Privacy notice

This notice explains what personal data we collect, how and why we use it, and the rights available to you. It covers visitors, prospective clients, and existing clients of K&R Accountants Ltd.

1. Who we are

K&R Accountants Ltd (registered in England and Wales 09257701) is the controller of your personal data. Our registered office is Linden House, 1st Floor Suite, 95 Trentham Road, Dresden, Stoke-on-Trent, Staffordshire, ST3 4EG.

2. Data we collect

Prospects and enquiries

Contact details such as name, email, phone, and address.
Services you are interested in, preferred start dates, and manager preferences.
Any additional notes you provide when requesting a quote or meeting.

Onboarding and AML checks

Identification documents (passport, driving licence) and proof of address.
Business records, tax references, PAYE, VAT, and company information.
Notes from our correspondence and verification checks carried out to meet regulatory duties.

We may also collect information from Companies House, HMRC, referral partners, or public sources to corroborate identities and prevent fraud.

3. How and why we use your data

We only use personal data when a lawful basis applies. Our core purposes include:

Providing quotes and onboarding - contact details, service requirements, company information (Contract: Article 6(1)(b)).
Accounting, tax, and advisory services - financial records, payroll information, correspondence (Contract; legal obligation).
Anti-money laundering (AML) checks - identification documents, proof of address, verification results (Legal obligation, Money Laundering Regulations).
IT and security monitoring - login data, IP addresses, audit logs (Legitimate interests: security and fraud prevention).
Marketing communications - email, SMS, and phone preferences plus consent records (Consent, optional opt in).

4. Who we share data with

We only disclose data where it is necessary and proportionate. Typical recipients include:

HMRC, Companies House, regulators, or law enforcement when required.
Identity verification and AML service providers.
IT and cloud suppliers (email, document storage, CRM, accounting platforms) acting under contract as processors.
Banks, payment processors, or professional advisers such as solicitors and insurers where engagements demand it.

If we restructure, merge, or sell assets, we may share data with prospective buyers under confidentiality agreements.

5. International transfers

Most data is stored in the UK. Where services operate outside the UK (such as secure cloud hosting) we use appropriate safeguards, including the UK International Data Transfer Agreement or adequacy decisions, to keep your rights protected.

6. How long we keep your data

Prospect and enquiry data: up to 12 months from the last contact.
Client records: at least 6 years after an engagement ends (longer where tax law requires).
AML and KYC documentation: 5 years after the business relationship ends, in line with the Money Laundering Regulations.
Marketing consent records: until you withdraw consent.

7. Your rights

Email admin@kraccountants.com to exercise your data protection rights. These include:

Access and correction - request a copy of your personal data or ask us to correct inaccuracies.
Erasure and restriction - ask us to delete data or limit how it is used, where the law allows.
Portability and objection - receive your data in a portable format or object to processing based on legitimate interests.
Consent and complaints - withdraw marketing consent at any time and complain to the ICO if you are unhappy.

Last updated: 1 February 2025