Privacy Notice

Xenia Accountants is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services or interact with us.

Xenia Accountants Ltd

Address: Unit 9 North West Business Park, 1 Servia Hill, Servia Hill, Leeds, England, LS6 2QH
Email: info@xeniaaccountants.co.uk
Telephone: 0113 547 2981

For the purposes of data protection law, Xenia Accountants is the Data Controller of your personal data.

We may collect and process the following personal data:

a) Information you provide to us

• Name, address, email address, and telephone number
• Date of birth and National Insurance number
• Business details (company name, registration number, VAT number)
• Financial information (income, expenses, bank details, tax records)
• Identification documents (e.g. passport or driving licence) for AML purposes

b) Information collected automatically

• IP address
• Browser type and version
• Pages visited on our website (via cookies – see section 9)

We use your personal data to:

• Provide accounting, tax, payroll, and advisory services
• Comply with legal and regulatory obligations (e.g. HMRC, AML regulations)
• Communicate with you about your account or our services
• Improve our services and website
• Send important administrative information

We do not sell your data to third parties.

Under UK GDPR, we rely on the following lawful bases:

• Contract – to deliver services you have engaged us for
• Legal obligation – to comply with tax, accounting, and AML laws
• Legitimate interests – to run and improve our business
• Consent – where explicitly required (e.g. marketing communications)

We may share your data with:

• HM Revenue & Customs (HMRC)
• Regulatory bodies or law enforcement when legally required
• Trusted third-party service providers (e.g. cloud accounting software, IT providers)

All third parties are required to keep your data secure and confidential.

We take appropriate technical and organisational measures to protect your data, including:

• Secure systems and access controls
• Encrypted digital storage where appropriate
• Staff training on data protection

We only retain your data for as long as necessary to meet legal, regulatory, and business requirements.

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure of your data (where applicable)
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

To exercise your rights, contact us using the details above.

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk
Telephone: 0303 123 1113

Our website may use cookies to improve functionality and user experience. You can control cookies through your browser settings.

We may update this Privacy Policy from time to time. Any changes will be published on our website with an updated revision date.