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PRIVACY POLICY

Effective Date: [21/01/2026]
Last Reviewed: [21/01/2026]
 

This Privacy Policy explains how ALN Accountants collects, uses, stores, and protects personal data when you visit our website www.alnaccountants.co.uk, engage our services, or otherwise interact with us.

We are committed to protecting personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR)

  • The Data Protection Act 2018

  • Guidance issued by the Information Commissioner’s Office (ICO)

  • The AAT Code of Professional Ethics, including confidentiality and professional behaviour obligations

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1. Data Controller

For the purposes of data protection legislation, ALN Accountants is the data controller.

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Email: aln.accuk@gmail.com
 

Telephone: 07450 785756
 

If you have any questions about this Privacy Policy or how we process personal data, please contact us using the details above.

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2. Our Professional and Regulatory Obligations

We are an accounting firm regulated by the Association of Accounting Technicians (AAT). As such, we are required to comply with professional, ethical, and regulatory standards, including obligations relating to confidentiality, integrity, professional behaviour, and data protection.

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In the course of our professional activities, we are required to:

  • Act with integrity and professionalism

  • Maintain the confidentiality of client and third-party information

  • Protect personal data in accordance with applicable data protection legislation

  • Comply with anti-money laundering (AML) and counter-terrorist financing legislation

  • Maintain accurate and complete records

  • Cooperate with regulators and supervisory authorities

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Cooperation with Regulators and AAT (Disciplinary Matters)

As part of our professional and regulatory obligations, we may be required to disclose personal data to regulatory or supervisory authorities where such disclosure is necessary to comply with applicable laws, regulations, or professional standards.

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This includes cooperation with the Association of Accounting Technicians (AAT) in connection with, but not limited to:

  • Practice assurance reviews

  • Monitoring visits

  • Investigations

  • Disciplinary or regulatory proceedings

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Any disclosure of personal data in this context will be made only where lawful and necessary and will be limited to the minimum personal data required for the relevant purpose.

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All personal data shared in connection with regulatory or disciplinary matters will be handled in accordance with UK data protection legislation and the AAT Code of Professional Ethics, including the principles of confidentiality, integrity, and professional behaviour.

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3. Scope of This Privacy Policy

This Privacy Policy applies to:

  • Website visitors

  • Clients and prospective clients

  • Individuals whose personal data we process in the course of providing accounting, bookkeeping, payroll, tax, or advisory services

  • Business contacts, suppliers, and professional advisers

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4. Personal Data We Collect

4.1 Personal Data You Provide

We may collect and process the following personal data:

  • Full name and title

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

  • Date of birth

  • National Insurance number

  • Unique Taxpayer Reference (UTR)

  • VAT registration details

  • Bank account details

  • Payroll and employment information

  • Financial records and transaction data

  • Identification documents (e.g. passport, driving licence)

  • Information required for anti-money laundering (AML) and client due diligence (CDD) checks

  • Correspondence and communications

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4.2 Automatically Collected Data

When you visit our website, we may collect:

  • IP address

  • Browser type and version

  • Device and operating system information

  • Pages visited and time spent on the site

  • Referring websites

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5. Special Category and Criminal Offence Data​

Where necessary, we may process special category personal data or data relating to criminal convictions and offences, particularly where required for:

  • Payroll and employment services

  • Pension administration

  • Regulatory and AML compliance

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Such data is processed only where lawful and subject to strict confidentiality and security controls, in line with UK GDPR and AAT ethical requirements.

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6. Lawful Bases for Processing

We process personal data under one or more of the following lawful bases:

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6.1 Contractual Necessity

Processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.

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6.2 Legal Obligation

Processing is required to comply with legal or regulatory obligations, including:

  • HMRC regulations

  • Anti-money laundering legislation

  • Accounting and tax record-keeping requirements

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6.3 Legitimate Interests

Processing is necessary for our legitimate business interests, provided these do not override your rights and freedoms. This includes:

  • Managing and operating our practice

  • Preventing fraud and financial crime

  • Maintaining professional standards

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6.4 Consent

Where required, we rely on your consent, particularly for:

  • Marketing communications

  • Non-essential website cookies

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Consent may be withdrawn at any time.

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7. How We Use Personal Data

We use personal data to:

  • Provide bookkeeping, accounting, payroll, tax, and advisory services

  • Meet our obligations under AAT rules and ethical standards

  • Verify identity and comply with AML regulations

  • Communicate with clients and respond to enquiries

  • Maintain accurate business and statutory records

  • Improve our website and services

  • Send marketing communications (where permitted)

  • Protect our legal and professional interests

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8. Confidentiality

We treat all client information as confidential and handle it in accordance with:

  • UK data protection law

  • The AAT Code of Professional Ethics

  • Our internal confidentiality and data protection procedures

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Personal data will not be disclosed unless legally permitted or required.

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9. Marketing Communications

We may send marketing communications where:

  • You have provided explicit consent, or

  • We are permitted to do so under the Privacy and Electronic Communications Regulations (PECR)

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You can opt out at any time.

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10. Data Sharing

We may share personal data with:

  • HMRC and other government bodies

  • Regulatory authorities (including AAT where required)

  • Banks and financial institutions

  • Software and IT service providers

  • Payroll, pension, and benefits providers

  • Professional advisers (e.g. insurers, solicitors)

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All third parties are required to protect personal data and act in compliance with UK GDPR.

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11. Data Processors

Where third-party processors are used, we have written agreements in place to ensure appropriate safeguards and compliance with data protection legislation.

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12. International Data Transfers

Where data is transferred outside the UK, appropriate safeguards are implemented, including:

  • UK adequacy regulations

  • International Data Transfer Agreements (IDTAs)

  • Approved contractual safeguards

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13. Data Retention

We retain personal data only for as long as necessary. In many cases, accounting and tax records are retained for a minimum of six years, or longer where required by law or regulation

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Data is securely deleted or anonymised once no longer required.

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14. Data Security

We use appropriate technical and organisational measures to protect personal data, including:

  • Access controls

  • Secure systems and cloud software

  • Encryption where appropriate

  • Staff training and confidentiality obligations

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15. Cookies

Our website uses cookies to ensure functionality and improve user experience. You can manage cookies through your browser settings or our cookie banner.

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16. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request rectification

  • Request erasure

  • Restrict processing

  • Object to processing

  • Data portability

  • Withdraw consent

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Requests can be made by contacting info@alnaccountants.co.uk. We will respond within one month.

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17. Complaints

If you are unhappy with how your personal data has been handled, you may contact us directly. You also have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk

Telephone: 0303 123 1113

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18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website.

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