Privacy Policy
At IMS Accountancy Services, we are committed to safeguarding your personal data while ensuring your privacy is protected. This Privacy Policy explains how IMS Accountancy Services collects, uses, discloses, and protects your personal information when you engage with our accountancy services.
Note: In this privacy policy, (“we,” “us,” or “our”) refers to IMS, and “you” refers to our clients.
This privacy policy also outlines your rights under UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner’s Office (ICO) for GDPR compliance. Additionally, please note that we also conduct AML checks through third-party providers, which may leave soft footprints on your credit file.
We strongly encourage our website visitors to review this Privacy Policy regularly to stay informed about how we manage your data and your rights regarding it.
By using our services, you acknowledge and agree to the terms set out in this policy.
Information We Collect
We collect and process different types of personal data, depending on the nature of our engagement with you, such as:
Information You Provide to Us
Account and Contact Details
When you engage with our services, we may collect your information, such as your name, email address, phone number, postal address, and other relevant details.
Financial and Payment Information
If you make payments to us, we may collect your financial details, such as your bank account numbers, payment history, and transaction records.
Business Information
If you use our accountancy services for your business, we may collect your company details, tax information, VAT numbers, payroll records, etc.
Documents and Communications
Any documents, invoices, receipts, or tax records you provide are securely stored for compliance and service agreement purposes.
Information Collected Automatically
Usage Data
We may track how you use our website and services, including pages visited, interaction times, and other referral sources.
Device Information
We may also collect details about the device you use when you access our services, such as your IP address, browser type, and operating system.
Cookies and Other Tracking Technologies
We may use cookies and other similar technologies to enhance your browsing experience while gathering analytics. You can manage your cookie preferences through your browser settings.
Information from Third Parties
Regulatory Bodies and HMRC
To ensure compliance with tax regulations and financial reporting obligations.
Credit Reference Agencies
To conduct due diligence and assess financial risk when necessary.
Social Media and External Platforms
If you interact with us via social media or any other third-party platforms, we may also collect your public details associated with your profile.
How We Use Your Information
We use your personal data for various business and legal purposes, which include:
Providing Our Services
Processing your accounting, taxation, and payroll services efficiently.
Regulatory Compliance
Meeting legal obligations, such as tax filing, financial reporting, and anti-money laundering (AML) regulations.
Communication
Responding to inquiries, providing customer support, and sending important updates.
Business Development
Improving our services, website, and client experience through analytics and feedback.
Marketing with Consent
Sending you newsletters, promotions, and other relevant updates (you have the right to opt out at any time).
Fraud Prevention and Security
Detecting and preventing fraudulent activities to ensure the integrity of our services.
How We Share Your Information
We uphold strict confidentiality and do not sell or rent your personal data. However, we may share your information in the following circumstances:
With Regulatory Authorities
We may disclose your data to HMRC, financial regulators, and law enforcement agencies as required by law.
For Legal Protection
Upon request or if required, we may disclose information to protect our rights, property, or safety to comply with legal proceedings.
With Your Consent
We may share your information with third parties if you have given us consent.
Data Security and Retention
We implement strong security measures to protect your data against any unauthorised access, misuse, or loss.
Our security practices include:
Data Encryption
We may use secure encryption protocols to safeguard your sensitive information.
Access Controls
Only authorised individuals have access to your data, based on business requirements.
Secure Storage
Your data is stored on secure servers with industry-standard protection.
Retention Policy
We retain your data only as long as necessary for business, legal, and regulatory purposes. After this period, your data will be securely deleted.
Your Data Protection Rights
Under UK GDPR, you have the following rights regarding your personal data:
Right to Access
You can request a copy of the personal data we hold about you.
Right to Rectification
You can request corrections to inaccurate or incomplete data.
Right to Be Forgotten
You can request deletion of your data if it is no longer necessary.
Right to Restrict Processing
You can ask us to limit how we use your data in certain circumstances.
Right to Data Portability
You can request to receive your data in a structured, commonly used format.
Right to Object
You can object to processing for direct marketing or other legitimate interests.
Right to Withdraw Consent
If we rely on your consent for processing, you can withdraw it at any time.
To exercise any of these rights, please contact us using the details below.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements or our business practices. Any updates will be posted on our website, and significant changes may be communicated directly to you.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:info@imsaccountancy.co.uk.
