Privacy Notice

Updated April 2026

1. Purpose of This Notice

This notice describes how Vision Consulting Accountants Ltd, and any connected parties, collect and use personal data about you in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), the Data (Use and Access) Act 2025, and any other applicable UK data protection legislation, as amended or updated from time to time.

Please read this notice carefully to understand our practices regarding your personal data and how we will treat it.

2. About Us

Vision Consulting Accountants Ltd ("Vision Consulting", "we", "us", "our") is a firm of chartered accountants and tax advisers regulated by the Institute of Chartered Accountants in England and Wales (ICAEW). We are registered in England and Wales under company number 09403067. Our registered office is at 28th Floor, 30 St Mary Axe, London, EC3A 8EP. Our principal place of business is 555–557 Cranbrook Road, Gants Hill, Ilford, Essex, IG2 6HE.

For the purposes of UK data protection legislation, we are the data controller. This means we are responsible for deciding how we hold and use personal data about you. We are required by law to notify you of the information contained in this privacy notice.

We have appointed a Data Protection Point of Contact who is responsible for overseeing questions in relation to this privacy notice. Should you wish to contact them, please use the details set out in section 12 (Contact Us) below.

3. How We May Collect Your Personal Data

We obtain personal data about you, for example, when:

you request a proposal from us in respect of the services we provide;
you engage us to provide our services, and during the provision of those services;
you contact us by email, telephone, post or social media in relation to a query about our services;
we carry out client due diligence and identity verification checks as required under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and associated ICAEW guidance;
from third parties and/or publicly available resources, for example from your employer, from Companies House, HMRC, credit reference agencies, or sanctions and PEP screening databases.

4. The Kind of Information We Hold About You

Depending on the nature of our engagement, the information we hold about you may include:

your personal details, such as your name, home address, date of birth, and national insurance number;
your Unique Taxpayer Reference (UTR) and financial information, including income, expenditure, tax status, bank account details, and investment details;
identity documents collected for client due diligence purposes (e.g. passport, driving licence, proof of address);
details of contact we have had with you in relation to the provision, or proposed provision, of our services;
details of any services you have received from us and correspondence and communications between us;
information about any complaints or enquiries you make to us;
payroll data relating to your employees where we are engaged to provide payroll services, including names, addresses, NI numbers, salary, and tax information;
information we receive from other sources, such as publicly available information, information provided by your employer, HMRC, or information from our professional network.

5. How We Use Personal Data We Hold About You

Lawful bases for processing

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

Contract: where processing is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract.
Legal obligation: where processing is necessary for compliance with a legal obligation to which we are subject, including obligations under tax legislation, anti-money laundering regulations, and ICAEW regulatory requirements.
Legitimate interests: where processing is necessary for our legitimate interests (or those of a third party), provided those interests are not overridden by your rights and interests. This includes business development, management, and statistical purposes.
Consent: in limited circumstances where we have obtained your specific consent to process your data for a particular purpose, such as sending you marketing communications.

Situations in which we will use your personal data

We may use your personal data in order to:

carry out our obligations arising from any agreements entered into between you and us, most usually for the provision of accountancy, tax, and advisory services;
carry out obligations arising from agreements with our clients where you may be an employee, officer, beneficial owner, subcontractor, supplier, or customer of our client;
comply with our legal and regulatory obligations, including anti-money laundering legislation, HMRC requirements, and ICAEW regulatory obligations;
provide you with information related to our services and events that you request from us, or which we believe may interest you, where you have consented to be contacted for such purposes;
notify you about changes to our services.

In some circumstances, we may anonymise or pseudonymise your personal data so it can no longer be associated with you, in which case we may use it without further notice to you. If you refuse to provide certain information when requested, we may be unable to perform the contract we have entered into with you or comply with our legal or regulatory obligations.

6. Data Retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it was collected. In determining the appropriate retention period, we take into account the nature of the data, the purposes for which it was collected, and our legal and regulatory obligations. As a guide:

Client files (accounting, tax, and advisory records): retained for a minimum of six years following the end of the engagement, in line with HMRC requirements and ICAEW guidance on document retention.
Anti-money laundering and Client Due Diligence records: retained for five years after the end of the client relationship, in accordance with the CCAB Anti-Money Laundering Guidance for the Accountancy Sector.
Prospective client data: retained until the enquiry is concluded or, where an engagement does not proceed, for a reasonable period thereafter.

Please note that where we hold personal data in order to comply with a legal obligation (including AML and tax legislation), the right to erasure will not apply to the extent that retention is required by law.

7. Data Sharing

Why might we share your personal data with third parties?

We will share your personal data with third parties where we are required by law, where it is necessary to administer our relationship with you, or where we have another legitimate interest in doing so. We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

Third-party service providers

We may share your data with the following categories of third parties:

IT and cloud services providers who support our systems and infrastructure;
professional advisory services (e.g. legal advisers and other professional consultants);
HMRC, Companies House, and other government bodies where required by law;
our professional regulator, ICAEW, where required under regulatory obligations, for example in connection with audit regulations or disciplinary matters;
banking and payment services providers;
subcontractors engaged to assist in delivering our services to you, who are bound by confidentiality obligations.

We only permit our third-party service providers to process your personal data for specified purposes and in accordance with our instructions.

Other disclosures

We may also share your personal data with other third parties in the context of a possible sale, merger, or restructuring of our business, or where required by law, including to law enforcement authorities and regulatory bodies.

8. Transferring Personal Data Outside the United Kingdom

In order to perform our contract with you, personal data may be transferred to countries outside the United Kingdom. Where such transfers occur to countries not covered by a UK adequacy decision, we ensure that appropriate safeguards are in place, including the use of International Data Transfer Agreements (IDTAs) issued by the Information Commissioner's Office (ICO) under the Data Protection Act 2018. This ensures your personal data is afforded a level of protection consistent with UK law.

Further details of the safeguards applicable to any such transfer can be provided on request by contacting our Data Protection Point of Contact using the details in section 12 below.

9. Data Security

We have put in place appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, agents, contractors, and third parties who have a legitimate need to know. All such persons are subject to a duty of confidentiality in accordance with the ICAEW Code of Ethics and our internal policies.

We have procedures in place to deal with any suspected personal data breach and will notify you and the Information Commissioner's Office (ICO) of a breach where we are legally required to do so.

10. Your Rights in Connection with Personal Data

Your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please notify us of any changes to your personal information using the contact details below.

Your rights

Under UK data protection law, you have the right to:

Request access to your personal data (commonly known as a subject access request). This enables you to receive a copy of the personal data we hold about you and to check that we are processing it lawfully.
Request correction of inaccurate or incomplete personal data that we hold about you.
Request erasure of your personal data where there is no good reason for us to continue processing it. Note that this right is not absolute and does not apply where retention is required by law or regulation (see section 6).
Object to processing of your personal data where we are relying on a legitimate interest, or where we are processing your data for direct marketing purposes.
Request restriction of processing of your personal data in certain circumstances, for example where you contest the accuracy of the data.
Request transfer of your personal data to you or another data controller where the processing is based on consent or contract and is carried out by automated means.
Withdraw consent at any time where we are relying on consent as the lawful basis for processing. This will not affect the lawfulness of any processing carried out before you withdrew your consent.

To exercise any of the above rights, please contact our Data Protection Point of Contact using the details in section 12 below. You will not be required to pay a fee, although we may charge a reasonable fee or refuse to comply if your request is manifestly unfounded or excessive. We may need to verify your identity before responding to your request.

11. Changes to This Notice

Any changes we make to this privacy notice will be made available on our website at www.visionconsulting.co.uk. This privacy notice was last reviewed in April 2026.

12. Contact Us

If you have any questions about this notice or wish to speak to us about the manner in which we process your personal data, or to exercise any of your rights, please contact our Data Protection Point of Contact:

Mr Samad Khan
Practice Manager & Data Protection Point of Contact
Vision Consulting Accountants Ltd
555–557 Cranbrook Road, Gants Hill, Ilford, Essex, IG2 6HE
Email: s.khan@visionconsulting.co.uk
Telephone: 020 8554 2135

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk/concerns

We would, however, appreciate the opportunity to deal with any concerns before you approach the ICO, so please contact us in the first instance.

Vision Consulting Accountants Ltd | Company No. 09403067 | Regulated by ICAEW | www.visionconsulting.co.uk

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