GDPR & Privacy Policy

Effective Date: 24 April 2025

At Zip Accounting, we are committed to protecting and respecting your privacy. This policy outlines how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller:
Rachel Kavanagh FCA
Zip Accounting
5 Oak Tree Drive
Liss, Hampshire
GU33 7HW
United Kingdom
Tel: 01730 300116
Email: rachel@zipaccounting.co.uk

2. What Personal Data We Collect

We may collect and process the following types of personal information:

Name, address, telephone number, and email address
National Insurance number, UTR (Unique Taxpayer Reference), and other identification numbers
Financial and tax-related information required to provide accounting services
Records of communications and interactions (including emails, phone calls, and notes)
IP address and website usage data (for visitors to our website)

3. How We Collect Personal Data

We collect data when:

You contact us or engage our services
You complete a form on our website
You interact with us via phone, email, or post
We work with third parties (e.g. HMRC, software providers) on your behalf

4. How We Use Your Data

We use your personal data for the following purposes:

To provide accounting, bookkeeping, tax, payroll, and business advisory services
To comply with our legal and regulatory obligations
To manage our business and improve our services
To communicate with you regarding your business or our services
To maintain internal records

We do not use your data for marketing without your explicit consent.

5. Legal Basis for Processing

We process your data based on:

Contractual obligation – to provide agreed services
Legal obligation – to meet legal and regulatory requirements
Legitimate interests – to operate and improve our business
Consent – where required, and always freely given

6. Sharing Your Data

We only share your data when necessary, including with:

HMRC and other regulatory bodies
Software providers (e.g. QuickBooks) used to deliver our services
Professional advisers or subcontractors engaged to support your needs
Legal or regulatory authorities when required by law

All third parties are required to respect your privacy and comply with data protection law.

7. How We Protect Your Data

We take appropriate measures to keep your data safe and secure. This includes:

Use of secure software and encrypted communication tools
Regular password protection and access control
Ongoing training in data protection and GDPR compliance

8. How Long We Keep Your Data

We retain personal data only for as long as necessary to:

Fulfil our service obligations
Meet legal, regulatory, and tax requirements

Typically, records are kept for up to 7 years after the end of our engagement or the relevant financial year, unless required otherwise.

9. Your Rights

You have the right to:

Access the personal data we hold about you
Correct or update your information
Request the deletion of your data (subject to legal requirements)
Restrict or object to processing
Withdraw consent (where processing is based on consent)
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at rachel@zipaccounting.co.uk.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, and where appropriate, we will notify you of significant changes.

11. Contact Us

For any questions regarding this policy or your personal data, please contact:

Rachel Kavanagh FCA
Zip Accounting
5 Oak Tree Drive
Liss, Hampshire, GU33 7HW
Tel: 01730 300116
Email: rachel@zipaccounting.co.uk