Privacy Policy

At On Time Accounts, we are committed to transparency and integrity in how we collect, use, and protect your personal data. This Privacy Policy outlines your rights and our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


Your Data Protection Rights

You have the right to:

  • Withdraw consent to marketing communications at any time.
  • Request access to your personal data (Article 15 UK GDPR).
  • Object to or restrict certain types of processing (Articles 18 and 21 UK GDPR).
  • Request the rectification or erasure of your data, where applicable (Articles 16 and 17 UK GDPR).
  • Lodge a complaint with the Information Commissioner’s Office (ICO).


Scope of this Policy

This policy applies to all users of the On Time Accounts website and clients engaging with us via any communication method. By using our website or services, you accept the terms described herein.


Who We Are

On Time Accounts Ltd is a UK-registered accountancy firm. In this Privacy Policy, “we”, “our” or “us” refers to On Time Accounts Ltd.

We act as a Data Controller when determining the purposes and means of processing personal data in the course of providing accountancy and related services.


Data We Collect

We may collect the following categories of personal data:

  • Identity Data: Names, date of birth, national insurance numbers, and ID documentation.
  • Contact Data: Postal addresses, email addresses, and phone numbers.
  • Financial Data: Bank account details, income and expenditure, HMRC references.
  • Technical Data: IP address, browser type, device data, and interaction with our website.
  • Professional Data: Employment or business-related information, tax references.
  • Communication Data: Records of your correspondence with us.
  • Marketing Data: Your preferences regarding marketing communications.


How We Collect Your Data

We collect data through:

  • Direct Interactions: Through phone calls, meetings, emails, or online forms.
  • Automated Technologies: Including cookies and server logs when visiting our website.
  • Third Parties: Referrals, public sources (e.g., Companies House), or data processors acting on our behalf.


Lawful Basis for Processing

We process your personal data based on one or more of the following legal grounds:

  • Contractual necessity: To provide accountancy services.
  • Legal obligation: To comply with tax, audit, and anti-money laundering laws.
  • Legitimate interests: For internal business administration and fraud prevention.
  • Consent: For sending you marketing communications (you can withdraw consent at any time).


Data Sharing

We may share your data with:

  • Our Staff and Contractors: Who are under confidentiality obligations.
  • Third-Party Service Providers: Such as IT support, secure cloud storage, and payment processors.
  • Regulatory Bodies and Authorities: Including HMRC and Companies House, as required by law.

Where third-party service providers process personal data on our behalf, we ensure that appropriate contractual safeguards are in place in accordance with Article 28 UK GDPR.


International Data Transfers

We will only transfer personal data outside the UK/EU where:

  • There is an adequacy decision by the UK Government or the European Commission; or
  • Appropriate safeguards (e.g., Standard Contractual Clauses) are implemented in line with Articles 44–49 of the UK GDPR.


Data Retention

We retain personal data for as long as necessary to fulfil the purposes we collected it for, including:

  • Client records: Retained for a minimum of 6 years following termination of services, in accordance with HMRC guidelines.
  • Marketing preferences: Retained until you withdraw your consent.


Security of Your Data

We apply appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access (Article 32 UK GDPR).


Contact Details

If you have any questions or concerns about your personal data or this policy, please contact:


On Time Accounts Ltd

Email: victoria@ontimeaccounts.co.uk

Phone: 07837 227 176


You may also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk or 0303 123 1113.


Last Updated: 22nd April 2025

Author: Chris Brady