Privacy Policy

1. Introduction

MJB Accounting Solutions Ltd is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data relating to visitors to our website, people who contact us, and clients.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. For the purposes of data protection law, we are the data controller.

2. Contact details

If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us at:

MJB Accounting Solutions Ltd
Email: hello@mjbaccountingsolutions.co.uk
Registered office: 71–75 Shelton Street, London, WC2H 9JQ
Telephone: 0330 122 0244

3. Personal data we collect

We may collect and process personal data when you:

  • visit our website

  • contact us with an enquiry

  • engage us to provide professional services

The personal data we collect may include:

  • information you provide when completing a contact form on our website

  • names and addresses

  • email addresses

  • telephone numbers

  • correspondence between us

  • information provided to enable us to deliver accounting, tax, or advisory services

  • information obtained from HMRC or other authorities where authorised

  • information obtained for identity verification and anti-money laundering purposes

If you choose not to provide information that is required for us to provide professional services, we may be unable to act for you.

4. How we collect personal data

We collect personal data from:

  • you directly

  • your organisation

  • HMRC

  • electronic identity verification providers

  • other third parties (such as banks, pension providers, or advisers) where authorised by you

5. How we use your personal data

We use personal data to:

  • respond to enquiries

  • provide professional accounting, tax, and advisory services

  • meet legal, regulatory, and professional obligations

  • communicate with you about services we provide, where appropriate

  • protect our legitimate business interests, including defending legal or professional claims

We retain records in accordance with our retention policy to comply with legal requirements and professional standards.

There is no automated decision-making involved in our processing of personal data.

6. Website use, analytics and cookies

Our website uses cookies and similar technologies to ensure it functions properly and to help us understand how visitors use the site.

When you visit our website, information may be collected about your browser, device, IP address, and how you interact with the site (such as pages visited, links clicked, and time spent on pages). This information is used to understand website traffic and improve how the site works.

Necessary cookies required for the operation and security of the website are always used. Analytics and performance cookies are only used where you have given consent through our cookie banner and preference settings. You can manage your cookie preferences at any time using the cookie settings on our website.

Our website is hosted by Squarespace, which processes personal data on our behalf in order to host the site, provide analytics, and ensure the security and performance of the platform. Squarespace may also process limited site usage information for its own operational, security, and service improvement purposes. Further information is available in Squarespace’s Privacy Policy.

If you submit information through a contact form on our website, we collect the details you provide in order to respond to your enquiry. This information is processed via Squarespace and used only for the purposes of managing and responding to your enquiry.

7. Lawful bases for processing

We process personal data on one or more of the following lawful bases:

  • Contract – to provide professional services under an engagement

  • Legal obligation – to comply with legal and regulatory requirements

  • Legitimate interests – to operate and protect our practice

  • Consent – where you have given consent, for example to receive information about other services

8. Sharing personal data with others

To provide our services and meet regulatory obligations, we may share personal data with:

  • HMRC

  • banks, pension providers, finance providers, or other advisers where authorised

  • subcontractors who are subject to confidentiality and data protection obligations

  • professional indemnity insurers

  • tax investigation or insurance providers

  • our professional body, the Chartered Institute of Management Accountants (CIMA), or external reviewers for quality assurance purposes

Where required by law, we may also disclose personal data to:

  • law enforcement agencies

  • courts and tribunals

  • the Information Commissioner’s Office (ICO)

If we are unable to share information required to meet our legal or professional obligations, we may be unable to continue to act.

9. International data transfers

We do not transfer personal data outside the United Kingdom.

10. Data security

We have appropriate technical and organisational measures in place to protect personal data against loss, misuse, unauthorised access, or disclosure. Access to personal data is limited to those who need it for business purposes.

While we take reasonable steps to protect data, no method of transmission over the internet is completely secure. We have procedures in place to manage and respond to any suspected data breaches.

11. Data retention

In line with professional standards and legal requirements, we retain personal data as follows:

  • records relating to tax returns and accounts are generally retained for seven years from the end of the relevant tax year

  • records relating to advisory work are generally retained for seven years from the end of the business relationship

  • permanent client records required for ongoing compliance are retained during the engagement and deleted seven years after it ends, unless a longer retention period is agreed

Retention under the Money Laundering Regulations 2017 may require records to be retained for specific statutory periods.

12. Your data protection rights

Under data protection law, you have rights including:

  • the right to access your personal data

  • the right to have inaccurate data corrected

  • the right to request erasure in certain circumstances

  • the right to restrict or object to processing in certain circumstances

  • the right to data portability where applicable

Requests should be made in writing using the contact details above. We may need to verify your identity before responding.

13. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk

You may also raise concerns with our professional body, the Chartered Institute of Management Accountants (CIMA).

14. Updates to this policy

We may update this Privacy Policy from time to time. The most recent version will always be available on our website.