Privacy and Cookies

At Citiline Accountants, we are committed to safeguarding the privacy and confidentiality of our clients, website visitors, and stakeholders. This Privacy and Cookies Policy outlines how we collect, use, store, and protect your personal data, in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable laws.

What type of personal data will we collect from you?

The personal data we collect depends on your relationship with us and the services you use. This may include, but is not limited to:

• Full name, title, and contact information (email address, phone number, postal address)
• Identification documents (e.g., passport, driving licence, utility bills) for KYC verification
• Employment history, qualifications, and business affiliations (e.g., Companies House details)
• Bank details and financial records for accounting, payroll, or tax advisory services
• National Insurance number, Unique Taxpayer Reference (UTR), and VAT registration numbers
• Information about your business activities and financial transactions
• Website usage data such as IP address, browser type, and referral source (via cookies and analytics)

On what basis can we process your personal data?

We only process your data where we have a lawful basis to do so, including:

• Contractual necessity: To deliver the services you have engaged us for
• Legal obligation: To comply with our responsibilities to HMRC and other regulatory bodies
• Legitimate interests: To improve our services, prevent fraud, or respond to enquiries
• Consent: When you agree to receive marketing updates or participate in optional services

Personal data collection from or about others

In some cases, you may provide us with personal data relating to third parties — for example, company directors, employees, or business partners. When you share such information, you confirm that you have the necessary legal authority and consent to do so, and that you will ensure the individuals concerned are made aware of this privacy policy.

What are we going to do with your personal data?

Your personal data is used for the following purposes:

• To verify your identity and assess your eligibility for services
• To perform statutory compliance checks, such as anti-money laundering (AML) and fraud prevention
• To provide tax advice, financial planning, payroll services, and general business support
• To communicate with you effectively and respond to your queries or instructions
• To prepare statutory accounts, tax returns, and regulatory filings
• To maintain accurate internal records and ensure business continuity
• To deliver updates, insights, and service notifications when applicable

How long do we keep your personal data?

We retain your personal data only for as long as necessary to fulfil the purposes outlined above, including for satisfying legal, regulatory, accounting, or reporting obligations. Typically, client-related data is kept for a minimum of six years after the end of the business relationship, unless otherwise required or permitted by law.

Who your personal data will be shared with

We may share your data with trusted third parties where it is necessary for service delivery or legal compliance. This may include:

• HM Revenue & Customs (HMRC), Companies House, and other government authorities
• Cloud-based accounting software providers (e.g., Xero, QuickBooks) and IT service providers
• Professional advisers such as lawyers, auditors, and consultants
• Banking institutions, where necessary to process payments or verify details
• Compliance screening and identity verification platforms

All third-party recipients are required to adhere to data protection standards consistent with this policy.

Controlling your data

You have the right to:

• Request access to your personal data and receive a copy
• Request correction of any inaccurate or incomplete data
• Request deletion of your data when no longer necessary
• Object to or restrict specific types of data processing
• Withdraw consent at any time where processing is based on consent
• Lodge a complaint with the Information Commissioner's Office (ICO)

Security of your personal data

We implement robust security measures to protect your data, including encryption, firewalls, password protection, secure data backups, and staff confidentiality agreements. Access to your data is restricted to authorised personnel only.

Cookies

Our website uses cookies to enhance user experience, track site usage, and deliver relevant content. Cookies are small text files stored on your device. You can manage or disable cookies through your browser settings; however, some features of our site may not function properly if cookies are disabled.

Analytics

We use Google Analytics and similar tools to understand how visitors interact with our website. These services collect data such as pages visited, time spent on site, and device/browser types. All data is anonymised and used strictly for performance analysis and service improvement.

Contact Us

If you have any questions about this policy, wish to exercise your data rights, or need further clarification, please contact us:

Phone: 01582 514 988
Address: Citiline Accountants, 51 Cardiff Road, Luton, Bedfordshire, LU1 1PP