT YOU

The information we hold about you may include the following:

Your personal details (such as your name and/or address);
Details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
Details of any services you have requested and or received from us;
Our correspondence and communications with you;
Information about any complaints and enquiries you make to us;
Information from research, surveys, and marketing activities;
Information we receive from other sources, such as publicly available information, information provided by your employer or our clients.
Information regarding your taxable income and expenditure
If you have trading receipts, information regarding your financial transactions

DATA SHARING

Why might you share my personal data with third parties?

We will share your personal data with third parties where we are required by law, where it is necessary to administer the relationship between us or where we have another legitimate interest in doing so.

Which third-party service providers process my personal data?

“Third parties” includes third-party service providers and other entities within our group. The following activities are carried out by third-party service providers: IT and cloud services, professional advisory services, administration services, marketing services, banking services and ad hoc work in our standard service lines.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

What about other third parties?

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with the law.

DATA RETENTION

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected or in compliance with other legislation.

When assessing what retention period is appropriate for your personal data, we take into consideration:

The requirements of our business and the services provided;
Any statutory or legal obligations;
The purposes for which we originally collected the personal data;
The lawful grounds on which we based our processing;
The types of personal data we have collected;
The amount and categories of your personal data; and
Whether the purpose of the processing could reasonably be fulfilled by other means.

Generally, whilst ever a relationship exists between Accounting Solutions and “a client”, all data gathered during the relationship will be retained. Upon cessation of a relationship exists between Accounting Solutions and “a client”, all data gathered will be destroyed 7 years from the date the business relationship ended.

You are responsible for retaining information that we send to you (including details of capital gains base costs and claims and elections submitted) and this will be supplied in the form agreed between us. Documents and records relevant to your tax affairs are required by law to be retained by you as follows:

 Individuals, sole traders, trustees and partnerships

 with trading or rental income: five years and 10 months after the end of the tax year;
 otherwise: 22 months after the end of the tax year.

Companies, LLPs and other corporate entities

 six years from the end of the accounting period.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
Request correction of the personal data that we hold about you.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal data to you or another data controller if the processing is based on consent, carried out by automated means and this is technically feasible.

If you want to exercise any of the above rights, please email our data protection point of contact richard.boulter@accounting-solutions.biz

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email info@accounting-solutions.biz

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

TRANSFERRING PERSONAL DATA OUTSIDE THE EUROPEAN ECONOMIC AREA (EEA)

We use servers in the UK/EEA to process your personal data.

We may transfer the personal data we collect about you to the USA which is outside of the EEA in order to perform our contract with you. This may happen if you use Cloud software, or we choose to do so in performing our contract with you.

There is an adequacy decision, made by the European Commission, in relation to the USA which entities can adopt in order that they are deemed to provide an adequate level of protection for your personal information for the purpose of the Data Protection Legislation.

Where relevant, we have obtained written confirmation from the software providers, that they have in place equivalent security measures to those applicable in the EU and have ensured that our contract with the software providers contain E.U. model data protection clauses.

Should you require further information about this please contact us using the contact details outlined below.

DATA SECURITY

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on and in accordance with our instruction and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

CHANGE OF PURPOSE

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is compatible with the original purpose.

Should it be necessary to use your personal data for a new purpose, we will notify you and communicate the legal basis which allows us to do so before starting any new processing.

CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be provided to you on our website http://accounting-solutions.biz/privacy-policy.

CONTACT US

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Point of Contact Richard Boulter, or telephone 01246 202735.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. Details of The ICO’s contact information may be found at: www.ico.org.uk

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