Privacy policy

Effective Date: 31 January 2025
Last Updated: 31 January 2025
Your Firm Name: DXE Accountants
Contact Email: info@dxeaccountants.com

1. Introduction

We are committed to protecting your personal data and your privacy. This Privacy Policy explains how we collect, use, store, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all clients and prospective clients who engage with our accounting, payroll, or tax services.

2. Who We Are

DXE Accountants is a data controller under UK data protection laws.
Registered office: 33 Royal Engineers Way, London
Email: info@dxeaccountants.com
Phone: 07475 389123

3. What Data We Collect

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

➤ Personal Identification Information:

  • Full name, date of birth, National Insurance Number

  • Home and business addresses

  • Email address and phone numbers

  • Passport or driver’s licence (for anti-money laundering checks)

➤ Financial and Tax Information:

  • Bank account details

  • Tax reference numbers (e.g., UTR)

  • PAYE records, tax returns, self-assessments

  • VAT registration and submission data

  • Business income and expense records

  • Payroll and pension information

➤ Employment or Business Data:

  • Company registration and financial statements

  • Director/shareholder information

  • Employee NI numbers and salary data

➤ Special Category Data (only if necessary):

  • Health or medical expense details (for tax purposes)

  • Marital status or dependants (for tax credits or allowances)

➤ Technical Data:

  • IP address, browser/device data (if you use our website or client portal)

  • Cookie information (see section 11)

4. Why We Collect Your Data

We process your personal data for the following reasons:

Purpose Lawful Basis (UK GDPR)

Providing accounting, tax, and payroll services Contractual necessity

Submitting documents to HMRC, Companies House. Legal obligation

Verifying identity for compliance (AML/KYC) Legal obligation

Managing our relationship with you Legitimate interest

Sending relevant service updates Legitimate interest or consent

Marketing communications (optional) Consent

5. How We Collect Your Data

We collect data:

  • Directly from you (via email, phone, forms, or meetings)

  • From HMRC or Companies House (if authorised)

  • Via our website or client portal (if used)

  • From third-party financial providers (with your consent)

6. Who We Share Your Data With

We only share your data when necessary, including with:

  • HM Revenue & Customs (HMRC)

  • Companies House

  • Payroll and pension providers

  • Cloud accounting software providers (e.g. Xero, QuickBooks, Sage)

  • Legal or regulatory authorities (if required)

  • IT service providers and data backup systems (under strict agreements)

We do not sell or rent your personal data to any third parties.

7. International Data Transfers

If any third-party services we use (such as cloud software) transfer data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions in accordance with UK GDPR.

8. How Long We Keep Your Data

We keep your data only as long as necessary:

| Type of Data Retention Period

| Accounting and tax records 6 years (as required by HMRC)

| AML identity verification 5 years after end of relationship

| Payroll records 3–6 years depending on type

| Emails and correspondence 6 years, unless longer needed

We securely delete or anonymise data when no longer needed.

9. Your Rights Under UK GDPR

You have the right to:

  • Access your data (Subject Access Request)

  • Request corrections to inaccurate data

  • Request erasure of your data (where lawful)

  • Object to or restrict processing

  • Withdraw consent (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

➤ ICO Contact Details:

Website: https://ico.org.uk
Phone: 0303 123 1113

10. How We Protect Your Data

We take data security seriously and implement technical and organisational measures including:

  • Encryption

  • Access control and password protection

  • Secure cloud-based systems with regular backups

  • Staff training and confidentiality agreements

11. Cookies and Website Usage

If you visit our website, we may use cookies to:

  • Improve your browsing experience

  • Collect anonymised usage statistics

  • Enable secure login to client areas (if applicable)

You can manage cookie preferences in your browser settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be posted on our website and available upon request.

Contact Us

If you have any questions about this policy or how we handle your data, please contact:

DXE Accountants
Email: info@dxeaccountants.com
Phone: 07845 789123