Privacy Policy
OD Accountants is a chartered management accounting firm based in London. This policy explains what personal data we collect, why we process it, and what your rights are. It is written to comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are and what this policy covers
OD Accountants (legal name to be confirmed — see footer) is registered in England and Wales under company number 04902704. We act as the data controller for the personal data described in this policy, meaning we determine how and why that data is processed. This policy applies to personal data we collect from clients, prospective clients and website visitors. It does not cover the data practices of third-party websites we may link to. This policy was last reviewed on 28 May 2026 and we recommend checking back periodically for updates.
What personal data we collect
We collect personal data in three main ways: directly from you, automatically when you use our website, and occasionally from third-party sources.
Information you give us
When you contact us, complete a form, book a call or engage us as your accountant, we collect information including your name, email address, phone number, business name, job title and correspondence. Once engaged, we also hold the financial records, company information, payroll data and tax details necessary to deliver the services you have instructed us to provide.
Information collected automatically
Our website collects certain data automatically when you visit, including your IP address, browser type, device information, pages viewed and referral source. This is collected through cookies and analytics tools. We use this data to understand how visitors use the site and to improve it. Please read our Cookies Policy at /cookies-policy/ for full details of the cookies we use and how to manage them.
Information from third parties
We may receive personal data about you from third-party sources in the course of providing our services. These include Companies House, HMRC, accounting software platforms, and — where relevant to client engagements — from banks, lenders or other professional advisers. We only use such information to the extent necessary to carry out the services you have instructed, or to meet our legal obligations.
Why we process your data
We only process personal data where we have a valid lawful basis under UK GDPR; the basis that applies depends on the type of processing involved.
To provide our services (Contract)
Where you are a client, we process your personal data because it is necessary to perform the contract between us. This includes preparing and filing accounts, submitting tax returns to HMRC, processing payroll, handling Companies House filings, and providing any other services you have specifically engaged us to carry out on your behalf.
To meet our legal obligations (Legal obligation)
As a regulated accounting firm, we are required by law to retain certain records. This includes obligations under the Money Laundering Regulations 2017 (MLR 2017), HMRC reporting requirements, statutory filing obligations and, where applicable, co-operating with regulatory or supervisory bodies. We process data to meet these obligations regardless of any other basis.
To run and improve our business (Legitimate interests)
We process some personal data on the basis of our legitimate interests, including maintaining client records, conducting website analytics, improving our services and ensuring the security of our systems. We have assessed that these interests are not overridden by your rights. You may object to this processing at any time — see the section on your rights below.
Where you have agreed (Consent)
Where we send marketing communications to prospective clients, or use non-essential cookies, we do so only where you have given your consent. You may withdraw your consent at any time by contacting us at info@odaccountants.co.uk or by using the unsubscribe link in any marketing email. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.
Who we share your data with
We only share personal data with third parties where it is necessary to deliver our services, meet a legal obligation, or protect a legitimate interest.
We do not sell personal data to third parties. We do not share it for commercial purposes unrelated to the services you have engaged us to provide. Any third party we work with is required to handle personal data appropriately and in accordance with UK data protection law.
HMRC and Companies House
We submit personal and financial data to HMRC and Companies House as required to fulfil statutory obligations on your behalf. This includes Self Assessment returns, Corporation Tax filings, confirmation statements and any other regulatory submissions that form part of our engagement.
Software and cloud service providers
We use cloud accounting software and associated SaaS platforms to deliver our services. Your data may be processed by these providers as data processors acting on our instruction. We take steps to ensure any software provider we use offers appropriate data protection safeguards.
Professional advisers
We may share relevant data with solicitors, auditors, insurers or other professional advisers where necessary in connection with a specific client engagement or to protect our legitimate legal and professional interests. Such sharing is on a need-to-know basis only.
Regulatory and legal authorities
We may disclose personal data to our supervisory body, law enforcement agencies or a court where required by law or a binding legal order. This includes co-operating with investigations under the Money Laundering Regulations 2017 where applicable.
International data transfers
Some of the cloud software and hosting providers we use may store or process data on servers located outside the United Kingdom, including within the European Economic Area (EEA) and in other countries such as the United States. Where data is transferred outside the UK, we take steps to ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement (IDTA) or reliance on the UK government's adequacy regulations for the EEA. If you would like more information about the safeguards that apply to any specific transfer, please contact us at info@odaccountants.co.uk.
How long we keep your data
We keep personal data only for as long as is necessary for the purpose it was collected, subject to any legal minimum retention periods that apply.
Client records
We retain client records — including financial data, correspondence and identity verification documents — for a minimum of six years after the end of the client engagement, in line with the Money Laundering Regulations 2017. Tax-related records may be kept for up to seven years to meet HMRC requirements.
Prospect and enquiry data
If you contact us but do not become a client, we will retain your details for up to 24 months from our last meaningful contact. After this period your data will be deleted or anonymised unless you have separately given us consent to contact you for marketing purposes.
Website analytics data
Analytics data collected automatically through our website is retained in accordance with the default settings of the analytics platform in use, typically up to 26 months, after which it is aggregated or deleted. This data is not used to identify individuals directly.
Marketing consent records
Where we rely on your consent to send marketing communications, we retain a record of that consent for as long as it remains active and for two years thereafter, in order to demonstrate compliance with our obligations under the Privacy and Electronic Communications Regulations (PECR).
Your rights under UK GDPR
UK GDPR gives you a set of statutory rights in relation to your personal data. These rights apply to personal data we hold about you and can be exercised free of charge in most cases.
Right to be informed
You have the right to be told how your personal data is being used. This privacy policy is how we fulfil that obligation. If anything is unclear, please contact us and we will explain further.
Right of access
You have the right to request a copy of the personal data we hold about you. This is known as a Subject Access Request (SAR). We will respond within one calendar month of receiving your request and verifying your identity.
Right to rectification
If any personal data we hold about you is inaccurate or incomplete, you have the right to ask us to correct it. We will act on a valid request within one month, or let you know if we need more time.
Right to erasure
You may ask us to delete your personal data in certain circumstances — for example, where it is no longer needed for the purpose it was collected. This right is subject to exceptions, including where we are legally required to retain records under the Money Laundering Regulations 2017 or for HMRC compliance.
Right to restrict processing
You can ask us to pause processing of your data in certain situations — for example, while you challenge its accuracy or while we assess an objection you have raised. Restricted data will continue to be stored but will not otherwise be used.
Right to data portability
Where we process your data by automated means on the basis of your consent or a contract, you have the right to receive a copy of that data in a structured, commonly used and machine-readable format so that it can be transferred to another provider.
Right to object
You have the right to object to processing based on our legitimate interests or for direct marketing purposes. Where you object to direct marketing, we will stop that activity immediately. For other legitimate-interests processing, we will consider and respond to your objection.
Rights related to automated decision-making
UK GDPR gives you rights where decisions are made about you solely by automated means and have a significant effect on you. OD Accountants does not currently use automated decision-making or profiling of this kind, so this right is unlikely to apply in most circumstances.
How to exercise your rights
To exercise any of these rights, please contact us by email at info@odaccountants.co.uk, clearly stating the right you wish to exercise and providing enough information for us to identify you. We will respond within one calendar month. Where a request is complex or multiple, we may extend this by a further two months, in which case we will let you know. There is no charge for most requests.
How we protect your data
We apply appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss or destruction. Our website uses HTTPS encryption for data in transit. Access to client files and accounting systems is restricted to authorised personnel and protected by access controls and strong authentication practices. We use reputable cloud providers that apply encryption to data at rest. Staff are made aware of their data protection responsibilities. We have processes in place to detect and respond to a personal data breach, including notifying the ICO and affected individuals where required by UK GDPR. We review our security arrangements periodically to ensure they remain proportionate to the risks involved.
Cookies
Our website uses cookies — small files placed on your device — to make the site work, to understand how visitors use it, and where you have given consent, for analytics purposes. You can control non-essential cookies through our cookie consent tool. For full details of the cookies we use, their purposes and how to manage them, please read our Cookies Policy at /cookies-policy/.
Children's data
Our services are designed for businesses and their representatives. We do not knowingly collect or process personal data from anyone under the age of 18. If you believe we have inadvertently collected data from a person under 18, please contact us at info@odaccountants.co.uk and we will take steps to delete it promptly.
Changes to this policy
We may update this privacy policy from time to time to reflect changes in our practices, technology or legal requirements. When we do, the last reviewed date at the top of this page will be updated. Where changes are material, we will take reasonable steps to notify existing clients directly, for example by email.
How to contact us
You can reach us for any data protection query using the details below.
If you have a question about how we handle your personal data, wish to exercise a data subject right, or want to raise a concern, please contact us by email in the first instance. We aim to resolve all data queries promptly and in any event within the timescales required by UK GDPR.
- Data queries
- info@odaccountants.co.uk — We will acknowledge your request promptly and respond in full within one calendar month, as required by UK GDPR.
- Data controller
- [TODO: confirm registered legal name (likely OD Accountants Ltd or similar)]
- Registered address
- Suite 310, The Pillbox, London, E2 6GG
- Companies House
- 04902704
- ICO registration
- [ICO registration number — to be added]
Complaints to the ICO
If you are not satisfied with how we have handled your personal data or responded to your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), which is the UK's independent supervisory authority for data protection. You can contact the ICO at: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Telephone: 0303 123 1113. Website: https://ico.org.uk/make-a-complaint/. We would, however, welcome the opportunity to address any concern directly before you contact the ICO.