Privacy Policy

1. Who we are

Edge Chartered Certified Accountants is the data controller responsible for your personal data. We are an ACCA-regulated accountancy practice specialising in property tax, based in Coventry.

Registered address: Electric Wharf, 1 Generator Hall, Coventry CV1 4JL

Telephone: 024 7745 5333

Email: clients@edgeaccountants.co.uk

Website: https://www.edgeaccountants.co.uk

ICO registration reference: ZA565115

You can verify our registration on the ICO’s public register at ico.org.uk

2. What personal data we collect

The types of personal data we collect depend on how you interact with us. We may collect the following categories of information:

2.1 When you enquire or engage us

Your name, address, email address, telephone number, date of birth, National Insurance number, Unique Taxpayer Reference (UTR), and any other details you provide in your initial enquiry or during our engagement.

2.2 Client data for tax and accounting services

To carry out our professional work, we collect and process financial and personal information including: rental income and property ownership details, mortgage and loan information, bank statements and transaction records, self-assessment and corporation tax return data, SDLT transaction details, capital gains computations, VAT records, HMRC correspondence and tax codes, payroll and employment income details, partnership and trust information, and details of property purchases, sales and lease extensions

2.3 Identity verification (AML/KYC)

Under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, we are legally required to verify your identity before accepting an engagement. We collect copies of photographic identification (passport, driving licence), proof of address (utility bill, bank statement), and in some cases, evidence of source of funds.

2.4 When you use our website

When you visit our website, we automatically collect certain technical data through cookies and similar technologies. This includes your IP address, browser type and version, pages visited and time spent on each page, referring website, and device information. We also collect any information you submit through our online contact forms or newsletter sign-up.

3. How we use your personal data

We use your personal data for the following purposes: To provide our accountancy, tax advisory, and mortgage broking services to you under the terms of our engagement letter. To comply with our legal and regulatory obligations, including filing tax returns with HMRC, anti-money laundering checks, and responding to regulatory enquiries. To communicate with you about your affairs, send you relevant updates, and respond to your enquiries. To improve our website and services. To send you newsletters or marketing communications where you have consented to receive them.

4. Lawful basis for processing

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

Contractual necessity (Article 6(1)(b)): Processing is necessary to perform our contract with you — for example, preparing your tax return, advising on a property transaction, or filing documents with HMRC on your behalf.

Legal obligation (Article 6(1)(c)): We are required by law to carry out anti-money laundering checks, retain certain records, file information with HMRC and other regulatory bodies, and comply with our obligations under ACCA’s rules and regulations.

Legitimate interests (Article 6(1)(f)): We may process data where it is in our legitimate business interests to do so, provided those interests are not overridden by your rights. This includes improving our services, maintaining client relationships, and internal administration.

Consent (Article 6(1)(a)): Where you have given us your consent, for example to receive our email newsletters. You may withdraw consent at any time by contacting us.

5. Special category data

In some cases, the information we process may include special category data as defined under UK GDPR Article 9. For example, health information may be relevant to a tax relief claim. Where we process such data, we do so on the basis that it is necessary for the establishment, exercise or defence of legal claims, or with your explicit consent.

6. Who we share your data with

We may share your personal data with the following categories of recipients, but only to the extent necessary for the purposes described in this policy:

HM Revenue & Customs (HMRC): To file tax returns, submit SDLT returns, respond to compliance checks and enquiries, and meet our other statutory filing obligations on your behalf.

Companies House: To file annual accounts, confirmation statements, and other statutory documents for limited companies we act for.

ACCA: Our professional body may request access to client files as part of their practice monitoring and quality assurance processes. ACCA is bound by confidentiality obligations.

Third-party software providers: We use cloud-based professional software to prepare accounts, compute tax, and file returns. These providers process data on our behalf under data processing agreements and are required to maintain appropriate security measures.

Mortgage lenders and solicitors: Where we are providing mortgage broking or legal referral services, we share relevant information with lenders and solicitors with your knowledge and as necessary to progress your application or transaction.

Other professional advisers: With your consent, we may share information with your solicitor, financial adviser, or other professionals involved in your affairs.

We will never sell your personal data to any third party.

7. Third-party services on our website

Our website uses the following third-party services that may collect personal data:

Google Analytics (GA4): We use Google Analytics to understand how visitors use our website. Google Analytics uses cookies to collect anonymised data about page views, session duration, and traffic sources. Google’s privacy policy is available at policies.google.com/privacy.

HubSpot: We use HubSpot for customer relationship management, contact form processing, and email communications. HubSpot may place cookies on your device to track website interactions. HubSpot’s privacy policy is available at legal.hubspot.com/privacy-policy.

Google Reviews / TrustIndex: Our website displays Google Reviews via TrustIndex. This embedded content may load scripts from third-party servers.

8. Cookies

Our website uses cookies — small text files placed on your device — to help it function properly and to understand how it is used.

Strictly necessary cookies: These are essential for the website to function. They include WordPress session cookies and security cookies. You cannot opt out of these.

Analytics cookies: Google Analytics cookies (_ga, _ga_*) help us understand visitor behaviour. These cookies do not identify you personally.

Marketing and CRM cookies: HubSpot cookies (__hssc, __hssrc, __hstc, hubspotutk) track your interactions with our website to help us manage enquiries and communications.

You can control cookies through your browser settings. Disabling cookies may affect the functionality of certain parts of our website.

9. Data retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Our standard retention periods are:

Client engagement files (tax returns, accounts, correspondence): We retain these for a minimum of six years from the end of the tax year or accounting period to which they relate. This reflects the normal HMRC enquiry window and our professional indemnity insurance requirements.

AML/KYC identity records: We retain copies of identity documents and source of funds evidence for five years after our business relationship with you ends, as required by the Money Laundering Regulations 2017.

SDLT and CGT computations: We retain these for a minimum of six years from the date of the relevant transaction, as HMRC may enquire into these within that period.

Marketing data and enquiries: Where you have made an enquiry but have not become a client, we retain your contact details for up to two years unless you ask us to delete them sooner.

Website analytics data: Google Analytics data is retained for 14 months before being automatically deleted.

10. Your rights under UK GDPR

You have the following rights in relation to your personal data:

Right of access: You can request a copy of the personal data we hold about you. We will respond within one month.

Right to rectification: If any personal data we hold about you is inaccurate or incomplete, you can ask us to correct it.

Right to erasure: You can ask us to delete your personal data in certain circumstances. Please note that we cannot delete data that we are required to retain by law or for our regulatory obligations.

Right to restrict processing: You can ask us to restrict the processing of your personal data in certain circumstances, for example while we verify its accuracy.

Right to data portability: Where processing is based on consent or contract and carried out by automated means, you can request your data in a structured, commonly used, machine-readable format.

Right to object: You can object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds that override your interests.

Right to withdraw consent: Where processing is based on your consent, you can withdraw that consent at any time. This will not affect the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at clients@edgeaccountants.co.uk or write to us at the address above. We will respond within one month. If your request is complex, we may extend this by a further two months, but we will let you know within the first month.

11. Data security

We take the security of your personal data seriously. We have implemented appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction or alteration. These measures include secure cloud-based systems with encryption in transit and at rest, access controls limiting data access to authorised personnel, regular review of our security practices, and staff training on data protection.

12. International transfers

Some of the third-party services we use (such as Google and HubSpot) may transfer data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, including standard contractual clauses approved by the ICO or adequacy decisions, to protect your data to the same standard as under UK GDPR.

13. Children’s data

Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

14. Complaints

If you are unhappy with how we have handled your personal data, we would appreciate the opportunity to resolve the matter directly. Please contact us at clients@edgeaccountants.co.uk in the first instance.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Telephone: 0303 123 1113

Website: ico.org.uk

15. Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices, services, or legal requirements. When we make material changes, we will update the “last updated” date at the top of this page. We encourage you to review this policy periodically.

16. Contact us

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

Edge Chartered Certified Accountants

Electric Wharf, 1 Generator Hall, Coventry CV1 4JL