Privacy Policy

1. Introduction

Axiom Accountants and Consultants Limited ("Axiom", "we", "us", "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website or engage us for accounting, tax, payroll, or advisory services.

Our registered office is at 28 Thicket Crescent, Sutton, Surrey, SM1 4QB.

2. Information We Collect

We may collect and process the following categories of personal data:

• Contact details: name, email address, phone number, postal address
• Business information: company name, company number, trading details
• Financial information necessary to provide accounting, tax, payroll, or advisory services
• Identity verification information, in line with our Anti-Money Laundering (AML) obligations
• Website usage data collected via cookies and analytics tools
• Any other information you choose to share with us via our contact form or in correspondence

3. How We Use Your Information

We use your personal data to:

• Provide accounting, tax, bookkeeping, payroll, secretarial, and advisory services
• Respond to enquiries submitted through our website
• Meet our legal and regulatory obligations, including Anti-Money Laundering and HMRC reporting requirements
• Communicate with you about your account, engagement, or enquiry
• Improve our website and services
• Send updates about our services where you have consented to receive them

4. Legal Basis for Processing

We process personal data under one or more of the following legal bases: performance of a contract with you, compliance with a legal obligation (including AML/KYC and tax reporting requirements), your consent (e.g. for marketing communications or website enquiries), and our legitimate interests in operating and improving our practice.

5. Data Sharing

We do not sell your personal data. We may share your information with:

• HMRC and Companies House, as required to deliver our services
• Regulatory bodies, where required by law
• Trusted third-party service providers (e.g. cloud accounting software providers such as Xero, Sage, or QuickBooks) who process data on our behalf under appropriate data processing agreements
• Professional advisers, where necessary to deliver our services

6. Data Retention

We retain personal and financial data for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. As an accounting practice, we are generally required to retain client financial records for a minimum of 6 years in line with HMRC requirements.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, including secure cloud storage, access controls, and encryption where appropriate.

8. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request erasure of your data, where applicable
• Object to or restrict certain processing
• Request data portability
• Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, please contact us via our Contact page. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Cookies

Our website may use cookies to improve your browsing experience and analyse site traffic. You can control cookie preferences through your browser settings.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date.