Who we are
HCA Accountants Ltd (company number 06208449), Park House, Wilmington Street, Leeds, LS7 2BP. We are the controller of the personal information in this notice. We are registered with the Information Commissioner’s Office (registration number ZA552883). For any privacy question or request, email ask@hca-accountants.com, call 0113 460 1786 or write to us.
What we collect
- If you contact us or use our website: your name, contact details, your message, and basic technical details such as your network address.
- If you are a client: what we need for your accounts, tax, VAT, payroll and other work, and your portal login details.
- For identity checks: proof of who you are and where you live, and details about you, your business, its owners and directors, and anyone who gives us instructions. We also check public records, such as Companies House. Software may help us prepare these checks, but a person at HCA always reviews and decides.
- If we run your payroll: your employees’ details and pay. For that information you are in charge (the controller) and we act on your instructions.
Why we use it
- To answer you and do the work you ask for: to take steps you ask for and to carry out our contract with you.
- To meet our legal duties, such as tax and anti-money-laundering law.
- Identity checks: we use this information only to prevent money laundering and terrorist financing, unless another law allows it or you agree. The law treats these checks as a task in the public interest. If you do not give us what we need, we cannot act for you.
- To keep our website and portal safe, and to count website visits without cookies: our legitimate interest.
- Finn, our website assistant, uses software to answer general questions. Please do not type personal details into it. We keep questions and answers for 90 days, with contact details and reference numbers removed.
Who we share it with
Only as far as needed: HMRC, Companies House and other authorities; our professional body, the IFA, when it reviews our work; our screening company and the software and IT providers who help us; and others where the law requires, such as the National Crime Agency. We do not sell your information or use it for marketing.
How long we keep it
- Enquiries that do not lead to work: up to 24 months after our last contact.
- Client records: 6 years after we stop acting for you, or longer if the law requires.
- Identity check records: 5 years after we stop acting for you, or 7 years for Companies House identity checks. If we do not take you on, we keep only your name, the date and the reason, for 5 years.
Cookies
We use only the cookies and browser storage needed to run the website and keep you signed in to the portal. No advertising or tracking cookies.
Your rights
You can ask for a copy of your information, and ask us to correct it, delete it, limit how we use it, or move it. You can object to how we use it. Some rights are limited for identity checks where the law requires. To make a request or complaint, use our online form or email us. We reply within one month. If you are unhappy, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes
We update this notice when the way we handle information changes.